Estimate / Deposit Policy

VTH Policy # Bill316

Implementation Date: 07/2015 Date of Last Revision: 08/11/2022   Next Review Due: 08/10/2025
Reviewed by VTH Administrative Team: 07/2015  Reviewed by VTH Board: N/A
Reviewed by Legal Counsel: N/A Revised VTH Director Aproval: 02/19/2021

Subject to modification by the VTH Director without approval.


Written estimates providing clients with appropriate information on treatment and diagnostic plans must be completed and then signed by the client before performing diagnostics or treatment.

If an animal is to remain in the hospital overnight or is scheduled for surgery, a deposit totaling the full low-end or 50% of the high-end of the estimate (whichever is greater) must be obtained prior to performing diagnostics or treatment.


Changes to the treatment plan or diagnostics that result in additional costs to the client must be discussed with the client and a communication log entered into the Hospital Information System (HIS) with an additional deposit amount solicited. The clinician (and the VTH Business Office) will receive a reminder when the charges reach 80% of the high-end of the estimate. If the charges exceed the estimate and communication has not been logged in the HIS, the Business Office will send the clinician a reminder.

For transfer cases, an updated estimate must be provided to the client by the receiving clinician as soon as possible following the transfer, and a communication entered in the Hospital Information System.

The clinician on the case may obtain client's verbal consent over the phone for an estimate. The communication must be recorded in the HIS. Verbal consent shall only be used in circumstances where the owner is physically unable to sign the form.

Procedure (if applicable)

Procedure for a client in the clinic:

  • Provide the client with an estimate detailing the cost
  • Client signs completed estimate form
  • Walk the client to Client Services with an estimate
  • Client Services enters estimate in HIS
  • Client Services processes deposit payment

Procedure for over the phone:

  • Provide the client with an estimate detailing the cost
  • Explain Client Services will contact them for a deposit
  • Record communication in HIS
  • Contact Client Services
  • Client services update the estimate in the HIS
  • Client services call the owner and process the deposit payment

Definitions (if applicable)

Veterinary Teaching Hospital (VTH) – The collective clinical services of the Large Animal Clinic, Midwest Equine, the Small Animal Clinic, and the Veterinary Medicine South Clinic.

Keywords:Estimate, deposit, down payment, 80%, charges. treatment. 50%, low, high   Doc ID:123692
Owner:Tina O.Group:University of Illinois College of Veterinary Medicine Teaching Hospital
Created:2023-01-31 12:38 CDTUpdated:2023-02-10 12:21 CDT
Sites:University of Illinois College of Veterinary Medicine Teaching Hospital
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