Veterinary Financial Assistance Program

If your guide dog or K9 Buddy experiences a life-threatening emergency, please seek veterinary care immediately to stabilize your dog. You do not need pre-approval before seeking emergency medical care.  

During normal business hours (8am-5pm Pacific Time, Monday through Friday):

• Once your dog has been assessed, please call the VFA department at 800-295-4050, option 2, then option 2 again to obtain an authorization number for financial assistance for continued medical care.

After hours:

• Once your dog has been assessed, you may proceed with continued care up to $3000 outside of normal business hours.
  • Please call the VFA department at 800-295-4050, option 2, then option 2 again the following business day to give an update and receive an authorization number.
• If you need veterinary care over $3000, immediate payment assistance, or collaboration with GDB about the treatment plan, please call 800-295-4050 to speak with our answering service. They will connect you to an appropriate GDB staff member or take a message and someone will call you back in a timely manner.

Preparing for Emergencies
Make a plan for veterinary emergencies ahead of time by researching the following:

• Is your veterinarian available during non-business hours or do you need to contact a local emergency clinic?
• What is the billing policy of your local emergency clinic?
• Many emergency clinics require deposits and payment at the time of service.  Make a plan in advance about how to handle this situation should the need arise.
• If you are traveling, research animal emergency clinics near your destination.
• Keep your emergency contact information readily available for friends and family members.

Pre-authorization is required to receive GDB’s financial assistance for veterinary care.  The two exceptions are:

1. Emergencies
2. Wellness care

During normal business hours (8am-5pm Pacific Time, Monday through Friday):

• When you need to seek veterinary care for your guide dog or K9 Buddy, please call to speak to the VFA staff.  
• You will be provided with an authorization number for a certain dollar amount.  This number is your confirmation that GDB has agreed to pay the invoice up to that limit.
• When you go to your veterinary appointment, ask questions and stay informed about the proposed treatment plan and estimated costs.  
• If the proporsed treatment plan exceeds the pre-authorized amount, we need to be contacted  as soon as possible so we can adjust dollar amount on the authorization. We can be contacted directly from the appointment, or the following business day for evening or weekend appointments.
• VFA staff are available as a resource to help answer questions about your dog’s veterinary care, regardless of whether or not you are seeking financial assistance.

After hours:

• If you feel that your dog needs veterinary care outside of GDB’s normal business hours, please go to your local veterinarian or emergency clinic.
• You may proceed with emergency or urgent care up to $3000 outside of normal business hours.
  • Please call the VFA department at 800-295-4050, option 2, then option 2 again the following business day to give an update and receive an authorization number.
• If you need veterinary care over $3000, immediate payment assistance, or collaboration with GDB about the treatment plan, please call 800-295-4050 to speak with our answering service. They will connect you to an appropriate GDB staff member or take a message and someone will call you back in a timely manner.

GDB will not reimburse invoices for visits without an authorization number.

To ensure that your veterinary bills are fully paid, the authorized amount needs to be greather than or equal to the final bill for every visit.

Unless specified otherwise, a new authorization number is required for every appointment or medication refill, even when multiple appointments are needed to manage an ongoing medical issue.

GDB stongly recommends that your guide dog or K9 Buddy has an annual exam by your veterinarian, even if he or she is healthy and not having any noticeable medical issues. The wellness exam is a very important part of keeping your dog healthy.

During any wellness visit, your veterinarian will do a comprehensive physical exam and update any vaccinations and other preventative care that may be due. Your veterinarian will also be checking your dog’s eyes, ears, teeth, skin, coat and weight. Through this process your veterinarian may notice a potential problem before it becomes a major issue. Use this visit to build a relationship with your veterinarian, ask questions about overall care of your dog, get informed about emergency planning, etc. As your dog ages, the annual check-ups and the relationship you have with your veterinarian will take on additional importance.

Annual Wellness Allowance:  
VFA will reimburse up to $250 (USD) per fiscal year (July 1-June 30) for Wellness and Preventive Care. Pre-authorization is not required for these services. You are responsible for any wellness care that exceeds the $250 allowable annual limit. Wellness care includes:

• Routine annual physical exams
• Vaccinations
• Heartworm test

We strongly recommending synchronizing all preventative care into a single visit whenever possible. This will reduce the number of exams needed throughout the year and manage costs to help stay within the annual limit.

