maximizing movement through your shelter: daily...
TRANSCRIPT
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Maximizing Movement through Your Shelter:
Daily Rounds Round-Up
Kathleen Makolinski, DVM
Senior Director, Shelter Medicine Service
ASPCA
Shelter Medicine Fellow
UC Davis, Koret Shelter Medicine Program
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ASPCA and UC Davis Koret Shelter Medicine Program
Sandra Newbury and Shelter Medicine Fellows
HSUS Expo
Participating shelters and staff members
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Learning Objectives
Difference between and value of:
• Daily animal monitoring
• Medical rounds
• Daily population management rounds
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Learning Objectives
Difference between and value of:
• Daily animal monitoring
• Medical rounds
• Daily population management rounds
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Learning Objectives
Difference between and value of:
• Daily animal monitoring
• Medical rounds
• Daily population management rounds
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Learning Objectives
Difference between and value of:
• Daily animal monitoring
• Medical rounds
• Daily population management rounds
- Discuss efficient flow of animal through shelter
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Learning Objectives
Difference between and value of:
• Daily animal monitoring
• Medical rounds
• Daily population management rounds
- Discuss efficient flow of animal through shelter
- Determine impact on health/well being
of individual animals & population
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Learning Objectives
Difference between and value of:
• Daily animal monitoring
• Medical rounds
• Daily population management rounds
- Discuss efficient flow of animal through shelter
- Determine impact on health/well being
of individual animals & population
- See how specific shelters perform daily rounds
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Learning Objectives
Difference between and value of:
• Daily animal monitoring
• Medical rounds
• Daily population management rounds
- Discuss efficient flow of animal through shelter
- Determine impact on health/well being
of individual animals & population
- See how specific shelters perform daily rounds
- Perform virtual rounds
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Learning Objectives
Difference between and value of:
• Daily animal monitoring
• Medical rounds
• Daily population management rounds
- Discuss efficient flow of animal through shelter
- Determine impact on health/well being
of individual animals & population
- See how specific shelters perform daily rounds
- Perform virtual rounds
- Gain insight into how your shelter can implement
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Daily Animal Monitoring
GOALS
• Monitor animal’s health parameters
- Eating, urination, defecation,
signs of illness or behavior problems
• Provide medical staff with information regarding
animal’s current and past condition
• Assist in early identification of health/behavioral
concerns/changes
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Rounds must be conducted at least once every 24 hours by a
trained individual in order to visually observe and monitor the
health and well-being of every animal. Monitoring should include
food and water consumption, urination, defecation, attitude,
behavior, ambulation, and signs of illness or other problems...
Any animal that is observed to be experiencing pain; suffering or
distress; rapidly deteriorating health; life-threatening problems; or
suspect zoonotic medical conditions must be assessed and
appropriately managed in a timely manner.
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Medical Rounds
GOALS
Veterinarian performs to:
• Respond to problems identified
- During daily population management rounds
- By staff/volunteers and communicated on
dry erase board, clipboard
• Examine animals and develop diagnostic/treatment plan
• Evaluate animals receiving treatment to determine
if treatment can be discontinued
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Medical Rounds
Veterinary Technicians
Depending on state veterinary practice act,
may be able to triage animals to determine when need
examination by veterinarian and when protocols
written by veterinarian can be followed.
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• Difficulty tracking which
animals need what services
• Animals wait for placement with
rescue organization or in foster care
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• Difficulty tracking which
animals need what services
• Animals wait for placement with
rescue organization or in foster care
• Animals wait for spay/neuter
– even after adopted
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• Difficulty tracking which
animals need what services
• Animals wait for placement with
rescue organization or in foster care
• Animals wait for spay/neuter
– even after adopted
• Animals become ill
and need treatment
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• Difficulty tracking which
animals need what services
• Animals wait for placement with
rescue organization or in foster care
• Animals wait for spay/neuter
– even after adopted
• Animals become ill
and need treatment
• Animals remain in stray hold
after stray time is over since there is
no room in adoptions
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If we can increase efficiency in shelter
processes and decrease animal length of stay...
What will this allow?
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If we can increase efficiency in shelter
processes and decrease animal length of stay...
• Decreased daily inventory (# animals in shelter)
What will this allow?
