Maximizing Movement through Your Shelter: Daily Rounds Round-Up

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2 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 2

3 ASPCA and UC Davis Koret Shelter Medicine Program Sandra Newbury and Shelter Medicine Fellows HSUS Expo Participating shelters and staff members 3

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5 5 Getting to Know Each Other

6 Does Your Organization Perform ANY TYPE of Rounds? Challenges 6

7 Learning Objectives Difference between and value of: Daily animal monitoring Medical rounds Daily population management rounds 7

8 Learning Objectives Difference between and value of: Daily animal monitoring Medical rounds Daily population management rounds 8

9 Learning Objectives Difference between and value of: Daily animal monitoring Medical rounds Daily population management rounds 9

10 Learning Objectives Difference between and value of: Daily animal monitoring Medical rounds Daily population management rounds - Discuss efficient flow of animal through shelter 10

11 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 11

12 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 12

13 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 13

14 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 14

15 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 15

16 16 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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20 20 Medical Rounds

21 GOALS Veterinarian performs to: Medical Rounds 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 21

22 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. 22

23 23 Population Management Rounds

24 Animal Intake Animal Outcomes 24

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27 27 Difficulty tracking which animals need what services

28 Difficulty tracking which animals need what services Animals wait for placement with rescue organization or in foster care 28

29 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 29

30 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 30

31 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 31

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33 If we can increase efficiency in shelter processes and decrease animal length of stay... What will this allow? 33

34 If we can increase efficiency in shelter processes and decrease animal length of stay... What will this allow? Decreased daily inventory (# animals in shelter) 34

35 If we can increase efficiency in shelter processes and decrease animal length of stay... What will this allow? Decreased daily inventory (# animals in shelter) Decreased incidence of infectious disease 35

36 If we can increase efficiency in shelter processes and decrease animal length of stay... What will this allow? Decreased daily inventory (# animals in shelter) Decreased incidence of infectious disease Decreased stress on animals and staff 36

37 If we can increase efficiency in shelter processes and decrease animal length of stay... What will this allow? 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 37

38 If we can increase efficiency in shelter processes and decrease animal length of stay... What will this allow? 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 38

39 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. 39

40 40 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.

41 Adoption Foster Transfer 41 Spay/ Neuter B-Mod Medical Care RTO Euthanasia

42 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) 42

43 Population Management Rounds Goals Early recognition of needs/problems with appropriate response Efficient movement of animals through sheltering system 43

44 Shelter manager/director Intake coordinator Adoptions coordinator Foster coordinator Behavior coordinator Medical team member Field services supervisor Volunteers Who is to Perform? 44

45 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 45

46 Tools Identification on animal Neck band Cage card (preferably with picture) +/- Computer 46

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48 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? 48

49 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? 49

50 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? 50

51 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. 51

52 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 52

53 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? 53

54 Performing Rounds Are you where you need to be? Is stray time over and you need to move out of stray hold? 54

55 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? 55

56 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? 56

57 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? 57

58 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? 58

59 Performing Rounds 59 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?

60 Performing Rounds Do you need something today? To be moved to different location? 60

61 Performing Rounds Do you need something today? To be moved to different location? To have enrichment items for your housing unit? 61

62 Performing Rounds Do you need something today? To be moved to different location? To have enrichment items for your housing unit? To be weighed? 62

63 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? 63

64 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? 64

65 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? 65

66 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? 66

67 Performing Rounds Do you need something scheduled? Pick up by rescue organization or foster placement 67

68 Performing Rounds Do you need something scheduled? Pick up by rescue organization or foster placement Behavioral assessment 68

69 Performing Rounds Do you need something scheduled? Pick up by rescue organization or foster placement Behavioral assessment Medical examination by veterinarian 69

70 Performing Rounds Do you need something scheduled? Pick up by rescue organization or foster placement Behavioral assessment Medical examination by veterinarian Spay/neuter 70

71 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 71

72 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 72

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74 Action Items For stray animals, complete items that can be performed during stray hold time - Vaccination - Behavior evaluation - Enrichment 74

75 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 75

76 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 76

77 77 Shelters Performing Daily Population Management Rounds

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79 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, % Cats 3, % 79

80 Dane County Humane Society CATS DOGS ROUNDS 80

81 Dane County Humane Society CATS DOGS Behavior Dept ROUNDS 81

82 Dane County Humane Society CATS DOGS Rounds Team Behavior Dept ROUNDS 82

83 CATS Dane County Humane Society Operations Adoptions Medical Services Veterinarians Manager Kennel Supervisor Admissions Supervisor Manager Supervisors (2) Manager Clinic Supervisor (new) May attend to answer medical questions, perform needed exams, evaluate progress of cats in isolation 83

84 Dane County Humane Society Monday Friday Rounds Team Saturday Kennel Supervisor Sunday Admissions Supervisor 84

85 Dane County Humane Society Print Location Review Report for cats in PetPoint 85

86 Dane County Humane Society Cat Admitting Cat Adoption Pre- Adoptable Cat Quarantine Cat Isolation 86

87 Cat Admitting 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. 87

88 Dane County Humane Society Computer printout indicates which stray animals are due out today Pre- Adoptable 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 88

89 Cat Isolation Dane County Humane Society Rounds Team looks at Treatment Book to see medications given, observations for each day, and determines cat s progress. 89

90 Dane County Humane Society Kennel staff completes monitoring sheets for each animal before kennel is cleaned 90

91 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. 91

92 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. 92

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96 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, Cats 6,

97 SPCA Serving Erie County CATS DOGS Behavior Dept ROUNDS 97

98 DOGS SPCA Serving Erie County In morning, veterinary technician completes daily monitoring log for each dog, reports concerns to Medical or Behavior Departments 98

99 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 99

100 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 100

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102 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 102

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104 SPCA Serving Erie County Evaluate records & revise map of kennels Create lists who needs what? Time spent/day 1 hour ½ hour ½ hour Communicate needs to staff/ volunteers 104

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106 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 106

107 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! volunteers do daily, takes 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

108 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 108

109 109 Putting It All Together

110 Let s Hear From You! 110

111 HURRAY! Your team has just started performing rounds. You encounter the following scenarios. 111 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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113 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. 113

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115 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 115

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117 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. 117

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119 Scenario #4 Name Rocky Admit Date 5/5/14 ID # A258 Stray/ Surrender Surrender, mom HBC dead Species/ Breed K9 Pit Bull Weight 4 # Color Fawn/ white Microchip # Notes: Foster placement arranged on 5/6/14 To pick up puppy on 5/7/14 Age 5 weeks at intake Behavior Eval Done Yes No X Sex Male Vaccines Received DA2PPV Bord on 5/5/14 Altered Yes No X Area Stray Hold 119

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121 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 # 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 121

122 HURRAY! Your team has just started performing rounds. You encounter the following scenarios. 122 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? 123

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126 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 126 Koret Shelter Medicine Program Daily Population Wellness Rounds

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