GDB will also reimburse for nail trims performed at your veterinary clinic, no authorization is needed.

Any other diagnostics, procedures, or medications sent home during the wellness exam require separate authorization, even if the total cost of the visit is still under $250. Please call for authorization during the appointment if during normal business hours, or the next business day for weekend or evening appointments.

Senior Wellness (dogs 8 years of age and up):
Routine laboratory screening, which may include bloodwork and a urinalysis is recommended annually for senior dogs. An additional $250 (USD) per year for this labwork is allowed without pre-authorization. Authorizaiton is needed for any specialized or additional labwork throughout the year.

Heartworm and Flea Prevention:
GDB will reimburse up to $400 (USD) annually toward the combined cost of flea/tick and heartworm prevention products. No pre-authorization is needed.

VFA Program Coordinators can reached at 800-295-4050, option 2, option 2 to make pre-authorizations and answer questions about the VFA program.  

As a consumer, it is important to discuss the cost for any proposed veterinary care with your local veterinarian. Asking about the specifics of care and associated costs will demonstrate to your veterinarian the value you place on the well-being of your guide dog or K9 Buddy and that you are an educated consumer.  

If you are requesting financial assistance for veterinary care, we ask you to actively assist in the management of your dog’s veterinary expenses. Be sure to ask about treatment options and what the anticipated total charges for a visit will be. Veterinary hospitals should be able to provide an itemized estimate when requested. This information will also need to be communicated to the VFA department, before treatments are performed whenever possible, in order for GDB to provide financial assistance.

As you review options and estimates, you may come up with additional questions that you would like to discuss further with your veterinarian.  

As the cost of treatments escalate, some things to discuss with your veterinarian include:

• Is it appropriate to address a medical issue step-by-step, rather than all at once?
• Are there any optional items on the estimate?
• Is there a service dog discount?  Many veterinarians provide discounted services for working guide dogs, but sometimes only when asked.

We are happy to speak with you and your veterinarian if you have questions about the best treatment option for your dog. Our VFA staff all have experience working in the veterinary field and are available as an additional resource to help answer questions about veterinary care, regardless of whether or not you are seeking financial assistance.

By being a proactive consumer, you can play a major role in managing the costs of our VFA Program and ensuring fiduciary responsibility to our donors who make this program possible. 

1 - Determine whether you are going to pay for services up front, or if your veterinarian is going to direct bill GDB.

2 - If you are paying up front:

• Complete the reimbursement form with your name and mailing address as the “Clinic or Person to be Paid”
• Fill out the treatment date, amount requested and authorization number (if needed)
• Submit a copy of the completed form, along with a copy of your paid, itemized invoice to GDB.
• Invoices and reimbursement forms can be emailed ([email protected]), mailed, or faxed (415-226-0553).

3 - If your vet clinic is going to direct bill:

• Vet clinic staff completes the reimbursement form with the clinic name and mailing address listed as the “Clinic or Person to be Paid”
• Fill out the treatment date, amount requested and authorization number (if needed)
• Submit a copy of the completed form, along with a copy of the unpaid, itemized invoice to GDB.
• Invoices and reimbursement forms can be emailed ([email protected]), mailed, or faxed (415-226-0553).

4 - Reimbursement requests without a detailed invoice will not be processed.

5 - The mailing address (also located on the reimbursement form):

Guide Dogs for the Blind
Attn: Accounting Department
PO Box 151200
San Rafael, CA 94915-1200

GDB will only reimburse receipts within 90 days of the treatment date. You must have pre-authorization for all vet visits excluding annual exams, vaccines and heartworm testing.

GDB clients are requested to pay for all veterinary care visits up front whenever possible. GDB will then reimburse you directly.

In the event that you are not in a position to pay for your veterinary care at the time of the visit, you may discuss the direct billing option with your veterinarian.

• Your veterinarian must be comfortable with direct billing, they have the right to decline and require payment at the time of service.
• You should be the one to initiate the discussion and ask your veterinarian if direct billing is something they are willing to consider.
• Veterinary clinics need to be aware that it can take up to 30 days from the day their reimbursement request is received to receive payment.
• VFA staff are available to discuss the billing process and VFA program in detail with veterinary clinics and answer questions.

