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, Kitten, 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. The Express Lane begins at 7:15 for vaccine-only cats. At 7:30 the Express Lane opens for kitten check-in and for caregivers with a single cat each. The other two tables begin check-in at 7:30 for caregivers with multiple cats.

2. Complete the Caregiver Registration Log to check in cats:

   • 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 Recorderfrom 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. Be sure personal traps have the caregiver’s name on the trap.
   • 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 oldor weigh at least 3 pounds. Do not admit cats less than 12 weeks old. Notify the Triage Coordinator or the Admissions Captain who may elect to contact the Clinic Supervisor or Lead Veterinarian, if there is any doubt about size or age, or if there are exceptional circumstances.
   • 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 referring to the Color Chart.
   • If the cat is obviously female (calico, tortoiseshell) or obviously male (big-cheeked tom cat), issue the Gender ID tagsas directed above, pink tags for females and blue tags for males. Otherwise DO NOT attempt to determine gender.
   • If the cat is an OC graduate (has an ear-tip) issue a Vaccines Only tag. Notify an Admissions Transporter to take the cat to the Anesthesia Station to retrieve the appropriate Medical Record.

   Note: Caregivers with vaccines-only cats wait while their cats are being vaccinated.

   

3. 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.
   • 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 permanent marker.
   • Issue a hot pink “Kitten” tag for kittens over 12 weeks and 3 lbs up to 4 lbs.

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

   

5. Review each Caregiver Release Form. Ask the caregiver to provide any missing information and collect the form when complete.

6. Issue a Caregiver Claim Checkfor each cat. Attach each cat’s Claim Check sticker to a preprinted Claim Check ticket. 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 infectious cats have the last surgery times.
   • Caregivers with any cats assigned green “Food” tags are assigned late pick-up times, because their surgeries are performed as late as possible.
   • Caregivers with any cats assigned red “Medical Alert” tags are assigned late pick-up times to assure adequate time for treatment and recovery.
   • Depending on the number of cats for vaccines only and for surgery, caregivers with cats receiving booster vaccinations only may wait while they’re vaccinated or may be asked to return later for pick up.

   

7. When all of the cats have been registered and admitted:

   • Transfer the Caregiver Registration Logs to the Discharge Stationvolunteers for processing the cats upon check out from 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.