Admissions Check-In Recorder

The Check-in Recorder verifies reservations, assigns unique ID numbers, records information in the Clinic Registration Log, issues Gender ID, URI, Food, and Medical Alert Tags and provides caregivers with discharge Caregiver Claim Checks. A rabies vaccine is not required for this station.

Admissions Check-In Recorder Instructions

Cats previously sterilized by Operation Catnip are eligible to receive free booster vaccines. Rabies boosters are recommended every three years.

1. Set up three Check-In tables, including one Express Lane table for caregivers with a single cat or cats needing vaccines boosters only, and two tables for caregivers with multiple cats.

2. Complete the Vaccines-Only Caregiver Registration Log to check in vaccine-only cats at the Express Lane table:

   • Assign each cat a unique FXX-VAX# which identifies them as vaccines only.
   • Notify an Admissions Transporter to take the cat to the Veterinary Examination Station.
   • Review the Rabies Certificate/Discharge Summary and Surgery Recovery Instructions with the caregiver at the Express Lane table when the cat returns from the Clinic Records Station.

   Note: Caregivers with vaccines-only cats wait while their cats are being vaccinated, and take them home as soon as they are discharged.

   

3. Complete the Caregiver Registration Log to check in cats scheduled for surgery:

   • Assign each cat a unique F# ID number in the order that they appear on the Caregiver Registration Log. Do not skip numbers.
   • Record the trap number in the Caregiver Registration Log. This information is passed to the Check-In Recorder from the Admissions Tagger who is working with the Check-In Recorder to process the cats. If the trap is on loan from Operation Catnip, record the trap’s permanent ID number. If the cat arrives in a personal trap, enter “PT” in the Trap Number field.
   • Record the caregiver’s last name.
   • Assign and record the discharge/pickup time on the Caregiver Registration Log.
   • Verify that kittens are at least 12 weeks old or weigh at least 3 pounds. Do not admit cats less than 12 weeks old. Contact the Clinic Supervisor or Lead Veterinarian, if there is any doubt about size or age.
   • Ask the caregiver when the cat last ate. If cats have food in the trap or are known to have eaten after midnight, issue a green “Food” Alert tag.
   • Ask the caregiver if they know the cat’s gender—for example, if they know the cat has had kittens, or if the cat is touchable and they’ve confirmed the gender. If the caregiver is certain of the gender, issue pink tags for females and blue tags for males.
   • Record the color of each cat.
   • If the cat is obviously female (calico, tortoiseshell) or obviously male (big-cheeked tom cat), issue the Gender ID tags as directed above, pink tags for females and blue tags for males.

   

4. Issue alert tags, if the cat may be infectious or if the cat has a known condition that needs to be checked at the Veterinary Examination Station:

   • Issue an orange “URI” Alert tag, if the cat shows symptoms of an upper respiratory or other infectious condition. If other cats from the same colony are admitted, issue URI tags for those cats as a precautionary measure, even if they appear healthy.
   • Issue a red “Medical Alert” tag, if the caregiver reports something that needs to be checked at the Veterinary Examination Station. Write the condition on the masking tape on the back of the tag using a Sharpie pen.

5. Complete the shaded clinic portion of the Caregiver Release Form.

   

6. Ask the caregiver to provide any missing information on the Caregiver Release Form and collect the form when complete.

7. Issue a Caregiver Claim Check for each cat. Print the cat ID number and the discharge/pick-up time on it. Pick-up times are staggered to facilitate the discharge process. Forty cats are discharged during each half-hour time slot beginning at 1:00 pm. Verify that the discharge/pick-up time is recorded in the Caregiver Registration Log:

   • Caregivers with infectious cats (URI) are assigned the last pick-up time slot for all of their cats because their cats have the last surgery times.
   • Caregivers with any cats assigned green “Food” tags are assigned late pick-up times because their surgery is performed as late as possible.
   • Caregivers with any cats assigned red “Medical Alert” tags are assigned late pick-up times to  to assure adequate time for treatment and recovery.
   • Caregivers with cats receiving booster vaccinations only are not issued a pick up time, because their cats are discharged immediately after vaccination.

   

8. When all of the cats have been registered and admitted

   • Transfer the Caregiver Registration Logs to the Discharge Station volunteers who will use them to process the cats when they are checked out of the clinic.
   • Deliver all Caregiver Release Forms to the Discharge Station staff.
   • Report the number of cats admitted to the clinic to the Clinic Supervisor.

Station Closing and Cleanup

When admissions are concluded:

• Inventory the remaining supplies and repack the supply kit.
• Return the kit, station instructions and any remaining items to storage.
• Clean the area and dispose of all trash.
• Wash all tables.
• Sweep or vacuum and mop the floors.