Vetting Guide 02/18/10

Vetting Guide
IGCA -- So Tx

Contents
EMERGENCIES 2 HOW TO VET A RESCUE, THE SHORT VERSION HOW TO VET A RESCUE, THE LONG VERSION Selecting a Vet 4 Using a Vetting Foster Using Your Own Vet 5 CURRENT GUIDELINES FOR ROUTINE VETTING What IGCA Typically Pays For What IGCA Will Not Reimburse 6 Treatments Normally Provided by Age of Dog What to do if the Heart Worm Test is Positive or Negative STEPS TO FOLLOW WHILE HAVING THE VETTING DONE All About the Reimbursement Form SAMPLE REIMBURSEMENT REQUEST FORM 9

3 5 6 7 7 8 8

Vetting Guide 02/18/10

EMERGENCIES:
Before one occurs, program the listed contact numbers into your phone.

If an emergency does occur, take a deep breath and try not to panic. Then --

If at all possible, call one of the following before taking any vetting action Robin Weill Thelma Garcia Terry Nirider Kim Bunger 832-875-7342 281-253-3425 281-265-6948
C# 260-609-3733

832-498-6948 Last resort:

H# 260-799-5537

If emergency medical care is immediately critical, or if you are unable to reach any of the above, contact the Approved Vet you have used for routine care for help. If they are not open, use an Emergency clinic. Once the dog is situated and being medically cared for but before authorizing diagnostic or treatment procedures -- you need to let Robin, Thelma or Terry know what has happened. They will consult with the IGCA Rescue Committee both for guidance on how to best care for the dogs medical needs and obtain any necessary financial authorizations. Remember the foster dog is the property of IGCA Rescue and therefore they must be an integral part of what vet care is going to be provided. Once you have advised IGCA Rescue what has happened and you have been given approval to proceed with the vetting, there are some situations that can happen, like a leg break, where you may not have the money to front the bill. Some vets and vet hospitals will bill Rescue directly, but many others will not. CARE CREDIT comes in very handy for that and the ER/Clinics usually have information available to you. It takes about 10 minutes to apply and 5 minutes to be approved.

Vetting Guide 02/18/10

How To Vet A So TX Rescue

The Short Version

When Rescue has scheduled an intake and assigned you as foster You will receive an introductory email confirming your agreement to foster. Choose a vet from the provided list. Notify the Vetting Coordinator of your selection. Do not make any appointments until you have been instructed to proceed. Once your dogs IGCA number has been assigned You will receive an email with a Reimbursement Form & procedures for your specific dog. These will vary, depending on the vet you have chosen. A leash/martingale collar set, Recovery Tag and HW tabs will be mailed to you. Do NOT give the HW tabs until your dog has tested HW Negative by you! Please provide a day collar and use it for the recovery tag. Attaching tags to the ring with a zip tie makes it very easy.

Vetting
Although there will be slight variations, you will Schedule and take dog to appointments with the agreed upon vet Notify Vetting Coordinator of: Scheduled appointment dates so they can be posted to the spreadsheet Appointment results -- core team watches, we really care :0) Totals of all invoices Use the Reimbursement Form provided by Email-Print out a copy to file in the Binder, and another to give it to your vet or use yourself when you are requesting reimbursement for vetting expenses. Be sure to always keep copies of the invoices, even if you use a Direct Bill vet.

Your dog will not be eligible for adoption until all the vetting steps are completed!!!

How To Vet A So TX Rescue

The Long Version

Vetting Guide 02/18/10

For Those with a Burning Desire to Know

1. Select a vet and have him approved by the Vetting Coordinator.

Fosters will receive an introductory email confirming the dogs name. At this time, a vet should be selected and approved by the Vetting Coordinator. (Do not make any appointments until you are instructed to proceed.) Use one of the following methods:

Choose a Vet from those listed on our Google Map

The link can be clicked on in the email.

http://maps.google.com/maps/ms? hl=en&ie=UTF8&msa=0&msid=100859962793352743914.000452f4fe7c407b91f45&z=7

The list on the left side of the map shows the name, status and phone number of each vet. Clicking on an icon or link will show you everything you need to know about using that particular vet. As you will see, there are several categories of vets and they are sorted by Icon Color. In order of ease: Approved Direct Bill Green Teardrop Icon. No estimate required and they will send the bill directly to IGCA Approved Blue Teardrop Icon. No estimate required, foster will have to pay up front and request reimbursement from IGCA. Usually paid in 3 weeks.