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If we can increase efficiency in shelter
processes and decrease animal length of stay...
• Decreased daily inventory (# animals in shelter)
• Decreased incidence of infectious disease
What will this allow?
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If we can increase efficiency in shelter
processes and decrease animal length of stay...
• Decreased daily inventory (# animals in shelter)
• Decreased incidence of infectious disease
• Decreased stress on animals and staff
What will this allow?
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If we can increase efficiency in shelter
processes and decrease animal length of stay...
• Decreased daily inventory (# animals in shelter)
• Decreased incidence of infectious disease
• Decreased stress on animals and staff
• Increased time to provide enrichment
& behavior modification for individual animals
What will this allow?
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If we can increase efficiency in shelter
processes and decrease animal length of stay...
• Decreased daily inventory (# animals in shelter)
• Decreased incidence of infectious disease
• Decreased stress on animals and staff
• Increased time to provide enrichment
& behavior modification for individual animals
• Perhaps allow each animal to have larger space
What will this allow?
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If we can increase efficiency in shelter
processes and decrease animal length of stay...
May allow shelter to provide care for an additional
number of animals.
However , may NOT increase the overall number of
animals that are adopted or have live outcomes.
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Population management describes an active process of planning,
on-going daily evaluation, and response to changing conditions as
an organization cares for multiple animals. Effective population
management requires a plan for intentionally managing each
animal’s shelter stay that takes into consideration the
organization’s ability to provide care that meets the
recommendations outlined in this document.
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Population Management Rounds
Often when the only or first thing a shelter does is
implement daily rounds, we see dramatic
improvement in shelter operations.
Performing daily rounds allows a shelter to
determine what protocols and live outcome
resources need to be enhanced or initiated.
(Sandra Newbury
Daily Rounds: How to Decrease Length of Stay
ASPCApro.org Webinar)
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Population Management Rounds
Goals
• Early recognition of needs/problems
with appropriate response
• Efficient movement of animals
through sheltering system
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Who is to Perform?
Shelter manager/director
Intake coordinator
Adoptions coordinator
Foster coordinator
Behavior coordinator
Medical team member
Field services supervisor
Volunteers
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Tools
Printed shelter census
• Animal location
• ID#
• Gender (altered?)
• Species
• Color
• Status (stray hold, available, protective custody,
pending medical/behavioral assessment, etc)
• Due out date if stray
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Performing Rounds
Who are you?
How are you?
Are you where you need to be?
Do you need something today?
Do you need something scheduled?
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Performing Rounds
Who are you?
• Look at animal identification neck band, cage number,
cage card, and animal census print out.
- Do all match?
- Is animal missing from kennel?
- Is animal in a kennel that is not reflected on census?
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Performing Rounds
Who are you?
• Look at animal identification neck band, cage number,
cage card, and animal census print out.
- Do all match?
- Is animal missing from kennel?
- Is animal in a kennel that is not reflected on census?
• Is anything missing or inaccurate on cage card or census?
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Performing Rounds
How are you?
• Review Daily Monitoring log sheet to determine if any
abnormalities are noted with appetite, urination, defecation,
behavior, general health, etc.
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Performing Rounds
How are you?
• Review Daily Monitoring log sheet to determine if any
abnormalities are noted with appetite, urination, defecation,
behavior, general health, etc.
• Look at animal to see if any abnormalities are apparent
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Performing Rounds
How are you?
• Review Daily Monitoring log sheet to determine if any
abnormalities are noted with appetite, urination, defecation,
behavior, general health, etc.
• Look at animal to see if any abnormalities are apparent
• Look at housing area
- Is animal able to stretch to full body length?
- Is housing appropriate for length of time spent in shelter?
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Performing Rounds
Are you where you need to be?
• Is stray time over and you need to move out of stray hold?
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Performing Rounds
Are you where you need to be?
• Is stray time over and you need to move out of stray hold?
• Is this a protective custody dog/cat that needs to
move from general population?
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Performing Rounds
Are you where you need to be?
• Is stray time over and you need to move out of stray hold?
• Is this a protective custody dog/cat that needs to
move from general population?
• Is animal still in intake area although intake services have
been performed?
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Performing Rounds
Are you where you need to be?
