The Hidden Costs of Overtime for Veterinary Practices
August 12, 2025
What is More Cost Effective than Overtime?
In the bustling world of veterinary practices, where compassion for pets meets the demands of business, one often overlooked aspect is the true cost of employee overtime. It's a topic frequently brushed aside or oversimplified, with many believing the additional hourly wages are the sole expense incurred. However, delving deeper reveals a complex web of hidden costs that can significantly affect a practice’s bottom line and the well-being of its staff and patients.
When questioned about how much a specific employee earns or “costs” the business, veterinary practice managers or owners frequently respond with something along the lines of, "Their hourly rate is $25, so they cost me $25 an hour.” But that view fails to capture the full picture. Beyond the question of base wages lies a myriad of additional expenses—from taxes and benefits to training and turnover—all of which contribute to the true cost of an employee.
Understanding the true cost of veterinary employees
To understand the real cost of a veterinary team member, you must consider the following factors:
Overtime premiums
— Overtime isn't only a matter of paying the base wage for extra hours. Federal and state laws often mandate overtime premiums, which can be as much as 1.5 times the regular rate. This additional expense can quickly add up, especially in practices where overtime is common.
Burnout and diminished productivity
— While it may seem easier to rely on overtime hours to meet business demands instead of seeking additional help, the long-term effects on employees can include burnout, fatigue, and decreased morale, which can lead to decreased productivity, increased errors, and higher turnover rates, not to mention serious mental health effects for your team members.
Training and onboarding
— Every new employee represents an investment in training and onboarding. When existing staff are stretched thin with overtime, the time and resources available for training diminish, potentially compromising the quality of care and increasing the likelihood of mistakes.
Health care costs
— Overtime doesn’t only tax the mind; it can also take a toll on physical health. Increased stress, irregular schedules, and inadequate rest can contribute to a host of health issues, ultimately driving up healthcare costs for employees and employers.
Turnover and recruitment
— The veterinary industry is no stranger to turnover, but excessive overtime can exacerbate the problem. Employees who feel overworked and undervalued are more likely to seek opportunities elsewhere, leading to increased recruitment and onboarding costs for a practice.
It's easy to fall into the trap of believing that overtime is a cost-effective solution to staffing shortages. However, as veterinary professionals, we must confront reality head-on and acknowledge the true burden of overtime. This means taking the time to calculate the full cost of employee hours, including direct and indirect expenses, and weighing them against the benefits of a well-rested, motivated workforce.
What can veterinary practice managers do to mitigate the hidden costs of overtime? Here are a few strategies to consider:
Evaluate workload and staffing levels
— Take a critical look at workload distribution and staffing levels to identify areas of inefficiency or over-reliance on overtime.
Invest in staff development
— Make training and professional development opportunities a priority to ensure employees have the skills and support they need to thrive.
Implement flexible scheduling
— Explore alternatives to traditional scheduling models, such as flexible hours or compressed workweeks, to accommodate fluctuating demand without resorting to excessive overtime.
Promote work-life balance
— Encourage a culture of work-life balance by offering benefits such as paid time off, wellness programs, and employee assistance services.
Communicate transparently
— Foster open communication with staff about workload expectations, overtime policies, and the importance of self-care.
In the fast-paced world of veterinary medicine, the true cost of employee overtime can often be overshadowed by immediate staffing needs and budget constraints. However, by taking a holistic view of employee expenses and acknowledging the hidden costs of overtime, practice managers can make more informed decisions that balance both financial sustainability and employee wellbeing.
To discuss how overtime can wrack up considerable costs you may not realize, give our Veterinary System Services team a call. We’ll guide you through the pros and cons of bringing relief staff on board and provide a cost comparison in terms of finances, patient and client care, and employee wellbeing.
