It Takes a Team: The Realities of Veterinary Referrals

In this episode of Diagnostic Tails, Dr. Amy Armentrout, Dr. Lon Hays, and veterinary technician Hannah pull back the curtain on how referral systems really work and why effective communication between clinics and specialty teams directly impacts patient care.From scheduling a CT or thyroid scan to managing urgent same-day cases, the Animal Imaging team explains how they act as an extension of general practice, supporting veterinarians with timely diagnostics while protecting client relationships. You’ll learn what makes a complete referral form, how to avoid common stumbling blocks, and why a simple phone call can save valuable time for pets, owners, and practitioners alike.Blending humor, relatable stories, and practical guidance, this conversation reveals the often-unseen systems that keep advanced veterinary imaging running smoothly.Timestamps & Highlights[00:00:00] Welcome to Diagnostic Tails – introducing the focus on real-world imaging stories and advanced technologies.[00:01:00] Meet the hosts and guest Hannah; quick background on Animal Imaging’s role as a referral-only diagnostic center.[00:02:45] Dr. Hays’ journey from small-animal practice owner to imaging expert.[00:04:00] Why Animal Imaging only accepts cases through veterinarian referrals and how that protects continuity of care.[00:05:00] Step-by-step: how to submit a referral through the online portal or by phone/fax for equine and small-animal cases.[00:06:30] The technician’s role in reviewing records, verifying lab work, and prepping for approval.[00:09:00] Common issues: missing lab work, unclear case details, and how better info speeds up scheduling.[00:11:00] Importance of clear communication when patients are under anesthesia—why rapid doctor-to-doctor contact matters.[00:13:00] The challenge of reaching busy general practitioners and tips for training front-desk staff to route calls.[00:15:30] How to streamline medical records—send only relevant, recent information to prevent delays.[00:17:30] Notable red flags: heart murmurs, kidney disease, and behavioral notes that affect anesthesia plans.[00:19:30] Time-sensitive procedures like thyroid scans—why punctuality is critical when handling nuclear medicine.[00:21:00] The balance between client education and respecting the referring veterinarian’s relationship.[00:22:30] Handling urgent cases and same-day scheduling—how direct communication ensures fast care.[00:24:00] Funny and “lost in translation” moments from referral forms—when “spicy” cats, “tummies,” and “grumpy old ladies” show up on submissions.[00:26:00] Why temperament and owner notes help create safer, smoother imaging days.[00:28:00] Emergency examples—how picking up the phone leads to faster solutions.[00:31:00] Encouraging veterinarians to understand all imaging options—from MRIs to bone scans.[00:32:00] The importance of recent bloodwork and chest x-rays before anesthesia—and what happens when results reveal surprises.[00:33:30] Balancing affordability with advanced care—why Animal Imaging works to keep costs competitive.[00:36:00] Storytime: unexpected foreign bodies and the “miracle dog” Darby’s imaging surprise.[00:37:20] Closing invitation: students, technicians, and veterinarians are welcome to tour the facility and learn about imaging careers.Key TakeawaysReferrals Protect Patients & Practices Animal Imaging is referral-only to maintain continuity of care, ensuring diagnostics support—not replace—primary veterinarians.Communication Is Critical When time matters, a quick phone call between doctors can mean same-day answers instead of costly delays.Efficiency Through Collaboration Clear instructions, pre-visit sedation plans (for

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