The Welcome Letter
Most hospitals are not always able to hire a social worker to greet each client and help them diffuse a little stress before rampaging into the team. It can be even worse the client feels guilt for the condition of whomever they are bringing for treatment.
The following welcoming letter is geared for veterinarians but can be easily adapted as needed.
And the truth is that our clients are part of a team as their history and information is quite vital to our work. And while trying to help them with any guilt they may contain, the goal of this letter is to help set professional boundaries that can allow our teams to work as efficiently as possible.
Our present Letter:
Welcome to (Your Practice) - Your Partner in (Industry)
Together, Fighting for Their Well-being
Dear valued member of our team,
We're excited to meet you at (FILL). To us, you're not just a client - you're a crucial part of our team, united in providing the best possible care in the face of challenging health issues, including cancer.
Our Approach: Compassion and Expertise
Personalized Care: We understand that each case is unique. Rest assured, we will explore every viable option, balancing advanced treatments with your family’s budget and your pet’s quality of life.
No Blame, Only Support: Remember, cancer can occur due to many reasons beyond anyone's control. It's vital not to carry guilt or blame. We're here to support you every step of the way.
How You Can Help:
Detailed History: When filling out the attached form, providing a comprehensive history of your pet’s health, mood, and habits is invaluable. This information helps us diagnose accurately and decide if immediate attention is needed.
Effective Communication: We appreciate your patience and understanding during this stressful time. A respectful and cooperative environment enables us to provide the best care for your pet.
Scheduling: We will schedule you as promptly as possible, but we will not be able to help arrange your schedule or speed things up beyond what safe medicine will allow. As a result we do not recommend making important appointments later in the same day unless you are able to organize a pickup through other family that also do not have scheduling conflicts.
Finances: It's important to consider your own budgetary needs and limits. We can work with you depending on your budget and let you know what other aggressive options are availablye for the sake of being fully informed. Since veterinary medicine charges 1/10th the prices the human world, we ask that you don't yell at any staff for prices set by management or wildly fluctuating pharmaceutical companies.
Our Commitment to You:
Professional Expertise: We pride ourselves in the experience, training and expertise of our team to help your loved one to the best of their ability.
Efficient Check-In: Once you check in, our team will be promptly notified. We appreciate your patience as we prepare to see you.
Consultation Excellence: Consultation is an ideal time to review and update your pet’s history. Changes in behavior or mood are important for us to know.
Timely Updates: We are committed to keeping you informed as soon as possible. Frequent requests for updates can impede our ability to provide them quickly.
Flexible Pick-Up: We offer a flexible pick-up window for your convenience and since we will not be able to ascertain the exact moment in which your loved one will be ready. We suggest arriving earlier within this timeframe and will notify you as soon as your pet is ready.
In-Depth Follow-Up: Every consultation is followed by a detailed letter summarizing the discussion and recommended options. We encourage you to read it thoroughly and reach out with any questions.
Post-Appointment Care: Post-consultation, we'll provide guidelines for monitoring your pet. We also pledge to update you promptly on any test results or pending analyses which can take up to days or weeks depending on who we are working with to get them.
Joining Forces Against Cancer
Welcome to Team (Practice)! Together, we'll give your beloved pet the care and attention they deserve in this fight.
Here for You and Your Pet, Every Step of the Way.
This letter is copywritten by Alexandra Ripoll (2023) to prevent bad actors from claiming they wrote this letter. We welcome other professionals to use this letter as needed but ask that at least some work is done to make it unique. ❤️