If your veterinarian decides that they are willing to direct bill they will need a copy of the reimbursement form to keep on file. This form is available on the GDB website, or can be emailed, mailed or faxed if requested.

Many veterinary clinics are willing to contact GDB directly for authorization, however as the client you are ultimately responsible for making sure that authorizations are in place. To ensure that your veterinary clinic is fully paid (and continues to be willing to bill directly), the authorization needs to be greater than or equal to the final bill for every visit.

Direct billing does not change the reimbursement available through the VFA program. 

GDB’s Veterinary Financial Assistance Program provides financial assistance with costs for conventional veterinary care if you are not able to cover these costs yourself. Other expenses associated with caring for your dog are not covered by the VFA Program. The following are examples of goods or services that are not reimbursable through the VFA Program.

This is not a complete list.

Treatments and procedures that are not covered include:

• Alternative types of care like acupuncture, chiropractic care or homeopathic remedies
• Bathing and grooming
• Boarding
• Vaccine titer testing
• Health certificates (unless GDB has mandated the travel)
• Microchip registration: Microchips registration can be obtained free-of-charge for working guide dogs from several of the microchip companies. Ask your local veterinarian if the microchip company they use provides this valuable benefit.

Food, supplements and treats:

• Food (non-prescription)
• Treats (including low-calorie or limited ingredient treats)
• Pill Pockets
• Greenies
• CET Chews or Dental Chews
• Joint supplements (e.g. glucosamine/chondroitin/MSM, cosequin, ComfortTabs etc.)
• Fatty acid supplements (e.g. DermCaps, 3V Caps, Welactin, DermaPet, fish oil capsules etc.)
• Vitamin supplements (e.g. Geriform, Missing Link, DynaLode, Optima, Platinum Performance)
• Probiotic supplements (e.g. Fortiflora, Prostora, Proviable)
• Other supplements
• CBD Products

Supplies:

• Shampoo (non-prescription)
• Grooming tools (e.g. brushes, combs, nail trimmers, shedding tools)
• City/county licenses
• ID tags
• Chew bones and toys

You can help GDB contain the costs of our Veterinary Financial Assistance Program by taking advantage of other options that might be available to you:

Veterans
If you are a veteran, the Veterans Administration may reimburse all veterinary costs for your guide. To access this service, contact your VIST coordinator.

Canadian Residents
The Canadian National Institute for the Blind has a guide dog assistance fund which may be available to you. Contact the manager of the Guide Dog Assistance Fund at the CNIB head office in Toronto at 416-486-2500 or by email at [email protected]. The application and additional information is also available on their website at www.cnib.ca.  

Pet Insurance
Pet insurance is another way to offset the costs of veterinary care. Generally premiums are paid to the insurance company. The client pays the veterinarian up front and then submits a claim to the insurance company and is reimbursed based on the details of their specific plan. Customer reviews and ratings of many U.S. and Canadian companies are available at www.petinsurancereview.com.

IAADP 
The International Association of Assistance Dog Partners (IAADP) has a veterinary care partnership program. Membership in IAADP is $40 per year and details of the benefits available can be obtained on the IAADP website at www.iaadp.org.

Flexible Spending Accounts
If you are employed and your employer offers a Flexible Spending Account (IRS Section 125 Plan), you can contribute to that plan for guide dog expenses. 

U.S. Residents
Tax deductions may be taken for veterinary bills you pay on your own. Publication 502 of the Tax Code specifically addresses deducting expenses related to service animals.  

Please keep in mind there are many variables: marital status, income source, citizenship status, etc., which means not everyone may be eligible. Generally you may not deduct any expenses for which you have been reimbursed (such as those reimbursed through the GDB Veterinary Financial Assistance Program or your state supplemented dog food program).

GDB highly recommends that you contact the IRS for more information and support at 1-800-829-1040 or go to their website at www.irs.gov.

Canadian Residents
The cost of acquiring and the care and maintenance of a service animal qualifies as a medical expense under paragraph 118.2(2)(l) as long as certain conditions are met.  

Please refer to IT-519R2 issued by the Canada Customs and Revenue Agency for more details on how to qualify and the limitations to the tax credit.  

GDB also highly recommends that you contact the Canada Revenue Agency for more information and support by going to their website at www.cra.gc.ca.