Maximizing Movement through Your Shelter: Daily Rounds Round-Up

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

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

4 WWW.ASPCAPRO.ORG

5 Getting to Know Each Other

Does Your Organization Perform ANY TYPE of Rounds? Challenges 6

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

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

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

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

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

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 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.

20 Medical Rounds

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

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 Population Management Rounds

Animal Intake Animal Outcomes 24

27 Difficulty tracking which animals need what services

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

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

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

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

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

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

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 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.

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

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

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

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

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

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

47 Tools

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

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

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

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

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

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

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

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?

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

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

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

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

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

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

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

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

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

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

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

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

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

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 Shelters Performing Daily Population Management Rounds

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% 79

Dane County Humane Society CATS DOGS ROUNDS 80

Dane County Humane Society CATS DOGS Behavior Dept ROUNDS 81

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

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

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

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

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

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

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

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

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

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

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

93 Dane County Humane Society

94 Dane County Humane Society

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 96

SPCA Serving Erie County CATS DOGS Behavior Dept ROUNDS 97

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

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

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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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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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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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

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! 107-2-3 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

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 Putting It All Together

Let s Hear From You! 110

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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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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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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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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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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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 121

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

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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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 http://sheltermedicine.com/documents/daily-populationwellness-rounds

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