When you are connecting with a new clinic, do you create a contract? Yes or no? Some relief professionals will say they do not need or want one. Maybe it is too much work, maybe they do not want to take the time or money to hire a lawyer to draft one up, maybe they worry they won’t get booked with contracts, maybe they want one but just have not gotten around to it yet. All of those reasons are definitely valid and ok! There are some people, however,  that prefer to have some form of a contract. Many meet with lawyers and have full contracts drawn up. Again, that is the MOST professional and LEGALLY BINDING way. We always encourage other relief professionals to discuss contracts with lawyers if they are interested in creating one.  Some relief vet professionals do create personal contracts without the help of legal aid.

Important reasons to consider a contract:

• Written documentation of the agreement with the veterinary professional and hospital (including services that are agreed-upon and what is explicitly not agreed-upon (e.g., surgery))
• Cancellation clauses
• Hourly or Daily rate (including overtime rate and  holiday rate, if applicable)
• Time frame in which you expect to get paid for services upon billing

One simple and free way to create a contract is by using google forms.  Google forms allows you to have questions answered, texts stated, and images (licenses etc) shared with your clinics if you have (or create) a Gmail email account.

Basic Parts of a Contract

• Title
• Contact Information for Hospital and Management (text box)
• Dates and Times Agreed Upon (text box)
• Hourly or Daily Rate Agreed Upon (text box)
• Questions to be asked before first shift (ex: practice management software, type of medical records, wardrobe, etc.) (questions)
• Licenses (state, controlled substances, DEA (if desired), USDA Accreditation (if applicable), Technician Certification/ Licensing, Liability Insurance, W9 (If applicable) (images uploaded already filled out)
• Cancellation Clauses and Notice (large text box)
  • This usually includes text box written regarding an agreement between the relief veterinary professional and the hospital for specific disclosed rates paid within a certain period of time upon invoice (ex: within 14 days).
• Late Payment Discussion
  • This reiterates an agreement of X% late fee per week/ etc.
  • This discusses the agreement of payment within X days of invoice, and payments not made within Y days incur Z% late fee per week. (ex: payments must be made within 14 days of invoice.) (ex: payments not made within 30 days incur a 5% late fee per week)
• Confirmation of Agreement (short answer or multiple choice question)

How to create a google form contract agreement:

Step 1: Start a new blank form

Step 2: Create Title

• By entering the title of the agreement at the top, it will save the document as the same title name at the upper left
• This title commonly can be the name of the 2 parties within the agreement (ex: Relief Vet and Veterinary Hospital ABC, Relief Vet Tech and Veterinary Hospital ABC)

Step 3: Add Text Box

• Adding texts inserts known and constant information.
• Examples may include the following:
  • Hospital Contact Information
  • Dates and Times Agreed Upon
  • Hourly or Daily Rate Agreed Upon

Step 4: Add Question

• Add a question by circling the icon to the right that looks like a “+”
• When creating a question, always toggle “Required” if you want a guaranteed answer from the Hospital
• Questions can be asked in a variety of ways:
  • Multiple Choice and Checkboxes are most common
  • Short answer and Paragraph allow for more information to be gathered

• Above is a multiple choice question option that allows for one option to be chosen
• Examples:
  • “What type of medical records do you have?” (digital, paper-based, paper-lite).
  • “The above contract is correct and no changes need to be made. By clicking below, I am digitally signing for QRS Hospital.” (I agree, I do not agree)

• Above is a checkbox option that allows for more than one option to be chosen
• Example: “What attire do you prefer Dr X to wear? (Scrubs, Scrubs and White Coat, Business Casual, Business Casual and White Coat- If wardrobe consideration is your choice. This would allow options of scrubs/ business casual and white coat to be chosen alone or together etc.

• Above is a short answer option that allows for some information to be written out that is not known to be in a given option
• Examples:
  • “What type of practice management software do you use?” (This allows them to write down whichever it is without your listing many options). “
  • “I agree to this contract above between Kevin Jones, LVT and Hospital LMN. By digitally recording my name I agree to the terms above.” (name written in space)

• Above is a paragraph option which allows further explanation of an option
• Example: “Is there anything that Sally Smith, RVT needs to know before her first day at Hospital XYZ?” (This allows for any information the hospital would like to additionally share.)

Step 5: Add Images

• When you click on the image logo to the right as circled above, it will allow you to open image files to share within the contract
• Examples of images to share:
  • Licenses- state, controlled substance license, DEA (if appropriate and comfortable),
  • USDA accreditation (if relevant and appropriate)
  • Liability insurance, W9, etc.)

Step 6: Adding Sections

• Create a new and separate section by selecting the equals symbol at the right side
• Adding a section is NOT necessary or required; however, some may want to add sections to divide up information within the contract (ex information, questions, legal information, etc.)

How to Share a Google Forms Contract

Option 1: Send form via email through google forms directly

Option 2: Send via full link in your own personal email

Option 3: Send via shortened link in personal email (this seems to be the most user friendly for your hospital clients)

How to Check Responses for Google Contract from Clinics

• When wanting to view responses, click the “Responses” tab at the top rather than the “Questions” tab
• You may get email alerts when responses are ready OR can check periodically on your own
• This tab will have answers to questions you asked within your form (ex multiple choice options, options with many choices- check boxes, options with short answer or paragraph.
• Examples of answers may include names of practice management software, discussing paper to paper lite to paperless records, discussion of veterinarian or vet tech’s wardrobe, name of manager as digital signature, etc.

More Help (Video)

I hope this helps you all feel empowered and safe with your relief vet and relief tech agreements and booked shifts!

*Disclaimer: The author of this blog post is not an attorney. None of the information contained within this blog post is meant to serve as legal advice.