Approved w/Exceptions Purple Teardrop Icon. We have lists of their prices, but not all are within rescue price limits. It may be possible to have the dog vetted there depending on what they need. No estimate required, but to use this vet you do have to have specific approval from the Vetting Coordinator for each procedure. In other words, if you use this vet once, dont assume you can always use him for anything. Vet on File trust might be in Specialty Vets Red Teardrop Icon. From time to time, people we hear of vets who sound good and pass along their contact info. These are shown on the map and a foster interested in trying them out if there is no other vet their area. See Choose a Vet Who is New to IGCA Rescue below. Yellow Teardrop Icon. These vets are specialists and only used in emergency circumstances. A foster would never take a rescue to one of these clinics unless specifically instructed to do so.

If You Choose a Vet Who is New to IGCA Rescue

Vetting Guide 02/18/10

Should you choose to use another vet it's a little more complicated for you. We will email you an IGCA Information sheet and a form requesting prices for the vetting procedures we typically use. Please email or take it to the vet you would like to use and ask them to complete it. Often, vets will give a significant discount or even be willing to direct bill --the letter describes IGCA vetting policies and explains the direct bill procedure. Return the form to the Vetting Coordinator. If the prices are in line with Rescue standards you will be given approval. If the vet is willing to provide those prices to other rescue fosters, we will add the clinic to our Approved list. If the prices are too high, return to Choose A Vet Who is New to IGCA Rescue and start over - or

If You Opt to use a Vetting Foster

Fosters who do not have convenient access to an Approved Vet may be able use a Vetting Foster. We have a few fosters who have access to one of our Approved Direct Bill vets and could care for your dog long enough to get his vetting done. This will be arranged on a case by case basis, and you would be responsible for transporting the dog to and from that person and making sure you get copies of all invoices so you will have them for the dogs file.

If You Use Your Preferred Vet Even Though Prices are Unacceptable to Rescue
From time to time, a foster feels very strongly about using his personal vet even though their prices are more expensive than IGCA can allow. If the foster is willing to be responsible for any amounts over So TX averages, we will grant authorization. Prior to treatment, we will provide you with the amount IGCA will cover and ask you to agree, in writing, to cover the balance.

2. Current Guidelines for Routine Vetting

Typically, IGCA provides the following for all rescues:

Vetting Guide 02/18/10

Fecal -- if the dog came from a shelter or environment that put him at risk. HW test always given unless we have vet documents proving they were done. Rabies DAPPV -- Not DHLPP. IG's should not have Lepto! Even if you are using an Approved Vet, dont depend on the vet to remember this making certain that the dog receives approved treatments is the responsibility of the foster. Neuter/Spay We prefer not to do vaccs at the same time as surgery Dental Normally, if the dog is also having a neuter or spay done, schedule at the same time.

IGCA will NOT reimburse for:

Bordetella -- From time to time, fosters request permission to have the bordetella shot administered to dogs in their care. Because the vet they choose requires it or they feel it will help protect their own dogs, they are willing to pay for a bordetella shot out of pocket. There are risks with any vaccine, so this is not recommended. However, if the foster will sign a waiver agreeing to be responsible for the cost of the vaccine and any vet expenses that might result from a complication, permission will be given. Fluoride or Oravet Treatments Nail Trims or Ear Cleaning Flea Prevention/Treatment products Unauthorized Blood work or X-rays

Who Gets What When

The email you will receive when your dogs official IGCA number is assigned will list the procedures your specific dog needs. Below are the criteria we go by. Under 4 months: Exam, Fecal (however if they are eating well, good weight/coats and normal stools its not absolutely essential), 3 rounds of Puppy shots at 8, 12, 16 wks, (need at least 3 weeks between injections and the last at or after 16 weeks). Begin HW tabs immediately, preferably by 8 weeks. The Iverhart dose is

Vetting Guide 02/18/10

7 completely safe. (If the dog is still in your care at 4 months, remember to take him in for rabies, at 6 months schedule the neuter or spay.) Between 4 and 6 months: Exam, Fecal, Rabies, DAPPV (Not DHLPP. IG's should not Have Lepto! Make sure your Vet does not put that in their shots!). Begin giving HW tabs immediately. If the dog was a stray or came from a breeding environment we typically request a Brucellosis test -- this is done only with specific instructions to do so. (If the dog is still in your care at 6 months remember to schedule the neuter or spay.)

