To Whom It May Concern,
Thank you for your interest in partnering with Bellalago Veterinary Hospital! We are always happy to collaborate with not-for-profit organizations that share our commitment to helping pets in our community. To ensure successful partnerships and positive outcomes, we ask that a few foundational steps be completed before we begin working together.
1. Initial Meeting and Points of Contact
We require an in-person meeting with your group’s leadership to establish our working relationship, define communication protocols, and identify designated points of contact. Clear communication is essential for success, and experience has shown that issues often arise when contact lines are unclear.
Your designated contact(s) will also serve as the financial guarantor(s) for the organization, assuming responsibility should the group become unable or unwilling to pay its balance. A copy of their driver’s license will be kept on file for legal and collections purposes.
2. Verification of Nonprofit Status
We ask for appropriate IRS documentation confirming your organization’s registration and authorization to operate as a 501(c)(3) (or similar entity). This documentation allows us to reach out to third-party vendors for possible donations of medications, diets, and other products that may benefit your group.
3. Payment Policy
Payment is required via deposit prior to services being rendered or products provided. Unfortunately, past experiences with unpaid balances have made this policy necessary. We do not offer invoicing or post-service billing.
4. Organizational Stability and Professional Conduct
We partner only with groups that are stable, well-organized, and maintain a positive public reputation. Strong communication and professionalism are key. We do not collaborate with organizations that engage in public disputes, controversies, or social media conflicts. While we understand that emotions can run high in passionate work, we cannot allow any partnership to negatively impact our patients, clients, or team.
5. Legal and Ethical Standards
We will only partner with organizations that operate in a fully legal and ethical manner. While we recognize that many groups face difficult circumstances, we will never risk our professional licenses or integrity to assist in actions that violate laws or ethical guidelines. Any group that asks, implies, or appears to be acting outside legal or ethical boundaries will have the relationship immediately terminated. We also cooperate fully with authorities when necessary.
Groups that believe “the ends justify the means” or prefer to operate in legal or ethical “gray areas” should seek a different veterinary partner.
These policies come from years of experience working with various organizations—some of which, unfortunately, have not upheld their commitments. While we regret that a few past experiences have made these rules necessary, they exist to protect all involved and to ensure successful collaboration.
Partnership Benefits
While we cannot compromise on our Standards of Sare, we are proud to offer several ways to help charitable organizations stretch their resources responsibly:
1. Medications and Supplies
Medications and supplies are offered at a 10% discount. In some cases, we can secure additional discounts or donations directly from vendors through joint outreach efforts. These arrangements require advance planning and consistent communication, so we recommend beginning the process as early as possible.
2. Services
Service discounts are determined at each doctor’s discretion. Our veterinarians’ fees reflect their education, experience, and professional expertise. We recommend discussing potential discounts with the doctor before approving any treatment plan.
3. Eligible Patients
Discounted services apply only to pets currently under the direct care of your organization—not those already adopted out. While we wholeheartedly support adoption, pet parents who have taken on ownership responsibilities should be prepared to meet the financial obligations of pet care.
4. Standards of Care
All patients will receive AAHA-accredited veterinary medicine, regardless of charitable status. We do not compromise our our Standards of Care, which may result in higher costs compared to non-accredited or subsidized facilities. We recognize that this may not make us the ideal partner for every group.
5. Third-Party Services
External services—such as laboratory testing, county tags, or cremation—are billed at full price. These are pass-through costs, with pricing set by the third-party providers. Any negotiated rates are already reflected in the pricing offered to all clients.
6. Non-Patient Items
Items not intended for direct patient use (e.g., candles or other gift items) are not discounted—our patients have yet to find much use for them!
We believe that clear expectations and open communication are key to successful collaboration. We hope this letter marks the beginning of a long and productive partnership benefiting the pets in our community. If you’d like to move forward, please contact us to schedule a meeting with our leadership team.
