Veterinary Equipment Considerations for Non-Profits

Non-profit veterinary practices can encompass a variety of different business models, each with its own unique equipment needs and purchasing considerations. 

Here are some things to think about when planning a new non-profit or purchasing equipment for an existing non-profit organization.

Wish List

Some not-for-profit clinics help pet owners of limited financial means with basic wellness services like vaccinations, while others might include spay/neuter surgeries or even a wide range of care for illnesses. Other non-profits are rescue organizations helping dogs, cats, or other species, or even exotic animals overseas. And many other possibilities exist.

The first step is to envision the mission, goals, and practice style of the clinic. Which species will be helped? Which services will be offered—for example, are surgeries, diagnostic imaging, or dental care on the list?

If the clinic will be serving owned pets, are there eligibility requirements for the pet owners (such as proof of low income), or will everyone be able to access the facility’s care? 

The plan might need to change based on a variety of factors, including local business laws and regulations and other practical considerations like finances. But having a clear vision for the practice will help new non-profit owners focus on their goals and top priorities when tough decisions must be made.

Budget, Funds, and Regulations

A clear goal or vision is crucial to starting a non-profit that helps pets or other animals. But unfortunately, the goal must fit into a realistic business plan to become a reality and be sustainable in the long term. Keeping the doors open is the best way to help most animals.

A business plan is a great place to start. This includes important considerations such as the budget. Equipment purchases, operating costs, staff compensation, insurance, rent and overhead expenses, marketing and fundraising efforts, tax considerations, and many other financial factors can make or break any business, including non-profits. 

Compared to for-profit businesses, non-profits also have unique legal and financial requirements, which may have some variability between jurisdictions.

For example, there may be specific guidelines in terms of how the money is tracked and utilized and how (and how much) employees are compensated. And businesses might be required to hold regular member or shareholder meetings, with meeting notes submitted to a local regulatory body.

While there can be enormous tax benefits to having a non-profit business, there’s also the matter of figuring out how money will come into the business. Is there a small charge for services (low-cost versus free)? How much can be reliably raised in donations in that city or location? And are there grants or other helpful programs to apply for?

This can be quite complicated, with high stakes, so it’s smart to consult a business, legal, and financial professionals who have some familiarity with veterinary businesses.

Experts are there for a reason, and they can help create a plan for a financially feasible clinic.

Where to Buy or Source Equipment

With all of the above sorted out, a veterinarian will have a better idea of which equipment they can and should purchase for their new non-profit. At this stage—or, if searching for affordable equipment for an already-established non-profit—here are a few ideas for sourcing equipment…

• Look for used veterinary equipment. Talk to local colleagues who are looking to upgrade their veterinary digital x-ray system, anesthesia monitoring equipment, or even smaller items like Tonopens or otoscopes. They might be willing to sell at a discount. Also, look for veterinary equipment selling sites such as usedvetequipment.com or explore sites like eBay.

• Ask for equipment donations. It never hurts to ask! Perhaps other vets in the area, or even local human hospitals, are planning to get rid of old equipment when they upgrade. There could be tax benefits to them for donating, so it’s possible the exchange could be mutually beneficial.

• Establish relationships with vendors. They might have demo or loaner models, or other gently used items they are willing to part with for a reasonable cost.

• Hold a fundraiser. Explain to the local community which equipment you are looking to purchase and why, i.e., how it will help the pets you serve. 

• Look for grants. Some equipment providers or charitable organizations might be able to fund equipment for non-profit organizations. 

• Work with local veterinary clinics. Some of them might be willing to rent out their space and equipment to a non-profit or rescue organization. This could be a more economical alternative to purchasing equipment.

Besides purchase costs, consider other factors like reliability, the size of the equipment (for example, whether the new veterinary DR system will physically fit into the x-ray suite), portability if there is more than one location, and additional costs (shipping, installation, and warranties or costs of servicing/maintaining the equipment).

A little planning can go a long way toward finding equipment at a reasonable cost to help support a non-profit veterinary practice’s mission.

Written by: Dr. Tammy Powell, DVM 

Veterinary Equipment Considerations for Mobile Vets

Starting a mobile practice is an exciting venture, but it comes with many important decisions to make—including which veterinary equipment to invest in. 

