Download Kennel Assistant Department Meeting

11/12/15 Kennel Assistant
Department Meeting
WEDNESDAY, NOVEMBER 11, 2015 – 8:30AM
Accountability
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There will be an increased sense of accountability for all employees.
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All employees play a very valuable role in the hospital’s day to day
operations, thus it is important that we all complete our daily tasks
thoroughly and efficiently. When those tasks do not get completed, then
those responsible must be held accountable.
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It’s okay to make mistakes!
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Remember that you are in control of your happiness!
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“Weakness of attitude becomes weakness of character.” –Albert Einstein
1 11/12/15 Teamwork
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The clinician on each shift is responsible for leading the shift.
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When it is slow in your department, always ensure that assistance is
offered/provided in other departments.
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Regardless of department delineation, we are all one hospital and need to
work together to achieve the common goal of providing optimal patient
care.
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Working efficiently and with a sense of urgency is key.
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“Talent wins games, but teamwork and intelligence win championships.”
–Michael Jordan
Clocking In/Out & Personal Belongings
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Clock in times
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ECC/IM staff: 10 minutes prior to the scheduled start time of your shift
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All other staff: 5 minutes prior to the schedule start time of your shift
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Personal belongings must be unpacked prior to clocking in and packed up
after clocking out.
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Cell phones must be stored in your locker, they should not be on the floor
unless there is an extenuating circumstance that is approved by Joe or
Debbie.
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Drinks must be in spill proof containers
2 11/12/15 Absence & Tardiness Policy
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Attendance and punctuality are important factors for your success within
our practice. We work as a team and this requires that each person be in
the right place at the right time.
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The absence and tardiness notification policy must be utilized in the event
that you are unable to make it in for your shift or are running late.
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If you call out, you will be required to use any available PTO for your
absence (double on a holiday).
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If you have 2 call outs during the span of 6 months, you will face
disciplinary action up to and including discharge.
Uniform Policy
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Ensure that your scrubs abide by the policy.
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All scrubs must have your first name embroidered on them; this must be
completed by Monday, November 30, 2015. A date can be coordinated
with Carol.
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Be festive for the upcoming holidays!
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Crocs with holes are not permitted, they are an OSHA violation.
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It’s getting cold outside! Remember that you are allowed to wear a gray
fleece (SFVC or generic), but other outerwear is not permitted.
3 11/12/15 Utilization of Downtime
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Downtime must always be used productively.
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Downtime duties include, but are not limited to:
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Technical training
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Assisting in other departments
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Cross training
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Cleaning and/or stocking
Training Checklists
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The purpose of the training checklists is to ensure that all employees have
received the proper training so that they are, in return, adequately trained
to complete their job.
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The purpose of the training checklist is not to get all of the blocks signed off
on as quick as possible.
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All employees are responsible for submitting their checklists by the predetermined deadlines. Remember that the deadline does not change
based upon the shift that you work.
4 11/12/15 End of Shift Checklists
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Excellent job completing the end of shift checklists!
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The objectives are to complete and document that all duties have been
completed by the conclusion of the shift.
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The items must be completed prior to being signed off on.
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If an item is signed off on as completed, but is left incomplete, whomever
signed off will be held accountable.
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All employees of the shift are responsible for ensuring that the checklist is
completed, thus everyone will be equally accountable if it is not
completed.
EOSR Reminders
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Feces should be frequently removed from the yard.
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Surgical laundry should be washed first and should not be washed with
any other laundry. Once it is complete, it should be lint rolled and folded in
the surgery suite.
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All Kennel Assistants must be familiar with how to handle/clean surgical
instruments and wrap surgical packs.
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8a/p tasks need to be completed prior to the shift change.
5 11/12/15 Treatment Conversations
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Please be cognizant that the treatment room is a relatively open area, in
which clients in the exam rooms and hallway can overhear conversations.
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All conversations must be appropriate for the workplace, especially when
they are occurring in open forums.
Meeting Etiquette
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Arrive on time for meetings; walking in late is disruptive and causes
distractions to the speaker and the audience
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No admittance after the door is closed
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Ensure that you have everything that you’ll need before the meeting
commences
6 11/12/15 Clients, Patients & rDVMs
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Clients
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Appearance
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Language barriers
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Financial status
Patients
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Care/caution
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Unkempt appearance
rDVMs
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Treatment methods/techniques
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Medical records
Financing Options
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Wells Fargo Health Advantage
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CareCredit
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EZPay Advantage
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PaymentBanc
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Angels for Animals
7 11/12/15 Patient Identification
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All patients (including employee pets)
must have identification on their cage,
even if the pet is just being held in the
back for diagnostic testing
Medical Records
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It is imperative the proper spelling, grammar and punctuation are used in
the medical records at all time.