• Is stray time over and you need to move out of stray hold?
• Is this a protective custody dog/cat that needs to
move from general population?
• Is animal still in intake area although intake services have
been performed?
• Is animal scheduled for spay/neuter and needs to be
moved to clinic?
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Performing Rounds
Are you where you need to be?
• Is stray time over and you need to move out of stray hold?
• Is this a protective custody dog/cat that needs to
move from general population?
• Is animal still in intake area although intake services have
been performed?
• Is animal scheduled for spay/neuter and needs to be
moved to clinic?
• Is animal showing signs of infectious disease and needs
to move to isolation?
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Performing Rounds
Are you where you need to be?
• Is stray time over and you need to move out of stray hold?
• Is this a protective custody dog/cat that needs to
move from general population?
• Is animal still in intake area although intake services have
been performed?
• Is animal scheduled for spay/neuter and needs to be
moved to clinic?
• Is animal showing signs of infectious disease and needs
to move to isolation?
• Is medication completed and animal cleared
to move out of isolation?
•
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Performing Rounds
Do you need something today?
• To be moved to different location?
• To have enrichment items for your housing unit?
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Performing Rounds
Do you need something today?
• To be moved to different location?
• To have enrichment items for your housing unit?
• To be weighed?
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Performing Rounds
Do you need something today?
• To be moved to different location?
• To have enrichment items for your housing unit?
• To be weighed?
• To trace microchip to owner?
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Performing Rounds
Do you need something today?
• To be moved to different location?
• To have enrichment items for your housing unit?
• To be weighed?
• To trace microchip to owner?
• To contact finder since no one reclaimed stray?
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Performing Rounds
Do you need something today?
• To be moved to different location?
• To have enrichment items for your housing unit?
• To be weighed?
• To trace microchip to owner?
• To contact finder since no one reclaimed stray?
• Is your previously determined shelter pathway
still reasonable?
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Performing Rounds
Do you need something today?
• To be moved to different location?
• To have enrichment items for your housing unit?
• To be weighed?
• To trace microchip to owner?
• To contact finder since no one reclaimed stray?
• Is your previously determined shelter pathway
still reasonable?
• Why are you still here & what can be done to
facilitate progress?
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Performing Rounds
Do you need something scheduled?
• Pick up by rescue organization or foster placement
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Performing Rounds
Do you need something scheduled?
• Pick up by rescue organization or foster placement
• Behavioral assessment
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Performing Rounds
Do you need something scheduled?
• Pick up by rescue organization or foster placement
• Behavioral assessment
• Medical examination by veterinarian
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Performing Rounds
Do you need something scheduled?
• Pick up by rescue organization or foster placement
• Behavioral assessment
• Medical examination by veterinarian
• Spay/neuter
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Performing Rounds
Do you need something scheduled?
• Pick up by rescue organization or foster placement
• Behavioral assessment
• Medical examination by veterinarian
• Spay/neuter
• Medical procedure
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Performing Rounds
Do you need something scheduled?
• Pick up by rescue organization or foster placement
• Behavioral assessment
• Medical examination by veterinarian
• Spay/neuter
• Medical procedure
• Euthanasia
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Action Items
• For stray animals, complete items that can be performed
during stray hold time
- Vaccination
- Behavior evaluation
- Enrichment
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Action Items
• For stray animals, complete items that can be performed
during stray hold time
- Vaccination
- Behavior evaluation
- Enrichment
And schedule other items to occur immediately following
completion of stray hold
- Spay/neuter for adopted animal or one moving to adoptions
- Medical procedure
- Pick up by foster provider
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Action Items
• Define clear action items with deadline
by which to be performed
• Communicate to appropriate staff members
via established method
• Note any changes in computer system
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Dane County Humane Society
• Open admission
• Not for profit animal shelter serving
Dane County, Wisconsin
• Hold contract for stray intake for Dane County
and other municipalities
• Stray hold time =
7 days for dogs, cats, puppies and kittens
2013 Intake LRR
Dogs 1,887 81.9%
Cats 3,324 81.5%
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Dane County Humane Society
CATS
Operations
• Manager
• Kennel Supervisor
• Admissions Supervisor
Adoptions
• Manager
• Supervisors (2)
Medical Services
• Manager
• Clinic Supervisor (new)
Veterinarians
• May attend to answer medical questions, perform needed exams, evaluate progress of cats in isolation
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Dane County Humane Society
Monday – Friday Rounds Team
Saturday Kennel Supervisor
Sunday Admissions Supervisor
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Dane County Humane Society
Before a cat is made ‘available for
adoption,’ cat needs an examination
by vet, vet tech, manager, or
supervisor – usually done at intake.