Veterinary inventory isn’t flashy or exciting for most veterinary professionals, and when it’s going well, the team is unlikely to think about it. However, when inventory systems don’t work, the entire clinic suffers. Stockouts frustrate team members, overstocking wastes money and space, and inventory managers become easily overwhelmed. If this sounds like your veterinary hospital, an overhaul of your inventory systems could help you get back on track. Veterinary System Services offers inventory consulting that transforms clinics and relieves stress on overworked team members. To illustrate how a few key changes can lead to significant improvements in cost control, space usage, and staff morale, here is the story of a clinic in Lone Tree, Colorado, that partnered with VSS to overcome its inventory challenges. The problem Clinic leadership contacted the VSS inventory consulting team after hiring a new team member who had previously used our service. Like many hospitals, their approach to veterinary inventory management wasn’t working for them. The practice spent more than 23% of its revenue on the cost of goods sold (COGS). The practice owner, Dr. Smith, wanted to see this number come down and had tried some tips they had heard about, with no success. Inventory management fell to Sara, a senior technician. Sara preferred working with patients, but she was reluctantly saddled with inventory responsibilities. For her, the job was thankless, and it clearly caused her mental distress. The team was constantly frustrated about stockouts, and Dr. Smith was unhappy with spending. Although they had plenty of storage space, including an entire basement food room, they never seemed to have what they needed. The solution After evaluating the practice’s veterinary inventory management systems, our recommendations included: Conducting a complete count of existing stock Using practice management software to track inventory Setting reorder points based on actual usage Transitioning food sales to an online platform Discontinuing retail extras, such as leashes, toys, and collars Some of the associate veterinarians were reluctant to give up in-house food sales, and Dr. Smith was concerned about losing revenue from retail items. Jane, the practice manager, worried about the disruption to business that a full inventory count would cause. It took some time, but the team overcame these hesitations and made the recommended changes. The results A year after our consultation with the Colorado clinic, we checked in on their progress. On arrival, we were greeted with Sara’s smile; she looked like an entirely different person with a weight lifted from her shoulders. She told us that costs were down, stockouts now rarely occurred, and that she finally got to spend more time with patients and less time putting out inventory fires. During a tour of the hospital, we saw that the retail section had been reduced to a few handmade specialty items that clients couldn’t get elsewhere, and most of the space was dedicated to a streamlined display of prescription diet starter bags. A new controlled substances cabinet, the first in a planned series of organizational solutions, was in place. As recommended, the hospital moved food sales online, which freed up the basement food storage room for a cat boarding area that generated monthly revenue. The team streamlined inventory so much that one of the stock closets had been transformed into a new exam room, creating further revenue opportunities. Overall, the practice decreased COGS by nearly 10 percentage points, an impressive feat for any hospital. Lessons learned Changes to veterinary inventory can be difficult to implement. Teams get stuck in inefficient patterns and feel too overwhelmed to institute change. But this real-life story is proof that impactful change is possible, and it doesn’t have to disrupt operations or tax already overworked team members. The changes this clinic made allowed a reluctant inventory manager to offload some of her duties and return to what she loved: caring for patients. Plus, the practice became more profitable, more efficient, and a better place to work. Contact us to learn more about VSS inventory consulting , medical-grade laundry , relief staffing, and placement services that help veterinary practices spend less and stress less.
The veterinary industry continues to face staffing shortages, and many teams struggle to do more with fewer hands. However, if hiring isn’t feasible, you can find innovative and effective ways to run your practice efficiently and maintain high care standards. Leveraging your existing resources, utilizing relief professionals, and outsourcing non-medical tasks can optimize your practice and ease your team’s workload. Here are eight practical strategies to help ensure a successful practice. 1. Utilize relief veterinarians If your team is stretched thin, consider hiring a relief veterinarian. Whether you need temporary coverage for a veterinarian going on vacation or maternity leave or a long-term commitment to ease your caseload, relief veterinarians are a great option, because they help maintain continuity of care without overloading your full-time veterinarians. A relief veterinarian’s support can improve your team’s workflow efficiency and client satisfaction, and allow everyone to focus on delivering the best care possible without feeling overwhelmed and burned out. 2. Leverage relief veterinary technicians Relief veterinary technicians also can improve your team’s efficiency by providing skilled support when you need it most. Relief vet techs can perform tasks such as assisting with surgical procedures, managing patient care, and communicating with clients, and can integrate with your team and lighten their workload during busy periods or staffing shortages. Extra hands on deck can reduce your core team’s stress and help maintain high-quality care. 3. Empower your veterinary technicians Allowing your veterinary technicians to fully utilize their knowledge and skills is a great way to improve your practice’s efficiency. Veterinary technicians are highly trained individuals, capable of performing a wide range of tasks. By delegating appropriate tasks, such as patient monitoring, dental cleanings, client education, and taking radiographs, you allow your veterinarians to better focus on complex cases. In addition, this allows your vet techs to feel valued and trusted, which boosts overall team morale. 