How to Create Effective SOPs for Veterinary Practices

Step 1: Identify Critical Procedures & Pain Points (with Team Input)

Start by identifying the procedures that cause the most frustration, inconsistency, or risk in your practice. Think: What procedures are most frequently performed incorrectly? Where do communication breakdowns happen? Which tasks take up the most staff time?

Use a team meeting (or a Whale comment thread!) to brainstorm. Prioritize procedures that directly impact patient safety, client satisfaction, and regulatory compliance (AAHA, local requirements). Focus on areas where standardization will have the biggest impact.

Use Whale’s Comments feature to collect feedback from your entire team asynchronously. Use Tags to categorize procedures (e.g., #surgery, #lab, #clientcommunication).

Step 2: Gather Existing Knowledge & Identify Gaps

Don’t start from scratch. Gather all existing documentation: old protocols, training handouts, handwritten notes, even emails. Import these directly into Whale. Use Whale’s AI Writing Assistant to begin standardizing and centralizing this information. Identify gaps: What information is missing? What steps are unclear? Where are there variations in how different team members perform the same procedure?

Use Whale’s Import Documents feature. Leverage the AI Writing Assistant to begin the standardization process. Use Comments and Version History to track changes and collaborate.

Step 3: Draft Clear, Concise, and Visual SOPs 

Use Whale’s Rich Editor and SOP Templates to create your SOPs. Write in clear, concise language, avoiding jargon. Break down each procedure into numbered steps. Crucially, use visuals:

• Embed screen recordings (using Whale’s Video Screen Recorder) for software procedures or complex techniques.
• Include photos of proper equipment setup, patient positioning, etc.
• Create checklists (using Whale’s Checklists feature) for critical steps.
• Consider using QR Codes linking to equipment manuals
• For each SOP, clearly define:
  • Purpose: Why is this procedure performed?
  • Scope: When does this procedure apply?
  • Roles: Who is responsible for each step?
  • Equipment: What materials are needed?

Use Whale’s Rich Editor, Video Screen Recorder, Checklists, SOP Templates, and QR Codes. 

Step 4: Review, Refine, and Approve 

Share the draft SOPs within Whale with your team. Use the Comments feature to collect feedback, suggestions, and corrections. Assign Experts & Reviews Cycles to specific team members for different SOPs. This ensures ongoing accuracy and accountability. Once the team is satisfied, obtain final approval from the practice manager or veterinarian in charge. Whale’s Version History tracks all changes and approvals.”

Use Whale’s Comments, Experts & Reviews Cycles, Version History, and Advanced Permissions (to control who can edit and approve).

Step 5: Implement, Train, and Continuously Improve

Don’t just file the SOPs away! Use Whale to actively train your team:

• Create Training Flows that include the new SOPs, along with any relevant videos or quizzes.
• Assign Read Assignments to ensure everyone has reviewed the updated procedures.
• Use AI-Generated Quizzes to assess understanding and retention.
• Award Badges to recognize completion and mastery.
• Track progress using Whale’s Reporting features.
• Use Ask Alice, to easy retrieve SOP.
  Make it clear that SOPs are living documents. Encourage ongoing feedback and use Whale’s Comments and Version History to keep them up-to-date. Regularly review SOPs (using Experts & Review Cycles) to ensure they remain accurate and relevant.

Use Whale’s Training Flows, Read Assignments, AI-Generated Quizzes, Badges, Reporting, Comments, Version History, Experts & Reviews Cycles, and Ask Alice.