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ALL papers must be submitted online by March 15, 2018, 3:00 p.m. ET.

The general theme for the 2018 Business of Practice Sessions is “Practice Culture for Profitability.” Several potential topics are listed below, and practitioners with expertise or experience in these areas are encouraged to submit papers to be considered for presentation.  Please keep in mind that all submissions must follow the guidelines as outlined below and that accepted “How to” papers are allotted a total speaking time of 20 minutes (15 minutes presentation time + 5 minutes questions).  Other papers are allotted 25 minutes total.  The following topic suggestions are intended to spark ideas that relate to the “Back to Basics” theme.  We also welcome paper submissions on any topic pertaining to the Business of Practice.  

Potential Topics: 

  • Reading financial statements, P&L, etc.
  • Cash management and cash flow
  • Leveraging free resource for business planning (SCORE)
  • Compensation basics & options
  • Leadership & mentorship
  • Client relationships
  • Business planning
  • Legal structure
  • Inventory management

The AAEP Proceedings is protected by copyright and information submitted and accepted becomes the property of AAEP. However, requests for copies or reprints will be honored by AAEP only with the cooperative permission of the presenting author, who by his or her presentation represents all authors. AAEP reserves the right not to accept any submission without further recourse. All submissions should strictly adhere to these Instructions for Authors.


Failure to adhere to the following format will result in non-acceptance. It is the author’s responsibility to convince the Educational Programs Committee of the value of the submission, as well as to portray to the reader the contents of the presentation. You may request examples of previously accepted Business papers from

Headings may include (but are not limited to) the following:

  1. Take Home Message (not required for “How to” papers. See section at the end of this document for ‘How to” paper guidelines).
  2. Introduction
  3. Solution
  4. Results
  5. Discussion
  6. Acknowledgments

     i.  Declaration of Ethics

     ii. Conflicts of Interest

7.  References


The title should be 15 words or fewer, at the top and on the first page.


            Breaking the Silence: Disclosing Medical Errors

Take Home Message:

This should be a short, concise summarization of the main conclusion and should be no longer than two or three sentences (approximately 50 words). “How to” papers do not require a take-home message.


In circumstances where a medical error results in an adverse outcome, a thoughtful response on the part of the veterinarian, staff, and practice is required.  This paper will review communication techniques for constructively responding to these difficult situations.


Significant published work should be acknowledged here. A clear statement of the business challenge, or the objective or purpose of the submission should be included.  The statement of objectives is usually found in the last sentence of the Introduction.


A description of a single or numerous business solutions are explained in detail.


Any results should be presented in this section.  If the data can be well represented with a table or figures, these are encouraged.


Important findings documented in the solution or results of the study should be stated. Solutions or results can be related to other work that has been done and how the results differ. The practical take home message for the equine practitioner should be clearly defined and stated in the summarizing final statement. This statement may be longer, but should be similar in content to the take home message at the beginning of the paper.


Acknowledgments should include financial and material support for research and technical support for work performed. Authors are expected to disclose the nature of any financial interests (including ownership, employment, consultancy arrangements, or service as an officer or board member) they have with companies that manufacture or sell products that figure prominently in the submission or with companies that manufacture or sell competing products.

Declaration of Ethics:

A Declaration of Ethics statement should be included in the paper under the Acknowledgements section. Authors must declare if they have adhered to the Principles of Veterinary Medical Ethics of the AVMA (

  1. If your paper or presentation references the use of a compounded pharmaceutical, please be certain that you are familiar with the FDA guidelines on the use of compounded pharmaceuticals and that the product you reference is in compliance. See section below regarding papers using compounded medications or medical devices.
  2. All submissions should cite levels of evidence-based medicine.

You should plan to include any ethical considerations as part of your oral presentation if your paper is accepted.

Conflicts of Interest:

Authors are expected to disclose the nature of any financial interests they have with companies that manufacture or sell products that figure prominently in the submission or with companies that manufacture or sell competing products.  (This includes ownership, employment, consultancy arrangements, or service as an officer or board member.) A Conflict of Interest statement should be included in the paper under the Acknowledgements section whether a conflict exists or not.

Example of COI Statement

Conflict of Interest: Dr. John Doe has no conflict of interest. Dr. Jane Doe has served as a paid technology analyst for the venture capitalists that initiated the formation of Company ABC and served as a member of the Board of Directors of Company ABC from its inception until 2008. Company ABC is currently commercializing the use of Product XYZ. Dr. Jane Doe has also served as a paid consultant and continues to serve on the Company ABC Advisory Board.

All authors are required to disclose any actual or potential conflict of interest including any financial, personal or other relationships with other people or organizations within three years of beginning the submitted work that could inappropriately influence, or be perceived to influence, their work.