4. Outsource non-medical tasks Non-medical tasks, such as laundry, cleaning, and inventory management, in your practice are essential but labor-intensive, and they pull your staff away from patient care. Outsource these tasks to a reliable service, so your team can focus on their patients and clients rather than these mundane tasks. In many cases, outsourcing these services can also save you money. For example, consider the cost of cleaning your veterinary laundry in-house. In addition to purchasing a suitable washer and dryer, you’ll have to cover the water and electricity bills, buy detergents and disinfectants, and pay hourly staff to wash, dry, sort, and fold the laundry. You also have machine maintenance and repair costs, and the increased potential for post-surgical infections. 5. Implement technology Automating time-consuming, repetitive tasks and streamlining workflows can improve team efficiency. Electronic medical records (EMRs) reduce the need for manual data entry, saving your team time and minimizing errors. Automated scheduling and client communication platforms handle appointment reminders, confirmations, and follow-ups, allowing front-desk staff to focus more on personalized interactions. Inventory management software can efficiently track supplies, which helps to prevent shortages or overstocking. These tools can reduce your team’s manual workload, freeing them up to spend more time on patient care. 6. Use remote support Remote support, such as telehealth and remote staff, can free up in-clinic resources. With telehealth services, you can manage easy follow-up appointments, triage minor concerns, provide advice for non-urgent cases, and reduce the pressure on your in-house team. Remote front desk staff can answer phones and manage client inquiries from anywhere, ensuring pet owners receive the attention they expect without adding to physical demands on your team. 7. Eliminate inefficiencies Look critically at your workflow. Can you eliminate inefficiencies and make your team more productive? Seek advice or insights from your team members. You may even consider bringing in an unbiased advisor because recognizing areas where your team needs to improve can be difficult. 8. Foster a positive practice environment If hiring isn’t an option, you definitely don’t want to lose any team members, so keeping your current employees happy and motivated is critical. Implement wellness support, such as flexible scheduling, mental health resources, team-building exercises and get-togethers, and regular check-ins, to ensure your team members are happy and content in their jobs. Your practice can be successful without adding employees. By leveraging your current resources, embracing technology, seeking relief service help, and outsourcing non-medical tasks, you can increase your team’s efficiency, productivity, and profitability. Contact Veterinary System Services if your practice needs additional support. We’re here to help.
Veterinary professionals pour their hearts and souls into their careers, devoting their entire lives to caring for animals. By extension, they are also often green-minded and care deeply about the environment. With such a passion for nature and all living things on our planet, we generally strive to preserve what we can, reuse what we can recycle, and waste not whenever possible. Yet, amid these noble intentions exists a peculiar phenomenon—an emotional affair with trash. Yes, you read that right—trash. Why has this peculiarity developed, and why must the veterinary industry change this mindset? Read on. The paradox of practice In my experience providing medical-grade laundry services for veterinary practices, I have been astounded by the emotional weight that accompanies the seemingly mundane task of handling laundry. I took some time to comprehend the depth of this connection, and as I delved deeper, I was able to unravel its roots. The crux of the matter lies in the paradoxical nature of our profession. While we pride ourselves on practicing good medicine and upholding the highest standards of care, we often find ourselves using donated linens—a motley assortment of worn-out blankets and towels deemed unfit for household use but somehow suitable for veterinary care. These items, which belong in the landfill, are “generously” redirected to veterinary hospitals. While they may be appropriate for shelter pets awaiting their forever homes, you should never use stained and dirty towels in your surgical suite. The cost of compromise These well-intended donations inadvertently cause a perplexing predicament. You are expected to deliver compassionate and effective treatment, yet are forced to use substandard, worn, stained, and sometimes still dirty linens to comfort and care for your patients—a stark contrast to your professional ethos of excellence. We have convinced ourselves that since these items are "donated," they come at no cost. But, in reality, there is a non-monetary cost—you compromise the principles that originally drew you to veterinary medicine when you ignore your core values and use what essentially is trash. Breaking the feedback loop This peculiar dynamic is akin to a feedback loop and reminiscent of addictive behaviors like smoking. Nicotine provides a false sense of satisfaction, while using donated linens provides a fleeting sense of resourcefulness and cost-saving, but masks the underlying issue. By accepting and rationalizing the use of inferior materials, we betray the essence of our profession—compassion and excellence. A call to action It is high time to reevaluate our approach. Our profession already is grappling with compassion fatigue and burnout, and we cannot afford to overlook this critical aspect. Relying on donated linens may seem innocuous, but it represents a larger issue of complacency and compromise despite our commitment to provide pets with the best care possible. As veterinary professionals, we owe ourselves and, more importantly, our patients, to break free from this cycle and demand better. It is time to challenge the status quo, reassess our priorities, and seek sustainable solutions that align with our values and principles. We can reclaim the integrity of veterinary care by advocating for proper resources and refusing to settle for anything less than the best. This is not only about combating compassion fatigue or burnout—it’s about preserving the essence of what it means to be a veterinary professional. It is about recognizing our worth and refusing to compromise on the quality of care we provide. Let’s make this observation a catalyst for positive change in our industry. Let’s embrace a future where every aspect of patient care reflects the compassion and excellence that define our profession. Ditch your emotional affair with dirty, donated laundry and turn to the professionals for help. Contact our Veterinary System Services team to discuss using the medical-grade linens that your patients deserve.
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