6 months & older:

Exam, Fecal, Rabies, DAPPV (Not DHLPP. IG's should not Have Lepto! Make sure your Vet does not put that in their shots!). If the dog was a stray or came from a breeding environment we typically request a Brucellosis test -- this is done only with specific instructions to do so. Neuter/Spay and Dental, if needed. (Warning: some vets are adding Fluoride or Oravet tx to dental -- IGCA does not reimburse for those). If the dog needs both surgeries, ideally these should be scheduled at the same time; consult your vet. Most importantly, request a Heartworm Test. If the dog tests HW negative Start giving him the HW tabs immediately. If your dog tests HW positive Ask your vet to describe the severity and what treatment he recommends. Before scheduling any appointments, involve the Vetting Coordinator, who will consult with other committee members. Generally, the dog will receive his vaccinations and any surgeries needed before beginning the treatment for HW. DO NOT give the HW tabs unless your vet tells you to do so as part of the scheduled HW treatment.
Note From Thelma: I wish everyone would realize that it is a good idea to hang around the vets office for a few minutes after their pet is vaccinated. A dog that has had no reaction one time could very well start swelling up from the same type vaccine the next time it is administered. Since a puppy in Indiana (my dogs granddaughter) died on the way home from the vet, I am very careful to stay in the vets office until I am sure there will be no reaction. Keep Benadryl on hand at home just in case. Your vet can tell you how much to administer in an emergency.

3. Have the Vetting Done

Schedule the procedures with the agreed upon vet, and notify the Vetting Coordinator. Just send a quick email so it can be posted on the spreadsheet. Committee members use this to track all stages of the rescue process, so we try to keep it as current as possible.

Vetting Guide 02/18/10

If using an Approved Direct Bill vet, give the Reimbursement Form to the vet and remind the office to attach it to their invoice. You were sent this form as an attachment to the email that informed you of your dogs IGCA number. The vet should use it as a cover for an itemized invoice for this dog only and Snail Mail both to Kim Bunger 1867 S. 4th St. Albion, IN 46701. Get copies of all invoices for the dogs file (black out personal information, because these will be passed along to the adopter). Notify the Vetting Coordinator of appointment results and the final cost. Another quick email the Vetting Status column will be updated and the cost added to the dogs dollar total. When all the vetting is done, we move his file to a Vetting Completed folder (thats fun) and mark him Completed on the spreadsheet. At that point, he is considered Ready for Adoption, at least from a vetting perspective. If you have used a vet who does not Direct Bill, apply for reimbursement. In this case you will use the Reimbursement Form yourself. Fill it out, attach it to the invoices and send to Kim Bunger 1867 S. 4th St. Albion, IN 46701.

This form will be emailed to you along with vetting instructions. By the time you receive it, we will have received the dogs official Rescue Number, you will have selected a vet and we will have ascertained what vetting your dog needs. Therefore, much of the form will already be completed when you receive it. All that will remain to be done is write in who the Reimbursement should be mailed to (you or a vet), list the invoices and attach them to the form. Be sure to always file a copy of the form and the invoices in the Portfolio!! All the Blue Typed information will be filled in correctly on the form you receive.

SAMPLE Reimbursement Form

IGCA Reimbursement Request

Vetting Guide 02/18/10

This form represents SoTX IGCA approval for treatments listed and will be brought into the vet by the foster. It is to be used by whoever is submitting the invoice for reimbursement. After completing, please attach this form to an itemized invoice for this dog only and mail to:

Kim Bunger 1867 S. 4th St. Albion, IN 46701

Name/IGCA #: Date in Rescue: Foster Info:

X X X

Vetting Needs (Estimate from):

For appointments or general questions about the dog or his care, please contact the foster. For Treatment Authorizations call:

Terry Nirider, So Tx Vetting coordinator (832-498-6948) or if unavailable,

Robin Weill (832-875-7342) * So TX Reps * Thelma Garcia, 281-253-3425

Send Reimbursement to:

_______________________________

Summary of Attached Invoices

Date/Description of Treatment ___________________________ Amount paid by Fosters (if applicable) Total to be paid by IGCA

$ minus $ $

______ ______ ______

Reminder: IGCA has approved DAPPV (no Lepto) and cannot reimburse for Bordetella, Fluoride or Oravet treatments, nail trims, ear cleaning or flea treatments. We are required to get authorization for all blood work, and Xrays.