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Abbreviations must be universally known and accepted.
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Medical terminology should be used whenever possible (i.e. hematuria
instead of bloody urine).
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The subjective portion of the SOAP note is just as important as the rest of
the note, therefore, we must ensure that an adequate history has been
obtained and documented).
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For referral cases, please ensure that the rDVM is documented properly.
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Medical records are legal documents, therefore, if it is not documented,
then it did not happen. Client communication notes are equally important.
8 11/12/15 Consent Forms
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Consent forms must be filled out in their entirety.
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Ensure that all consent forms are scanned and attached in a timely
fashion.
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Please refrain from using the consent forms that are in VIA; the current
versions are available in the share drive under “SFVC Forms”. When new
copies are needed, they should be printed instead of copying them.
Deceased On Arrival (DOA)
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Patients that present DOA and the client elects cremation must be
charged for:
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Emergency fee ($30)
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Cremation selection
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Premium product selection (if applicable)
9 11/12/15 Pet Memorial Remains
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When the client is informed that their pet’s remains have been returned,
this must be noted in the file as a client communication note.
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Example: (12:46PM 11/1/15 Joseph DeFulio, LVT) LMOM to inform client that
remains have been returned and are ready to be picked up.
When a client comes to pick up their pet’s remains, the pick-up must be
documented in VIA (the same communication note as above, assuming it
has not be signed off on).
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Example: (1:23PM 11/2/15 Joseph DeFulio, LVT) Client picked up remains and
clay paw print.
Cash Drawer Reconciliation
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The cash drawer needs to be reconciled three times daily (morning,
afternoon and evening).
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Please ensure that the cash drawer reconciliation form is completed in its
entirety.
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When errors are adjusted in VIA, be sure to document on the report the
changes that have been made.
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Remember that whomever is closing the drawer is responsible for making
sure that all of the required information is documented (i.e. last four digits
of the credit card).
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If you would like to receive additional training, please see Joe or Erin.
10 11/12/15 Cubex
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All new patients must be added to the
Cubex at the time of check-in
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All external items must be logged out of
Cubex
ICU Lockbox
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The ICU lockbox is now kept locked for security purposes. There is one
designated key holder per shift that has access to the lockbox; that
employee should not hand off the key to anyone else (aside from a
clinician).
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There is now a cycle count sign off sheet for the controlled dangerous
substances (CDS) that are house in the lockbox in the ICU. It must be
signed off twice daily (shift change) when the key is being handed off.
11 11/12/15 Emergency Station
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Must remain set up at all times
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Crash cart
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Defibrillator (monophasic; should be plugged
in at all times)
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Multi-parameter monitor (ECG, NIBP, SPO2,
ETCO2; should be plugged in at all times)
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Oxygen (should be plugged in at all times)
and masks
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Fluid pump (Heska)
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Step stool (for CPR)
Boarder Tasks
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All patient belongings must be labeled appropriately and documented on
the cage card and in the patient’s file (items and location that they can
be found).
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All tasks must be completed when the patient is admitted (i.e. nail trims).
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If a patient needs a bath/groom, this should be added to the grooming
schedule and performed as close to the date of discharge as possible.
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When a patient is on medication, the name, strength, does, route of
administration and frequency must be documented.
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Ensure that feeding instructions are clear (1 scoop vs. 1 cup).
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If pre-packaged meals are sent home, please be sure to explain to the
owner why so that they do not assume that we skipped a feeding.
12 11/12/15 Reviewing Invoices
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Invoices should be reviewed by the conclusion of each shift
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Ensure that charges accurately reflect the services that have been
rendered
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If you notice a charge on the invoice that you are unsure of, please
investigate it
Boarding Fees
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Regular Boarding
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Boarding with Medications
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Healthy pet that is on a supplement (i.e. glucosamine, vitamins,
ear medications, etc)
Medical Boarder
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Healthy pet with no medications
Pets that have a serious underlying medical condition (i.e.
Diabetes, epilepsy, CHF, etc)
Fees should be charged each day at 12:00PM
13 11/12/15 Daycare Fees
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Pre-purchased packages
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12 sessions per package & 20% discount on total cost
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Ensure that sessions are clearly documented in the note and
the invoice
Boarding with daycare (no package)
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Boarding with daycare (with package)
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Specific code in VIA
20% off of the boarding fee per day
Remember that the first session of daycare is always free!
Daycare
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Begin promptly at 9a
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Be interactive with the patients
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Books
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Cell phones
KRHS students will be assisting in interacting and socializing with the pets
14 11/12/15 Department of Diagnostic Imaging
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Matthew Gutman, DVM, ACVR Post-Trainee
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Mon-Thurs 8a-6p
Megan Farrell, RDMS
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Tues-Fri 8a-6p
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Intermittent availability on weekends
Ultrasound Pricing
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Inpatient: $395
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Outpatient: $450
Radiology Reviews
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All GP, ES and specialty radiographs must be sent for review (aside from
post-procedure).