If cat needs further examination by a
veterinarian, this is noted on cage card
and veterinarian performs examination
on ‘medical rounds.’
Cat Admitting
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Dane County Humane Society
• Computer printout indicates which
‘stray animals’ are due out today
• For stray cats who are available
tomorrow – spay/neuter is a
priority for tomorrow
• Shelter has ‘open selections’
adoptions, so animal may be
selected for adoption while still in
stray hold period
Pre-Adoptable
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Dane County Humane Society
Rounds Team looks at ‘Treatment Book’
to see medications given, observations
for each day, and determines
cat’s progress.
Cat Isolation
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Dane County Humane Society
• Kennel staff completes monitoring sheets for
each animal before kennel is cleaned
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Dane County Humane Society
• When cat is to be moved
within shelter, Rounds team
places request on
‘Move Board.’ Animal care
staff moves cat. Rounds team
changes cat’s status
in computer which
accompanies them
on mobile cart.
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Dane County Humane Society
• Shelter has offsite locations for cat adoptions.
Rounds team member from adoptions knows
how many offsite cages are empty and makes
list to transfer certain cats.
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SPCA Serving Erie County
• Open admission – managed intake for cats
• Not for profit animal shelter serving Erie County, NY
• Holds contract for stray intake (some municipalities)
• Stray hold time = 5 days for dogs and cats
• Do not accept apparently healthy free-roaming cats
2013 Intake Average Daily,
In-Shelter
Population
Dogs 4,089 66
Cats 6,396 106
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SPCA Serving Erie County
In morning, veterinary technician completes daily
monitoring log for each dog, reports concerns to
Medical or Behavior Departments
DOGS
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SPCA Serving Erie County
Each evening, Behavior Department Manager
looks at each dog’s record in PetPoint what
actions need to be taken to ensure efficient flow
of dogs through shelter
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SPCA Serving Erie County
Dogs that need:
• To come off of ‘stray hold’
• To be moved within shelter
• SAFER evaluation
• Medical examination by veterinarian
• Evaluation by professional dog trainer
• B-Mod or particular types of enrichment
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SPCA Serving Erie County
Behavior Department Manager
• Revises ‘map’ of all dog kennels to display current
location of dogs. This allows shelter to know which
kennels are empty and helps estimate how many
dogs can be accepted from:
- Public
- Foster care
- Group who rescues puppy mill dogs
- Rescue Waggin’
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SPCA Serving Erie County
Evaluate
records &
revise map of
kennels
Create lists –
who needs
what?
Communicate
needs to staff/
volunteers
Time spent/day 1 hour ½ hour ½ hour
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San Antonio Animal Care Services
• Open admission – municipal shelter
• Intake in 2013 – over 29,000 animals
Rounds Team – Dogs
• Kennel Supervisor
• Live Release Manager
• Representative from
San Antonio Pets Alive
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• Private, non-profit animal shelter serving
Placer County in Roseville, California
• Annual total intake approximately 4,000
• Annual cat/kitten intake approximately 2,400
• VOLUNTEERS do daily rounds for cats!
- 2-3 volunteers do daily, takes 0.5 – 2 hours
- Utilize online Google spreadsheet to highlight
items that cats need (exam, medical clearance,
behavior assessment, FeLV/FIV test, etc),
print for staff to view
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Have seen a decrease in Length of Stay since implemented
• 2012 (before implementation of rounds) = 26 days
• 2013(after implementation of rounds) = 20 days
• 2014 YTD = 16 days
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HURRAY!
Your team has just started performing rounds.
You encounter the following scenarios….
In each scenario consider
• What is the concern?
• What needs to be done?
• How will action be taken?
• How to prevent in the future?
