Bite Quarantine: Add Bite Scratch Incident

Some areas have laws governing strict protocols that must be followed when an animal bites or scratches either a human or another animal. This process takes you through how to add a Bite/Scratch Incident to an Animal's file. 

Note: Shelter Buddy can only fully record incidents where an animal bit or scratched a human. It is not currently equipped to record incidents where an animal bit or scratched another animal, but this walk-through will offer some workarounds for that instance. 

To add a Bite/Scratch Incident:

1. From the Welcome/Search page, use the Animal Search fields to find the file for the animal involved in the incident.
2. Once the Animal Details page loads, look for the link Add Bite/Scratch Incident in the right hand Animal Menu. (NOTE: this page has a history link)
3. Click the link to open a new bite/scratch incident. 
4. When the Biting/Scratching Animal Information page loads, you will notice that the top of the page includes basic information on this animal. At the very top on the left, you'll see a heading for Bite ID. This will be populated automatically once the page is saved. 
5. Type of incident: Select from the multi-select list the form the incident took (e.g. Bite, Scratch, Severe Bite etc.). Hold the Ctrl and click to select multiple options from the list. 
   • Options for this list are added via Administration > Edit Drop Down Lists > Edit Bite Incident Type. This is a quick entry screen, so simply type into the text box and hit your Enter key to add items to the list. 
6. Incident occurred in: Click an option to select. These options are static. 
   • Public indicates the incident occurred outside of your organisation's control
   • Shelter indicates the incident took place while the animal was in care. 
7. Animal Came in as: Click an option to select. Indicates if the animal has come into care or was in care (and if so, what type of intake) or if the file is for notification only: e.g. if the animal is doing quarantine time in the home and was not taken in at all. 
8. Date of Incident: Click to select the date/time the bite/scratch incident actually occurred.
9. Date Reported: Click to select the date the bite/scratch incident was reported to your organisation. This is usually the same as above but not always. 
10. Received by: Begin typing a name into the text box and it will offer an auto-suggestion list of individuals eligible to receive this type of report. NB: these are not necessarily Shelter Buddy users. 
    • Options for this list are added via Administration > Edit Drop Down Lists > Edit Bite Reported By. This is a quick entry screen, so simply type into the text box and hit your Enter key to add items to the list. 
11. Victim Details: This section records the information relating to the person who was bitten or scratched. 
    • Person Bitten/Scratched: Click to select one of the following options:
      • Owner - this option indicates the person who is currently linked to this animal. It will display the person in question, which (if the animal is in care) may not be the legal owner of the pet. Use this option only if the person currently linked to the pet is the one who was bitten/scratched. 
      • Staff - this option will trigger a mini-search page which allows you to search for a Shelter Buddy user and link that information to the incident report. 
      • Person ID - this option offers a text box to enter a Person ID number. The page will search using this number and link the person to the incident accordingly. 
      • Other, specify - this option deploys free text fields where you can record information such as the bite/scratch victim's name, date of birth, phone number(s) and address. This is used if the person does not exist on your database in any way and there is insufficient information to enter them, but obviously, you still need to be able to contact them with the result of the quarantine if required. 
    • Part of body bitten/scratched: This is a free text field for you to enter a descriptive term to identify where the person was bitten (e.g. hand, forearm, foot, thigh etc)
    • Primary Care Physician Name*: Enter the name of the physician who treated the victim in the first instance. They may need to be contacted with the results of the quarantine, so there is a space to enter a contact phone number also.
    • Treating Physician Name*: Enter the Victim's personal physician here. This may or may not be the same as the above. They may need to be contacted with the results of the quarantine, so there is a space to enter a contact phone number also.
      • *If these are the same, you need only enter one. The fields are not mandatory.
    • Clinic: If the Victim was treated by a clinic (and they aren't sure which physician treated them) you can record this information here.
    • Victim notified of Quarantine outcome:  Date box to record the date the victim was notified of the outcome of the quarantine. This can be left blank when first entering this form, or if it suits your processes better, you can forward enter the date they are to be notified. 
    • Has Received Medical Attention: This simply confirms if the Victim sought medical attention or not. If the bite/scratch was not serious, they might opt not to, pending the result of the quarantine. 
12. Parent/Guardian Details: This section is used to record information of a parent or guardian if the person that was bitten or scratched is underage or "impaired" (for want of a better term) in such a way that a guardian is required. The field will default to None, as in most cases the Victim will be an adult capable of managing their own affairs. However, two other options are offered. Simply click one to change from the default. 
    • Owner: This option is used if the Victim is the dependant of the person currently linked to the animal. The field will also display a short summary of this person (Person ID number and Name) so you can check if this is appropriate. 
