Possible Match Procedure - Match for In Care Animal

This pertains to the possible match of a lost animal record to a Stray animal record.  This indicates the animal is in the shelter / facility.  These records display a status other than Found (Awaiting Sort, Stray Hold, Euthanized During Stray Time, etc.).  This process applies a status and information to the in care file to notify users that a possible owner has been located and will be coming in to view the animal and potentially reclaim/redeem if the match is confirmed.  

1. Do a search for Found animal records.
2. On the Animal Search Results page, if you find a record with a status other than Found that may be a match, right click on the Edit link of that file and click on the Open in New Window This will open a new window displaying that animal’s Edit Animal Details page where you can look at all of the details on file to see if this could be a possible match and maintain your search results on the main window.
3. If you have found a possible match, document the Animals ID number and the Status on a piece of paper.
4. Once you have identified one or more possible matches you will need to link the possible match to the possible owner.
5. Access the possible owner’s Edit Personal Details *the person who reported the animal as missing.
6. On the Edit Personal Details page click on the Scroll To Bottom link or scroll to the Personal Categories menu and click on the Lost link
7. On the Lost page click on the Add a Possible Match The Animal Search page will display.
   • Animal ID: enter the Animal ID of the possible match.
   • Click Search
8. The Possible Match Animal Details screen detailing the Stray animal’s basic details displays. Review to ensure you have selected the correct animal file to link as a possible match.
   • If the animal details displayed are incorrect, click on the here link at the top of the screen to return to the Animal Search page and enter the correct Animal ID number.
   • If the animal details displayed are correct, click Continue.
9. The Hold for Possible Match quote page will display is to document when the possible owner has stated they would be in to view the animal and to provide them with a quote of the fees that will be due if the animal is theirs.
   • Calculate Fee: click on this link to enter the number of days the animal has been in the shelter/agency / facility. The popup Fee Calculator screen will display.
   • Enter the number of days the animal will have been in the shelter by the time the possible owner comes to view the animal. This will automatically calculate the fees.
   • Click Calculate Fee to return to the Possible Match page. You will now see the total fee due in the Fee Quoted field.
   • Date Possible Owner to View Animal: click on the Calendar Icon to select the date the possible owner stated they would come in to view the animal.
   • Time Possible Owner to view Animal: enter the time the possible owner stated they would come in to view the animal.
   • Other Information: indicate that the fee above has been quoted to the possible owner to avoid later conflicts. In addition, enter any additional information regarding the viewing or the redemption process if needed and indicate that you have informed them of the payment types the shelter accepts.  EX: cash, credit card types, etc.
   • Click Finalize Possible Match.
10. The Hold for Possible Match Summary will display and can be printed if needed.
11. • Email Summary: if the animal has a status of Awaiting Euthanasia, is located at another shelter or the location of the animal has an employee manning a computer, you can e-mail the summary to notify the appropriate people of the new Hold for Possible Match status. If you are sending the information to another shelter or to an agency it is always better to send a copy of the summary to more than one person to ensure the document is viewed as soon as possible.  Additional reasons to send an email are:
    • An animal is nearing completion/has completed its stray time and is close to going through the sort process.
    • If an owner wishes to view the body of an animal that has been euthanized for humane reasons that is still on site.
    • If the animal’s status is Unassisted Death or DOA and the animal is still on site.
    • If the animal has passed sort and is Awaiting Spay / Neuter
    • If the animal is currently Available for Adoption
12. This process has linked the Stray animal record to the Previous Possible Matches link on the Lost menu page of the possible owner, the status on the Stray animal file was automatically to Hold for Possible Match if the animal is in care or Possible Match if the animal has a deceased outcome but is still on site, and the possible owners details have automatically displayed in the Ownership Notes field on the Edit Animal Details page of the Stray record.
13. Repeat the process above for additional possible stray matches.
14. When finished, on the last Possible Match Summary click on the Return to Lost
15. Click on the List Existing Lost Animal
16. Right click on the Edit link of the lost animal in question and click on the Open in New Window This will open a new window displaying that animal’s Edit Animal Details page.
17. 1. Scroll to the General Animal Notes in the Animal Menu.  Click the link to add a new entry. Each new entry is automatically date and time stamped and records the details of the user who enters it. 
    2. Enter the Animal ID of the stray possible match, indicate the animal is a Stray, the date and the initials of the user that processed the Possible Match. Repeat if there is more than one Possible Match.
    3. Click Update Details and close the Edit Animal Details

NB: Hold for Possible Match is an IN CARE status that will appear on in care reports etc. Possible Match is an information status that will not appear on in care report. The process described above should automatically select the appropriate status to use depending on the animal's current status (i.e. will use Hold for Possible Match if the current status is in care, or Possible Match if the current status is an exit status)