The Clinic Supervisor is responsible for ensuring the efficient operation of the clinic and the safety of the cats and the volunteers. Maintaining the mission and integrity of the program is the primary goal.
The Clinic Supervisor is responsible for:
- Managing the clinic facility
- Monitoring the performance of the volunteers at each station
- Ensuring the availability and distribution of clinic supplies to each station
- Monitoring the progression and safety of the cats through the clinic stations
- Coordinating activities and flow between stations
- Overseeing clinic policies and procedures
- Making decisions in consultation with the Medical Director regarding management of illnesses and injuries
- Making decisions with Coordinators regarding exceptions to usual policies and management of disruptive elements
- Arranging for after-hours emergency coverage
Before the Clinic
Preparing for the Clinic
The Clinic Supervisor receives the following reports on the Friday before each clinic:
- Clinic Reservations Log (PDF) (from the Caregiver Coordinator)
- Station Assignment Log (PDF) (from the Volunteer Coordinator)
- Verbal clinic set-up status report (from the Supply Coordinator)
During the Clinic
Starting the Day
The Volunteer Coordinator and the Caregiver Coordinator open the facility the morning of the clinic.
- 6:30am: Arrival for volunteer check-in and admissions station set-up
- 6:45am: Volunteer check-in begins
- 7:30am: Cat admission begins
- 8:00am: Anesthesia begins
The Clinic Supervisor assesses clinic preparation.
- 7:15am: Arrival
- Prepares TKX anesthetic cocktail
- Conducts a visual tour of the facility to assure supplies, equipment, and volunteers are prepared
- Checks the emergency crash cart and anesthesia machines
- Makes any necessary announcements and answers any questions
- Notifies the volunteers at the Anesthesia Station when it is time to begin injections
Monitoring Clinic Station Flow
Attentive and efficient medical procedures are essential to assure cats receive the highest quality care. Delays lead to negative consequences such as hypothermia and inadequate surgical anesthetic duration. A major responsibility of the Clinic Supervisor is to monitor flow of patient care and to assure procedures are completed according to written protocols.
The Clinic Supervisor:
- Assures cats are anesthetized in order of discharge time
- Monitors the flow of cats starting at anesthesia and finishing in recovery
- Adjusts the flow of cats such that spay surgeons are always busy without a backlog of cats under anesthesia
- Requisitions and distributes supplies as needed
- Adjusts staffing as needed
- Consults with the Medical Director regarding special medical conditions and procedures
- Arranges for diagnostic sampling, necropsy, or disposition of remains as required
- Completes special communications as needed
- Assures all documentation is completed
- With the volunteer coordinator, assists volunteers who become ill or injured
- Manages and documents all incidents
Handling Animal Bites and Emergencies
If a wound is inflicted by an animal, the Operation Catnip Bite and Scratch Protocol must be followed. The Clinic Supervisor documents the injury, makes the necessary reports, sends the volunteer for medical care, and arranges for quarantine of the cat if indicated.
Overseeing Clinic Closing and Clean Up
The Clinic Supervisor oversees the clinic break down, making sure the facility is left in pristine condition, trash is disposed of properly, and the supply room and drug box are locked.
After the Clinic
Managing Clinic Records and Cash
At the conclusion of each clinic, the Clinic Supervisor collects copies of all clinic paperwork (reservation log, volunteer release forms, station assignments, medical records, clinic records etc.) and delivers them for record keeping. Medical records, rabies certificates, and caregiver releases are scanned into electronic files and distributed to the Volunteer Coordinator, Caregiver Coordinator, and database manager.
The donation box is secured, funds are documented, and a deposit is prepared. A report is prepared and sent to the staff and the board summarizing the clinic statistics, a general overview of operations, and any modifications required.