    • Other, specify: as before, this option deploys free text fields where you can record information such as the bite/scratch victim's name, date of birth, phone number(s) and address. This is used if the person does not exist on your database in any way and there is insufficient information to enter them, but obviously, you still need to be able to contact them with the result of the quarantine if required.
13. Owner Details: The owner of an animal is not necessarily the one bitten or scratched and, if the animal is in care, may not be the one currently linked to that pet either. This section offers a place you can specify the details of the owner's animal. 
    • Owner: Click to select this option if the Victim is the dependant of the person currently linked to the animal. The field will also display a short summary of this person (Person ID number and Name) so you can check if this is appropriate. 
    • Other, specify: as before, this option deploys free text fields where you can record information such as the bite/scratch victim's name, date of birth, phone number(s) and address. Click to select this option if the person does not exist on your database in any way and there is insufficient information to enter them, but obviously, you still need to be able to contact them with the result of the quarantine if required.
    • Owner Notified of Quarantine Outcome: Click the calendar box to enter a date. This can be left blank when first entering this form, or if it suits your processes better, you can forward enter the date they are to be notified. 
    • 24 hour Notice Issued: Indicates if a notice period has been issued.
    • Animal Vaccinated against rabies: In countries affected by rabies, it is vital to record whatever information is available regarding whether or not the animal involved in the bite/scratch incident was vaccinated against this disease. Click a radial button to indicate if this information is known or unknown.
    • Vaccination date: If the animal is vaccinated against rabies, enter here the date the vaccination was administered, and when it is valid until (Expiry Date). 
    • License(Registration) Number: If applicable, enter here the pet's license number (variously called "registration", depending on local settings). This field does not auto-populate, even if the information is recorded on the Animal Details page. 
      • Use the Calendar icon to select the date the license is to expire. Again, this does not auto-populate, even if the information is recorded on the animal's file. 
14. Place Incident Occurred: This section allows you to record the exact location the incident took place.
    • Owner's Residential: Select this option to populate the Address fields with the details from the Physical Address field drawn from the file of the person currently linked to the pet.
    • Other, specify: If the incident occurred anywhere other than that location, apply this option and manually enter the details of the incident location. 
15. Incident Details: This section is used to record the specifics concerning how the bite/scratch incident occurred in the first place. The idea of many of these sections is to determine if the bite/scratch was justifiable in the eyes of the law and to collect evidence towards whether or not the animal should be declared dangerous or threatening, pending the result of the quarantine. It can also provide some insight into the animal's general health, which can provide medical clues also. It is designed as a multi-select section, so you can tick as many as apply to the case at hand, and multiple free-text boxes are provided to enter supporting information where applicable. 
    • Person was a stranger to the animal: This option should be applied if the person was not previously known to the animal at all (they had never met). 
    • Animal was protecting food, bones, toys, etc: This option should be applied if the bite/scratch incident occurred when the pet was eating or playing with a particular item or if the animal seemed to be guarding an item for any reason. 
    • Animal was frightened: If the animal displayed fearful behaviours prior to the bite, this option should be marked and details entered in the text box below.
      • If so, afraid of what?: Enter into this text box information regarding why you felt this animal was afraid at the time of the bite/scratch. 
    • Animal was in pain: If the animal was injured or trapped, this information can be captured here. 
      • If so, from what?: Enter here the reason you feel the animal was in pain at the time of the bite/scratch. 
      • Where was the animal hurt?: This text box can be used to describe any injuries visible on the animal. This can also be used to record specific injuries in the case that the animal was injured by another animal in the case of animal-to-animal incidents.
    • Describe the events that preceded the injury: This text box is used to record the events that preceded the incident. 
    • Animal has a history of biting/scratching: Mark this box if the animal is known to have bitten or scratched before. 
    • Describe the events that preceded previous bites/scratches: If known, enter any information that led to previous bite/scratch incidents. 
    • Comments: Any additional comments on this event can be entered here. This field can also be used to record the Animal ID number and relevant descriptions of any other animals involved in the instance in the case of animal-to-animal incidents.
16. Quarantine Information: This section is used to detail the specifics of the quarantine itself if this is required. Some information may or may not be relevant depending on your local laws, so you need only enter whatever is relevant to your processes. It is designed to be returned to and updated periodically, so don't feel all of it needs to be entered right away as that may not be possible. 
    NOTE: these fields are not reportable, they are simply used to record information which can then be printed and referenced from there on a case by case basis.
    
