Office Details for Relief Veterinarians

Your Home Office

Relief veterinarians need not have an official “home office,” but they do need a few essential items. The most important is your phone and internet service. You will also need a computer to prepare your letters, contracts, and invoices. You may also want a printer since some practices still prefer to have a physical invoice and contract even though almost all correspondence and signatures can be executed digitally today. And you will need to set up a reliable calendar and reminder system for yourself. There are many mobile-friendly options for organizing your client list and calendar.

Telephone

Your phone is not just a means of speaking to other people. It is your voice when you are absent, a business expense, and a tax deduction. You will have to set up your voicemail with a professional message and keep your phone bills to maintain a record of your expenses.
Should you have two phones, with one for personal use and one for business use? You can write off all of your business phone bill if you keep two separate phones. If you do have two phones, use the more expensive one as your “business line”. However, most relief veterinarians do not need two phones, and the extra expense of a second smart phone will not be offset by the tax deduction it provides.
Other options are to set up a virtual phone system or Voice Over Internet Protocol system (VoIP). These types of systems allow you to use your own phone but have a separate business number and can provide added features such as call forwarding, call screening, automated receptionists, voicemail text transcription, text to email, and online faxing. A reasonable option for a single user is Google Voice. However, for an independent contractor veterinarian, these added features are likely not necessary.
The majority of relievers today use only smart phones for all of their personal and business functions. With only one phone, be sure to keep a business-like message on your voicemail!
There are no hard and fast rules regarding expensing your phone bills when using a single device for both personal and business use. Phone bills today consist of data plans with bundled services rather than itemized charges for phone calls which makes it trickier to separate business from personal expenses. It is best to work with your accountant to determine a reasonable business use percentage to apply as a write off. In the eyes of the IRS, it just has to make sense.

Phone directory listings

Make sure you are “findable” by clients who use a variety of methods to try to find you. Most will do an internet search, and you can list your business for free in the online yellow pages. If you use a business name other than your own name, then you must have a business phone line to have that business name listed in a telephone directory. However, you will have to pay extra to have your business phone line listed under both your own name and a business name.
One advantage of a business line is also a disadvantage: the complimentary listing in the yellow pages or online directories that a business telephone customer receives. As a relief veterinarian, chances are that you do not care to field calls from vaccination price-shoppers. Likewise, you probably don’t want your address listed online or in the yellow pages–you might get drive-bys looking for the vet practice. To avoid the problem with a business telephone line, you must specifically ask that your address be unlisted. This is not a typical request, so you will have to be adamant and be sure you are understood. Periodically “Google yourself” (perform an internet search using your phone number and/or name) to monitor online listings for accuracy. Correction sometimes takes a long time, so while you are waiting, you can simply create a review of yourself with any correction, since reviews are typically posted immediately.

Voice mail

No matter what kind of telephone line you have, voice mail is absolutely essential for your business office. If you have only one telephone line, let your friends suffer through your business message rather than having business callers wonder if they dialed correctly. Begin your message “This is Dr. Relief,” or “You have reached Reliable Relief Services.” A professional message is imperative.
 

What Should Relief Veterinarians Bring to the Job?

Make a list of items you cannot do without during the work day. Do not assume that the practice has a surgical gown and gloves in your size. Get your own dosimeter (x-ray exposure badge) if you plan on helping to take radiographs; you should not use the practice’s “spare” dosimeter since that would not allow you to measure your accumulated irradiation. Here’s a partial list of essentials. Add your own items to this list.

• Lab coats, scrubs.
• Coveralls (large animal).
• Dosimeter.
• Name tag.
• Surgeon’s gown and surgeon’s gloves in your size.
• Stethoscope.
• Books you refer to frequently (e.g., formulary), unless you have online subscriptions for this information.
• Specific equipment you find essential and prefer to use (e.g., ultrasound, indirect ophthalmoscope, pen light).
• Specific types of suture you find essential and prefer to use.
• Copies of your license for the practice to display as required by law in some states.
   

License and Registration Requirements for Relievers

Relief veterinarians must obtain some or all of the following licenses and registrations. License requirements vary among states and cities; call your state licensing board for more information. Keep your license and registration numbers in your wallet or on your phone for easy reference. Since most states require the veterinarian’s license to be prominently displayed at the place they work, many relief veterinarians keep copies of their licenses with them.

EIN Number

You may want to apply for an employer identification number (EIN; also called a federal employer identification number, FEIN) through the department of taxation and revenue. This is only strictly required if you have employees; it may also be required when you set up certain types of retirement plans. Apply for an EIN on IRS form SS-4. For more information, read IRS publication # 1635.

Accreditation

Are you accredited to write health certificates in each state where you are licensed? Contact your state veterinarian’s office.

City business license

Some cities require that you obtain a city business license. The license will help you legitimize your business and defend your status as an independent contractor. When applying for a license, stress that you have a home office only and there is no walk-in traffic. This will help you avoid zoning hassles. (Businesses with clients coming to a home office might need extra liability insurance, designated parking spaces, and more, depending on the city’s zoning requirements).

State business license

This license, separate from your veterinary license, is required in some states. Call your state’s department of revenue to find out if you need a state business license. State veterinary licenses Keep your state veterinary license up to date. If you plan to work in more than one state, be sure that your veterinary license is accepted in the state(s) where you plan to work. Contact the state’s department of licensing for information.

Drug licenses

You will need to apply to the Drug Enforcement Administration (DEA) for a controlled substance registration. Apply online or write to: Controlled Substance Registration, United States Department of Justice, Drug Enforcement Administration, Washington, DC 20537.
It is possible for you to work in some practices without your own DEA license, if the practice has obtained a “practice” license and not individual license(s) for its veterinarians.
In addition, your state may require a pharmacy license. Contact your state veterinary board for information.