TODAY’S DATE =
5/23/20114
Your shelter has following
resources
• DA2PPV, Bordetella, FVRCP,
Rabies vaccines
• Part-time veterinarian
• Foster care
• Canine behavior evaluation
• Volunteers that offer
enrichment for cats/dogs
• Volunteer groomers
• Onsite spay/neuter
• Offsite adoptions
• Active on social media
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Scenario #1 Shelter’s stray hold time is 5 days.
Name
Rufus
ID #
A1645
Species/
Breed
K9
Lab mix
Color
Brown/
white
Age
1-3 years
Sex
Male
Altered
Yes
No X
Admit
Date
5/20/14
Stray/
Surrender
Stray
Weight
42#
Microchip
#
Behavior
Eval
Yes
No X
Vaccines
Received
_______
_______
_______
Area
Stray
Hold
Notes: 5/21/14-Dog pulls on leash
when walked, biting at kennel door.
Very friendly when out of kennel.
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Scenario #2
Name
Ruby
ID #
A398
Species/
Breed
K9
PoodleMix
Color
White/
black
Age
7 years
Sex
Female
Altered
Yes X
No
Admit
Date
5/20/14
Stray/
Surrender
Surrender-
Owner
died
Weight
12#
Microchip
#
Behavior
Eval
Yes
No X
Vaccines
Received
DA2PPV
Bord on
5/20/14
Area
Intake
Notes: 5/20/14-Severe dental tartar
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Scenario #3
Name
Sierra
ID #
A459
Species/
Breed
Feline DSH
Color
Brown
Tabby
Age
10 weeks
on intake
Sex
Female
Altered
Yes
No X
Admit
Date
5/14/14
Stray/
Surrender
Surrender
Weight
2.5 #
Microchip
#
FeLV/FIV
test
Yes
No X
Vaccines
Received
FVRCP
5/16/14
_______
Area
Adopts
Notes: Adopted on 5/15/14.
On 5/21/14, volunteer noticed sneezing
and yellow nasal discharge.
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Scenario #4
Name
Rocky
ID #
A258
Species/
Breed
K9
Pit Bull
Color
Fawn/
white
Age
5 weeks
at intake
Sex
Male
Altered
Yes
No X
Admit
Date
5/5/14
Stray/
Surrender
Surrender,
mom HBC
dead
Weight
4 #
Microchip
#
Behavior
Eval
Done
Yes
No X
Vaccines
Received
DA2PPV
Bord on
5/5/14
_______
Area
Stray
Hold
Notes: Foster placement arranged on 5/6/14–
To pick up puppy on 5/7/14
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Scenario #5
Name
Florence
ID #
A073
Species/
Breed
Feline DSH
Color
Grey
Age
4-7 years
Sex
Female
Altered
Yes X
No
Admit
Date
1/13/14
Stray/
Surrender
Stray
Weight
7 # on
1/13/14
Microchip #9476853922
FeLV/FIV
test
Yes X
No
neg/neg
Vaccines
Received
FVRCP
1/13/14
_______
Area
Adopts
Notes:
3/5/14–signs URI, treated,
never completely resolved
4/29/14–swatting at staff when removed
to clean/disinfect cage
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HURRAY!
Your team has just started performing rounds.
You encounter the following scenarios….
In each scenario consider
• What is the concern?
• What needs to be done?
• How will action be taken?
• How to prevent in the future?
TODAY’S DATE =
5/23/20114
Your shelter has following
resources
• DA2PPV, Bordetella, FVRCP,
Rabies vaccines
• Part-time veterinarian
• Foster care
• Canine behavior evaluation
• Volunteers that offer
enrichment for cats/dogs
• Volunteer groomers
• Onsite spay/neuter
• Offsite adoptions
• Active on social media
123
Your first day of performing daily shelter
population management rounds is over…
What do you expect in the next few days?
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Resources
DiGangi, Brian
More Than Medicine-The Veterinarian's Role in Daily Rounds
Maddie’s Institute Webinar
Newbury, Sandra
Daily Rounds: How to Decrease Length of Stay
ASPCApro.org Webinar
Koret Shelter Medicine Program
Daily Population Wellness Rounds
http://sheltermedicine.com/documents/daily-population-
wellness-rounds