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The price of the regular review is incorporated into the cost of the
radiographs.
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Please avoid adjusting the cost of the radiographs and subsequently not
sending them out for review.
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The studies should be submitted as soon as they are completed. Ensure
that a history is obtained from the DVM.
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Radiographic technique feedback will be forwarded on to whomever
assisted in obtaining the study.
15 11/12/15 New GP Schedule
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SAH Hospital hours
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Mon-Fri 8a-8p
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Sat 8a-2p
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Sun 9a-12p
Appointment Times
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Mon-Thurs 8a-8p
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Fri 8a-5p
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Sat 8a-2p
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Sun 9a-12p
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There is a hybrid doctor each day with gaps in between
appointments to provide time for emergencies and
management of hospitalized patients.
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Exam Room Nurses are now assigned to specific roles
(doctors, floats, cardiology, etc); whomever is assigned
to that role is responsible for ensuring that all of the
duties that are associated with it have been
completed.
Rabies Protocols
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Detailed rabies protocols can be found in the rabies binder (red binder
stored in the treatment room above the holding cages) and in the share
drive under “RABIES”.
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If, after reviewing the protocols, there is ever a questions as to whether a
patient needs to be tested or not, please contact the NJ Department of
Health (emergency line available for nights and weekends).
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If a patient bites a human or animal within ten days of being euthanized, it
must be tested for rabies, regardless of vaccine status. The rabies request
for examination form must be completed in its entirety, attached to the
patient’s file, and must accompany the specimen (on the outside of the
box). This form can be found in the rabies binder and the share drive.
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The specimen must be stored in the refrigerator!
16 11/12/15 Bite Exposures
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We are legally obligated to report all human bites to the Gloucester
County Health Department (patient-client, patient-employee, patientanyone).
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If the bite occurs at the hospital, the client must be informed of the
incident before they leave! They must also know that a representative from
the health department will contact them within 24-48 hours. If the patient is
being euthanized, rabies testing must be discussed with them.
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The animal bite exposure report (located in the rabies binder and in the
share drive) must be completed in its entirety and faxed to the health
department. The original form should be put in Joe’s mailbox.
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If an employee sustains an injury, Joe & Debbie must be notified ASAP.
17 11/12/15 Employee Discounts
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Employees are not allowed to carry a balance; all amounts owed must be
paid according to the same payment policies as our clients. Failure to pay
balances in a reasonably timely manner according to stated policies as
indicated herein may be cause for discharge.
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Up to $250 – must pay in full within 30 days
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$251-$500 – must pay in full within 90 days
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$501-$1,000 – must pay in full within 6 months
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>$1,000 – Must speak with Human Resources
Semi-Monthly Pay Calendar
18 11/12/15 Workman’s Compensation
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All work related injuries are to be report to the Practice Manger and the
Human Resources manager within 24 hours.
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Reporting a claim
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Report to the Practice Manager
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Report to the Human Resources Manager
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Follow bite report protocol if bitten
Workman’s Compensation
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If you seek treatment without speaking to the Human Resources Manager,
you will be required to pay for any prescriptions out of pocket at the time
of the purchase. You will be reimbursed once you provide the receipt and
patient information sheet attached to the prescription.
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If you have reported the injury to the Human Resources Manager before
seeking treatment, you will receive a temporary prescription card via
email. You will present this to the pharmacy.
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When you arrive at the treatment center, you must inform them you are
there for a work related injury and provide them with my contact
information:
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Debbie Burgos, Human Resources Manager
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Email address: [email protected]
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Phone number : 856-467-0050 ext 143
19 11/12/15 Employee Resource Website
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Please be sure to visit and become familiar with our new resource website:
www.saintfrancis.org/employee-resources
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On this site you will find a plethora of information, including, but not limited
to:
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Hospital policies (digital handbook)
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Benefit information
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Educational resources
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Troubleshooting
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Meeting minutes
Upcoming Continuing Education
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Thursday, November 12 , 2015 – 12:30PM – Front Staff Training
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Thursday, November 13, 2015 – 7:00PM – Back Staff Training
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Tuesday, November 17, 2015 – 12:30PM – Front Staff Training
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Tuesday, November 17, 2015 – 7:00PM – Back Staff Training
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Thursday, November 19, 2015 – 1:00PM – RECOVER Lecture
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Thursday, November 19, 2015 – 6:30PM – RECOVER Lecture
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Monday, November 30, 2015 – 1:00PM – Bayer Lunch and Learn
20 11/12/15 Questions?
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“Start by doing what is necessary. Then what is possible. And soon you are
doing the impossible.” –Saint Francis of Assisi
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