Emergency Boarding: Admission

Emergency Boarding differs from the routine boarding procedure in two ways: 1. the animals participating in Emergency Boarding count as in-care animals whereas regular boarding animals are information only and 2. The reason an animal has been accepted as Emergency Boarding can be recorded with individual receipt verbiage for each different potential reason (see Set Up for more information):

1. Check to see if the animal has ID or a microchip. Be sure to search the system to see if the animal already exists.  If the animal is found in the system, note the Animal ID number.  They may or may not be linked to the person surrendering them.
2. Search for surrendering person.
   3. If found, skip to step #3.
   4. If not found, click on the Create a New Entry link or click on the New Record link in the orange menu to the left of the screen (if enabled for your site).
   5. Fill in the relevant blanks on the Add New Person Mandatory fields: first name, last name, residential address, mailing address if different than residential,   telephone number, and gender.  Depending on your organization you may be required to confirm identification and include date of birth.
   6. Click Update Details.
3. On the Edit Person Details page, click on the Scroll To Bottom link in the upper left hand section of the screen and then click on the Emergency Boarding link in the Personal Categories
4. On the Emergency Boarding Details page click on the New Animal *
   1. *If the animal is already in the system on the on the Emergency Boarding page click on the Existing Animal
   2. *On the Animal Search page enter the Animal ID in the Go To Animal ID Click View.
5. Complete the following (All Yellow fields are mandatory and may or may not be listed below):

Identification Details

1. Status: click on the down arrow and select the most appropriate status. Usually, the only one available at this point is Emergency Boarding.
2. Sub-Status: If sub-statuses have been linked to the Emergency Boarding main Status on your site, select the appropriate one from the drop down according to your local protocols.
3. Emergency Boarding Reason: click on the down arrow to select the reason for emergency boarding. This will dictate which receipt will print (if any) and also allow you to track statistics.
4. If the animal has any Identification on it should be filled in at this time. In particular, any tags or Microchip numbers (complete with brands etc. if available) should be entered and/or double checked at this point.
5. The weight of the animal can be recorded on entry: this can help determine how the animal is coping with the stress of the emergency boarding situation.
6. The Identification Confirmation Details & Multiple Microchip Numbers Info window, normally collapsed on the Animal Details page, is defaulted to OPEN on this data entry screen to allow users to easily add confirmation details swiftly as necessary.

Animals Details

1. Animal Name: enter the animal’s name.
2. Age: enter the animal’s age by using the applicable weeks, months, years fields.  Identify if this is an approximate age. The site will then auto-calculate an approximate date of birth based on the age you entered. Alternately, if the exact Date of Birth is known, click on the Calendar icon to enter that date. When the page is saved, it will automatically update the age accordingly.
3. Class: The selection from this list will determine the Type.   DOMESTIC will default and should be used for cats, dogs, puppies, kittens and birds.  For small pets, such as mice, change this to Pocket Pet.  For unusual pets, such as snakes, change this to Exotic.  For farm animals, such as goats, change this to Livestock.
4. Type: The Type list is driven by what is selected in the Class Click on the down arrow to select the type of animal this is.  EX: dog, puppy, cat, etc. 
   • If cat or kitten is selected the Feral field will become mandatory.
5. Breed/Species: The Breed/Species list is driven by what animal Type is selected. Type in the first one to four letters of the animal’s primary breed. This is an auto-entry screen so it will automatically display options closest to the letters you have entered. If the breed you are looking for cannot be found, a link will appear next to the breed box that you can use to search the breed list with. If the animal is a mixed breed, select the breed the animal primarily looks like. 
6. Purebred or Mixed Breed: Select from the drop down list to indicate which is true
7. 2^nd Breed: If required, a secondary breed can be entered
8. Circumstance: click on the down arrow to select Emergency Boarding.
9. Feral: This is usually “No” in this situation
10. Spay/Neutered (Desexed): click on the down arrow to select if the animal is spayed/neutered or not, or indicate if this is unknown.
11. Gender: Click the down arrow to select the animal’s gender.
12. Primary Color: The Color list is driven by what animal Type is selected. Click on the down arrow to select the animal’s primary color.
13. Secondary Color: The Color list is driven by what animal Type is selected. Click on the down arrow to select the animal’s secondary color.
14. Distinguishing Features: This field is VERY important! Record any patterns on the animal, missing appendages, any scars, tattoos, pregnant, on heat, any injuries, shaved patches etc.  Having no distinguishing features is a feature in itself so indicate this if that is the case.  This field makes the animal an individual.

Status Details

1. Physical Location: This will default to the user’s region, but can be amended if they are entering information remotely for a region undergoing an emergency/natural disaster situation.
2. Date In Shelter: Today’s date will default. Click on the Calendar Icon to select the date if this is incorrect. You can also amend the time if required.
3. Shelter Location: Click on the down arrow to select the appropriate location the animal will be placed in within your shelter.
• If known, click on the down arrow and select the kennel number of the kennel the animal will be placed in. If not known, this can be done after the animal has been placed.
4. Shire/Jurisdiction: This is usually a mandatory field and should reflect the jurisdiction the animal originated from, partially for statistical reasons but also, in case of mass emergencies, to help connect the animal to the owner later on if the owner is unknown at the time of entry. 
5. Special Message: this is a pop up screen on the animal details page and can be used to record anything that other users may need to know immediately about this animal (e.g. notes of circumstances found, injuries, medications required, contact with owner etc.).
6. Click Add Details.

6. This will take you to the Receipt Type Select Receipt for One Animal.
7. The Add Receipt page will display.
   • Payment Method: Click on the down arrow to select the method of payment. EX: credit card, check, cash, etc. If no fee is required, click on the down arrow to select Free of Charge.  This page is displayed so that donations can be entered if needed.
   • Complete applicable fields based on the payment method.
   • Ensure there is a designated allocation selected if receiving payment.
   • If your site is enable for digital signatures, have them sign now
   • Click Update + Print.
8. If the client requires a hard copy, or if you are not enabled for digital signatures, print a copy of the receipt now for them to sign. 

Don’t forget to:

• Take and upload a photo of the animal.
• Enter vaccinations, tests and treatments if administered at the time of intake.
• Print out a Kennel Card.