Hiring a new veterinary technician is a great opportunity to strengthen your team, but without the right onboarding, things can quickly go off track.
A structured onboarding process ensures new hires settle in fast, build confidence, and become assets to the team - all while reducing turnover.
Ready to make your onboarding smooth and effective? Here’s how to set your new vet tech up for success.
Key takeaways
Start with structure: A well-planned onboarding process helps new vet techs integrate smoothly, boosting confidence and reducing turnover.
Hands-on learning matters: Shadowing, software training, and gradual responsibility increases ensure they develop essential skills at a comfortable pace.
Foster support and growth: Encouraging questions, providing feedback, and emphasizing teamwork create a positive environment where new hires can thrive.
1. Take care of the formalities
Before your new vet tech jumps into patient care, you’ll need to take care of the essential paperwork and administrative tasks.
Complete necessary paperwork: Ensure all legal and regulatory requirements are in order, including employment contracts, tax forms, licensing verification, OSHA training, and any state-specific veterinary regulations. It’s not the most exciting part of onboarding, but it’s crucial to get it done right.
Provide a welcome packet: Include key policies, emergency contacts, login credentials for software, their schedule, and anything else they need to reference regularly. Having this information handy prevents confusion and helps them feel prepared.
Review the employee manual: Go over practice policies, safety protocols, and expectations. Even experienced technicians will appreciate clarity on how things operate in your clinic.
2. Start with a warm welcome
First impressions matter, and that goes both ways. You want your new vet tech to walk in on day one feeling like they’ve joined a team that’s excited to have them - not like they’re just filling a staffing gap.
Introduce them: Take the time to introduce your new hire to veterinarians, receptionists, fellow technicians, and anyone else they’ll be working with. A full facility tour should follow, covering exam rooms, inventory storage, break areas, and other key areas they’ll need to navigate daily. The sooner they feel familiar with both the team and the space, the faster they’ll get up to speed.
Assign them a mentor or buddy: A good mentor can make all the difference. Pair your new hire with an experienced tech who can answer their day-to-day questions, help them learn clinic protocols, and offer support during the adjustment period. Ideally, this mentor should be someone approachable and patient - not just the most senior person available. Regular check-ins between the mentor and new hire help ensure they’re settling in and progressing smoothly.
Talk about the practice culture: Every clinic operates a little differently. Is it fast-paced? More relaxed? Heavy on client education? Setting expectations early helps your new hire understand how the team works and what’s valued in your practice.
3. Set clear expectations
No one likes feeling lost at a new job. Setting clear expectations from day one helps new techs understand what’s required and eliminates confusion.
Outline job responsibilities: Be specific. “Assist with patient care” is vague. “Monitor anesthesia, place IV catheters, and perform in-house lab tests” gives them a clearer picture.
Review standard operating procedures (SOPs): Every practice does things a little differently. Walk them through patient handling protocols, medical record-keeping, and equipment use so they’re not left guessing.
Set communication standards: Should they report directly to a vet or a lead tech? Is there a protocol for handling difficult clients? Clarify how information should flow within the team.
Talk about goals: Let them know what success looks like in their first few months. Are there specific skills they should focus on mastering? Setting early goals gives them something to work toward.
4. Provide hands-on training
No amount of paperwork or orientation videos can replace hands-on learning. The sooner they start doing the work, the faster they’ll gain confidence.
Start with shadowing: Let them observe senior techs handling patients, running diagnostics, and managing workflow. Seeing how things are done before diving in helps reduce mistakes.
Train them on the software: Efficient use of your practice management software is essential for scheduling, billing, medical records, and communication. Provide hands-on training that covers daily workflows, from entering patient information to processing invoices. The ezyVet Academy and the ezyVet Knowledge Center are both excellent sources of information for new vet techs who need to familiarize themselves with the ins and outs of ezyVet!
Be flexible: Training should be structured but flexible, recognizing that people learn at different speeds. Start with foundational activities, even for experienced technicians, to assess their skills and ensure they align with your practice’s patient care model. While some may progress quickly, others may need more time in certain areas. Everyone should receive the same core training to maintain consistency, but the approach should be tailored to individual needs.
