maximizing movement through your shelter: daily...

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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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WWW.ASPCAPRO.ORG

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Getting to Know Each Other…

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Does Your Organization Perform

ANY TYPE of Rounds?

• Challenges

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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



• Medical rounds


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Learning Objectives



• Medical rounds


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Learning Objectives



• Medical rounds


- Discuss efficient flow of animal through shelter

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Learning Objectives



• Medical rounds



- Determine impact on health/well being

of individual animals & population

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Learning Objectives



• Medical rounds





- See how specific shelters perform daily rounds

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Learning Objectives



• Medical rounds






- Perform virtual rounds

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Learning Objectives



• Medical 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

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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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Population Management Rounds

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Animal Intake

Animal Outcomes

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• Difficulty tracking which

animals need what services

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• Animals wait for placement with

rescue organization or in foster care

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• Animals wait for spay/neuter

– even after adopted

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• Animals become ill

and need treatment

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• 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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• Decreased daily inventory (# animals in shelter)


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• Decreased incidence of infectious disease


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• Decreased stress on animals and staff


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• Increased time to provide enrichment

& behavior modification for individual animals


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• Increased time to provide enrichment

& behavior modification for individual animals

• Perhaps allow each animal to have larger space


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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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Transfer

RTO

Adoption

Foster

Medical

Care

Spay/

Neuter

B-Mod

Euthanasia

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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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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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Tools

Identification on animal

• Neck band

Cage card (preferably with picture)

+/- Computer

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Tools

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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?




• Look at animal to see if any abnormalities are apparent

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Performing Rounds

How are you?




• 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


• Is stray time over and you need to move out of stray hold?

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Performing Rounds



• Is this a protective custody dog/cat that needs to

move from general population?

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Performing Rounds





• Is animal still in intake area although intake services have

been performed?

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Performing Rounds






been performed?

• Is animal scheduled for spay/neuter and needs to be

moved to clinic?

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Performing Rounds






been performed?


moved to clinic?

• Is animal showing signs of infectious disease and needs

to move to isolation?

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Performing Rounds






been performed?


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


• To be moved to different location?

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Performing Rounds



• To have enrichment items for your housing unit?

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Performing Rounds




• To be weighed?

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Performing Rounds




• To be weighed?

• To trace microchip to owner?

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Performing Rounds




• To be weighed?


• To contact finder since no one reclaimed stray?

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Performing Rounds




• To be weighed?



• Is your previously determined shelter pathway

still reasonable?

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Performing Rounds




• To be weighed?



• 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


• Pick up by rescue organization or foster placement

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Performing Rounds



• Behavioral assessment

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Performing Rounds




• Medical examination by veterinarian

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Performing Rounds





• Spay/neuter

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Performing Rounds





• Spay/neuter

• Medical procedure

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Performing Rounds





• 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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Shelters Performing

Daily Population Management Rounds

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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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CATS DOGS

ROUNDS

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CATS DOGS

ROUNDS

Behavior

Dept

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CATS DOGS

ROUNDS

Rounds

Team

Behavior

Dept

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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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Monday – Friday Rounds Team

Saturday Kennel Supervisor

Sunday Admissions Supervisor

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Print ‘Location Review Report’ for cats in PetPoint

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Cat Admitting

Cat Adoption

Pre-Adoptable

Cat Quarantine

Cat Isolation

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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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• 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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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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• Kennel staff completes monitoring sheets for

each animal before kennel is cleaned

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• 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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• 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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CATS DOGS

ROUNDS

Behavior

Dept

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In morning, veterinary technician completes daily

monitoring log for each dog, reports concerns to

Medical or Behavior Departments

DOGS

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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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Dogs that need:

• To come off of ‘stray hold’

• To be moved within shelter

• SAFER evaluation


• Evaluation by professional dog trainer

• B-Mod or particular types of enrichment

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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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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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Putting It All Together…

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Let’s Hear

From You!

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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

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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

http://sheltermedicine.com/documents/daily-population-wellness-rounds







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