Here are a few considerations for choosing equipment to help your mobile practice operate smoothly…

Patients and Services

The types (and sizes) of patients you see will be a big determining factor in terms of which equipment you need. This is also true of the types of services you provide. For example, will you be seeing horses and taking radiographs? Will you primarily be seeing small animals for wellness? Or will you have a hospice practice?

There are many options for what a mobile veterinary practice can look like. Envisioning it is the first step to determining what your practice requires in order to operate.

Regulatory and Safety Requirements 

Look into any minimum requirements from your state veterinary board in terms of services to provide and equipment needed to provide those services. 

Also consider safety regulations and best practices, especially for equipment like veterinary portable digital x-ray generators that will be used in the field rather than in a dedicated x-ray suite.

Brick-and-Mortar Availability

Is your mobile practice an add-on to your brick-and-mortar practice? If it’s a stand-alone business, is it possible to develop a relationship with a local practice for services such as radiographs?

Some practices might allow a mobile practitioner they trust to use their equipment for a fee. This isn’t always an option, and it’s certainly not a necessity for mobile practitioners who aren’t interested in this type of arrangement. However, the availability of equipment from a neighboring practice can be a win-win situation for both the mobile practitioner and the free-standing clinic—especially for newer mobile practices with a limited equipment budget and limited space. So, it might be worth looking into.

Mode of Transportation

Some mobile practices have a fully decked out practice van with all the bells and whistles. Others might simply carry their equipment in a standard vehicle for house calls or farm calls.

Either option (and many options in between these two examples) can work, depending on personal preference, local regulations, budget, and other factors. The point is, it’s important to think about the space you can utilize and what the transport conditions are like. 

A large, climate-controlled mobile practice van might have enough space to safely store all types of equipment. A car might have limited space. And a truck might have plenty of room in the bed, but the equipment must be able to withstand temperature extremes.

Exposure to the Elements

For house call or farm call practices that must remove their equipment from the vehicle, exposure to the elements is an important consideration. A short walk from the car to a house for small animal practitioners might not be a huge deal. On the other hand, a long walk to a barn in snow, rain, or hot weather might be a true test of the equipment’s durability. Also, keep in mind dust, humidity, and bumps along the road.

Again, consider your unique situation to decide how durable your equipment needs to be, and how best to protect your investments.

Lightweight or Portable Equipment

If equipment must be carried or transported from the vehicle to the patient, consider how to do this most comfortably. Plan ahead to avoid exhaustion, back injuries, or other equipment-carrying issues. Equipment that is easy to carry is also less likely to be dropped.

Lightweight equipment is a plus, whenever it is still of excellent quality. Explore equipment that is designed to be portable.

Power Supplies

This might be more of a concern for farm calls or remote communities. But it is important to think about your equipment’s power supply and how you will keep it powered up throughout the workday.

A power cord is one option if you know the places you visit will have an electrical supply. Batteries are a convenient choice for more remote areas. Batteries are also a good option just for house calls to avoid being bothered with finding a plug or the possibility of someone tripping over or damaging a cord. 

However, batteries have a limited lifespan, so you might need backups or recharging devices to take along in the vehicle. Batteries can also add weight to portable equipment.

Wi-Fi Connectivity

Nowadays, a lot of veterinary equipment connects to online software and practice management systems. If you’re away from reliable Wi-Fi connectivity, this might impact how your equipment functions and your ability to save images or other data. Consider having a wired connection, a reliable mobile network, or equipment that can be used without the internet as a backup.

Equipment is an important investment for any veterinary practice—and mobile practices are no exception. 

Thinking about all of these factors can help mobile veterinary practice owner visualize their day-to-day operations and select the equipment that works best for them and makes their daily practice life easier.

Written by: Dr. Tammy Powell, DVM 

Complete Veterinary Clinic Equipment List

Veterinary practices can’t run without the right equipment. New veterinary equipment also represents a significant financial investment. So, it’s a crucial consideration in any practice’s long-term business plan.

All clinics need a few key types of veterinary equipment. Otherwise, requirements vary depending on practice style, how busy the clinic is, cash and financing options, whether specialty procedures are performed, and other factors.

The following is a general plan for the types of equipment a new or upgraded veterinary clinic may need, as well as purchasing considerations.

Where to Physically Place the Patients (and Clients)

The first thing to consider is building the “bones” of your practice, i.e., things like seating and setting up your practice’s flow. 