5. Encourage questions and feedback
A new vet tech is going to have questions - lots of them. And that’s a good thing. A workplace where people feel comfortable asking for help is a workplace where fewer mistakes happen.
Create a judgment-free environment: No one wants to feel like they’re bothering the team with “dumb” questions. Reinforce that asking is always better than guessing.
Schedule regular check-ins: A quick five-minute chat at the end of a shift can do wonders. It allows them to voice concerns, ask about procedures, or get clarification without feeling like they’re interrupting.
Gather feedback on onboarding: What’s working? What’s confusing? Use their input to refine your onboarding process for future hires.
Adapt to their learning style: Some people learn by watching, others by doing. If they’re struggling with a particular aspect of the job, consider adjusting the training approach.
6. Gradually increase responsibility
New vet techs need time to build confidence and refine their skills. Start with foundational tasks and gradually introduce more complex responsibilities based on their progress.
Start small: Start with foundational tasks like cleaning exam rooms, restocking supplies, and assisting with restraint to help new hires get comfortable with the clinic’s workflow. As they build confidence and demonstrate proficiency, gradually introduce more complex responsibilities such as blood draws, IV catheter placement, and anesthesia monitoring. More experienced technicians may be ready to take on advanced tasks sooner, while others may need more time to develop their skills. Adjust the training pace based on individual progress, ensuring each team member is set up for success.
Provide constructive feedback: Offer constructive feedback that reinforces strengths while guiding improvement. Acknowledge what they’re doing well and provide clear, practical suggestions when corrections are needed.
Celebrate milestones: A simple acknowledgment - whether through verbal praise, a quick team shoutout, or even a small reward - can go a long way in building confidence and reinforcing growth. Celebrating these achievements also fosters a positive team culture and encourages continuous learning.
7. Check in regularly and adjust as needed
Onboarding doesn’t end after the first week - it’s an ongoing process. Regular check-ins help ensure new techs feel supported as they continue learning.
Conduct periodic performance reviews: These don’t have to be formal, but checking in at the 30-, 60-, and 90-day marks helps track progress and address any concerns early. During these reviews, you can also assess how the new hire is adapting to the practice management software and its features.
Make adjustments as needed: Not every new hire will learn at the same pace. Some may need extra training in certain areas, while others may be ready to take on more responsibility sooner.
Discuss long-term growth: Once they’re settled, talk about opportunities for continued education, certification programs, or specialized training within the practice.
FAQs: Onboarding a new veterinary technician
1. How long should the onboarding process for a new veterinary technician last?
The onboarding process should last at least 60–90 days to ensure new hires are fully integrated into the team. The first few weeks should focus on orientation and hands-on training, followed by gradual skill development and regular check-ins to assess progress.
2. What’s the biggest mistake practices make when onboarding a new vet tech?
One common mistake is expecting new hires to learn everything too quickly without proper guidance. Throwing them into patient care without clear expectations, mentorship, or structured training can lead to frustration, mistakes, and high turnover.
3. What's the most effective way for a new vet tech to learn your practice management software?
Start with basic tasks, like entering patient information and scheduling appointments, then gradually introduce more advanced features as they gain confidence. Pair them with an experienced team member who can guide them through the software's key functions. Additionally, providing access to training materials or tutorials can reinforce learning and ensure they’re comfortable using the software in day-to-day tasks.
4. How do you assess whether a new vet tech is progressing at the right pace?
Regular check-ins with mentors or supervisors, hands-on skill assessments, and feedback from colleagues can help gauge progress. If a tech struggles with specific tasks, additional training or a slower transition into more advanced responsibilities may be necessary.
5. How do you make a new vet tech feel like part of the team?
A warm welcome, introductions to staff, assigning a mentor, and fostering open communication are key. Encouraging teamwork, recognizing achievements, and providing support help build confidence and a sense of belonging.
Conclusion
Bringing a new veterinary technician on board is more than just filling a role - it’s about setting them up for success so they can provide the best possible care for patients and contribute to a strong, efficient team.
By following a structured onboarding process, you’ll reduce stress, increase retention, and create a work environment where new hires feel supported and ready to thrive.
Book a FREE demo to find out how ezyVet can help you save time, automate repetitive tasks, and drive efficiency across every aspect of your practice.