At the point of submission, the American Association of Equine Practitioner (AAEP)'s policy requires that authors must disclose and describe the nature of any actual or potential financial and/or personal relationships they have with companies that manufacture or sell products that figure prominently in the submission or with companies that manufacture or sell competing products.  (This includes ownership, employment, consultancy arrangements, or service as an officer or board member.) When considering whether a conflicting interest or connection should be declared, the author is asked to answer the following: Is there any arrangement that would embarrass you or any of your co-authors if it was to emerge after publication and you had not declared it?

As an integral part of the online submission process, Submitting authors are required to confirm whether they or their co-authors have any actual or potential conflicts of interest to declare, and to provide details of these. It is the Submitting author’s responsibility to ensure that all authors adhere to this policy.

  1. Any and all authors listed on the paper must disclose any actual or potential conflicts of interest
  2. Any and all authors listed on the paper must disclose if no conflict exists
  3. The nature of the conflict (actual or potential) needs to be described


Submissions may include references. References to published works should be limited to what is relevant and necessary. Number references in the text with superscript numbers consecutively in the order in which they are first cited. Under references, list all authors when there are three or fewer; list only the first three and add “et al.” when there are four or more. The author is responsible for the formatting and accuracy of all reference citations. Since readers frequently depend upon the reference citations to guide them in further reading, it is imperative that the citations are correct so that libraries can locate the papers a reader may wish to obtain. Reference examples can be found in the General Instructions for Authors.


References to personal communications and papers submitted but not yet accepted for publication should also be footnoted:


  • The resolution should be at least 300 dpi.
  • Figures should be cited in the text in parentheses (Fig. 1) consecutively in the order of which they are first mentioned.
  • The figure itself should also be numbered to correspond to the citation in the text.
  • Figures must include captions, 40 words or fewer.


Tables should be self-explanatory and should supplement the text. Provide a concise, descriptive title for each table.


If you wish to use previously published material, including text, photographs, or drawings, you must acknowledge the original source and submit written permission from the copyright holders (author and publisher) to reproduce the material. Provide this permission when you submit your original manuscript.


ALL papers must be submitted as a .pdf online by March 15, 2018, 3:00 p.m. E.T.; under no circumstances will submissions received after the deadline be considered or reviewed. ALL deadlines must be adhered to in order to have the published Proceedings available at the meeting.

Review Process:

Papers will be reviewed, scored, and selected by the Educational Programs Committee.  Since the presentation ability of business speakers is crucial, the review for these papers requires a two-step process: 1. Initial acceptance of the paper while the author is blinded. 2. The process becomes un-blinded before final selections are made.

This two-step review process was implemented to protect the association from selecting speakers whose presentations may have a strong commercial bend.

Blinding Guidelines:

  • The title page and/or front matter of the blinded version of a paper should contain no references to any author or to his/her affiliation.
  • Any acknowledgments section should be removed from the blinded version. Also, please delete any notes that indicate affiliation, conference presentations, author or departmental web sites, etc.
  • Do not use author name or affiliation in the names of the submitted files.

Scoring Criteria:

The subject matter is relevant to the business operations of a veterinary business. How-to Cases should be based upon personal experience in a veterinary business. Papers describing a business process should be applicable to an equine veterinary business and should be supported by references from business publications.

Pre-Press Approval:

Authors will have final approval at the page proof stage. Changes/updates may be made within one week of receiving page proofs.  Final grammatical changes will be the decision of the editors. Substantial changes or removal of any data will result in forfeiture of complimentary registration and travel, and exclusion from the program.


Presenting authors will receive one complimentary registration and a reimbursement of $550 to help support travel.

Mentors for Authors:

Paper submissions by private practitioners and first time authors are highly encouraged. Please email Carey Ross ( to request a list of members in various areas of expertise that have agreed to volunteer their time to mentor an author who needs guidance.

 “How to” Paper Submissions for Business of Practice Sessions:

 “How to” papers are presented to describe and explain a technique or procedure that relates to the business of practice.  The goal of these papers is to give equine veterinarians the information they need to critically evaluate the pros and cons of the technique and implement it in their practice if they choose.

How to” Papers should follow the same guidelines in this document, except where otherwise noted below.

The Title should begin with “How to …” and clearly identify the technique or procedure that will be presented. 

A “Take Home Message” is not required for “How to” papers.

The Introduction should include why you use the technique.  If there is a problem with the traditional methods or the currently used method can be improved, this should be explained.

The Materials and Methods section should explain exactly how the technique is performed so that another veterinarian familiar with the subject area could follow your example.  You may use a step-by-step method for the paper and the presentation.

The Results section should include a summary of what happens when you use this technique.  You may use personal assertions or data to assert its value, but you must explain how you determined that the technique works.

In the Discussion section you can give your personal views as to why you think the technique works.  Discuss the pros and cons of your approach. Explain how the technique is helpful and why this should be important to your colleagues.  The end of the discussion should contain a summary of the technique and its advantages in the take home message. Case selection, case study number, and case follow-up should all be included.