For example, where will patients and clients sit in the waiting room and then the exam room? Does the chair design prevent cats from hiding under them and being difficult to reach?

What about tables? Do you prefer standard veterinary exam tables or ones that raise from the floor? 

How many kennels should there be, and which sizes? 

Veterinary Examination Aids

Another crucial component includes tools used every day for every patient. These items are so second nature that it might be easy to forget them unless a list is made for equipment purchases. This list may include…

• A scale for the patient weight (a large one in the lobby and baby scales in the rooms).

• Proper lighting in the exam room to facilitate a full physical examination.

• An otoscope with different-sized cones and an ophthalmic attachment.

• Thermometers and covers.

• Leashes, harnesses, or cardboard carriers.

• Specific equipment such as a wood’s lamp, Tonopen, etc.

Most of these items don’t represent a significant expense by themselves. But together, costs can add up. It’s important to factor all these purchases into the financial plan.

Veterinary Clinic Cleanliness and Maintenance

This encompasses all cleaning supplies—mops, vacuums, cleaning solutions, paper towels, etc.—including costs of replacing or refilling items over time. 

Air filters for the whole hospital are another consideration, especially for any lingering COVID safety concerns.

Remember to add veterinary cleaning supplies for patients who soil themselves in the hospital, as well as a washer and dryer for linens.

Practice Management and Money Processing

Computers and other hardware can be pricy, but they’re necessary for smooth functioning of the clinic. Good practice management software is also essential.

Think about how your clients will be paying for services. Credit card processing is necessary. Many clinics like portable equipment so clients can check out in the exam room or in their car.

Practice management could also include things needed for staff, like office chairs and a fridge for their lunches.

Diagnostic Equipment for Veterinary Practices

Some veterinary clinics like to send out nearly all their lab work, while others lean heavily toward in-house equipment. Many have a combination of both.

Think about what your clinic will need for bloodwork and urine analyses, including the lab machines themselves, supplies for obtaining samples, tubes for sending samples out, a centrifuge, and a microscope with all supplies. The same goes for fecal samples, FNAs, and other cytologies like ear swabs.

Other key pieces of equipment include those used for diagnostic imaging, such as veterinary x-ray equipment (veterinary x-ray table, generator, plates/sensors, a processor or image software, and lead PPE for staff), dental x-rays, and ultrasound equipment and table. 

Some practices may use veterinary fluoroscopy, cone-beam CT, or other modalities.

The Surgery Suite, Dental Area, and Hospitalization Supplies

Anesthesia induction and monitoring are frequently performed at most veterinary practices. Think about all needed supplies, including inhalant machines, oxygen containers, endotracheal tubes, patient monitoring machines, blood pressure monitoring, and all relevant attachments and connections. Remember warming equipment like Bair huggers.

Plan for a surgery table and good lighting, as well as a wet table for dental and an autoclave for sterilizing tools.

Purchase surgery packs and additional surgical tools in various sizes based on the types of patients you see. Decide on the best dental unit, attachments, and tools (for cleaning and extracting) for your practice.

Remember to add items like IV fluid pumps to your list, as well as towels, food/water bowls, and other supplies for hospitalized patients. Clinics also need refrigerators for storing in-house diagnostic supplies and certain medications. 

Additional Veterinary Equipment

Specialists, or vets with a special interest such as acupuncture, may need additional supplies. Examples include MRI, pneumatic drills or orthopedic surgical equipment like bone plates, cold laser therapy, a water treadmill, and others.

Where to Start with Your Veterinary Clinic Equipment List?

Upgrading one or two key pieces of equipment may be manageable for business-savvy practice owners, whereas supplying a veterinary clinic from scratch may feel overwhelming and confusing. Either way, it’s never a bad idea to consult a professional.

Look for a business or financial consultant familiar with veterinary practices. They can help create a plan for financing and managing startup and ongoing equipment costs. Even for a single equipment upgrade, an expert consultant can make a financial plan to maximize your investment.

Also, look for an excellent CPA to effectively plan for taxes and minimize your tax burden by deducting your equipment costs.

Research and time talking to experts go a long way toward maximizing a veterinary clinic’s equipment investments, so they can provide the best possible care to patients while still keeping their business profitable. 

Written by: Dr. Tammy Powell, DVM