    • Date Quarantined: Click the calendar icon to record the date the quarantine period commenced. 
    • Type of Quarantine: Click the down arrow to select an option for where the animal will be staying for the duration of the quarantine. 
    • Quarantine comments: This is a free-text field you can use to record any relevant information relating to this quarantine, e.g. treating veterinarians, clinic information etc. 
    • Disposition: Click the down arrow to select the outcome for this pet at the end of the quarantine. 
    • Disposition Date: Click the calendar icon to record the outcome date for the pet. This may or may not be the same as the date the quarantine is to end. 
    • Interim Quarantine Check Due: Click on the calendar icon to select a date to check in with the animal's progress part-way through the quarantine period. 
    • Interim Quarantine Check Due Comments: Enter here any comments relating to what may need to be checked at this time.
    • Interim Quarantine Check Completed: Click the calendar icon to select the date the interim check was completed.
    • Interim Quarantine Check Completed Comments: Enter any information relevant to the result of the interim check that was discovered on its completion into this free text box. 
    • Quarantine Release Due: Click the calendar icon to select the date the quarantine period is to end.
    • Quarantine Release Due Comments: Enter any information relevant to this animals release from quarantine that may be relevant before finalising. 
    • Other Notes: this is a free text field where you can add any additional notes if desired.
    • Checkboxes: at the bottom of this section are a series of checkboxes you can tick to identify different information relating to the length and type of quarantine the animal is subject to and whether or not the organisation was notified of the results. You can tick all that are applicable at any time, or change the items selected at any time by clicking to un-tick an option. History will be saved and visible on previous versions of the form (similar to Behaviour Assessment History). 
17. Laboratory Details: This section is to record specifics of animals that are quarantined subject to very specific legalities (usually relating to rabies), where it becomes necessary to record information on laboratory tests. 
    • Collection Date: click the calendar icon to select the date specimens were collected for laboratory testing. 
    • Animal Submitted for Rabies Testing: click this box to identify that the animal itself (usually deceased) was sent to the laboratory for testing.
    • Date Animal Submitted for Testing: click the calendar icon to select the date the animal was submitted for testing. 
    • Lab Submitted to: Enter the details of the laboratory the specimen(s) were submitted to into this free text field. 
    • Results expected: Click the calendar icon to select the date you expect to receive the results of the laboratory tests. This can help you follow up with them if required. 
    • Result: Click the down arrow to select an option from this drop-down box to identify what the result of the test was. 
    • Report Number: Test results usually are delivered with a report number for the Health Commissioner. Enter the number from the report into this free text field. 
    • Date Results Received: Click the calendar icon to select the date the results were actually received. 
    • Date Reported to Health Commissioner: Click the calendar icon to select the date all relevant information was submitted to the relevant health authority. 
18. If your site is set up for Digital Signatures, an option for the owner of the animal to sign the form will be available here. Follow the process for Signing from a Tablet to proceed. 
    *Any signature collected will be visible on each subsequent update of the form, so you will need to determine at what point it will be appropriate to collect the signature for your internal protocols. 
19. When the form is complete (for now) click Update Details to save the information. Each time the form is saved, it overwrites previous information for that incident in history. 
20. The Information page will display: Print if required. 

Once added, a bright yellow banner will display at the top of the Animal Details page whenever the page is loaded, warning of a Bite Scratch Incident and offering a link to the Bite Scratch Incident history pop-up page. 

To go back and review or update details at any time, locate the Add Bite/Scratch Incident link in the Animal Menu and click the (H[#]) link (where # = the number of bite incidents saved for this animal). Click Edit against the incident you wish to update from the pop-up that will deploy and the desired Bite/Scratch Incident page will load. 

Additional Tips: 

 - For animals that were in care when the bite/scratch incident occurred, or to make it easier to track when Interim Checks are due or when the quarantine time is due for completion, you might find it helpful to use the Put Animal On Hold process. 

This will not only allow you to report on the stages of the quarantine hold more conveniently, but it will also display a bright yellow banner at the top of the page to alert users.

For more information on the Put Animal On Hold process, click here.

- Although Shelter Buddy currently does not have the capacity to reference multiple animals involved in the same Bite incident, with the exception of the text fields referred to above (see Incident Details), a workaround might be to link the animals as Bonded Pairs within the Bonded Animals link. This will at least offer a way to easily identify all animals involved in that incident so you can more easily move from one file to the next. 

For more information on the Bonded Animals process, click here. 

Reporting

Report 620 Bite Quarantine Status Report: This report lists the animals that had the status of Bite Quarantine during the date range specified.

Report 114 DOH Bite Cases: A list of all bite case animals. This was a custom report, so if it does not exist on your site please contact support@shetlerbuddy.com