Volume Client Scheduling Guidelines

Age & Weight Limitations:

• All patients must be 8 weeks old and weigh a minimum of 2 lbs. Dogs older than 6 mos. and under 2 lbs will be considered.
• Dog weight limits:
  • Mobile stations: 60 lbs for females, 70 lbs for males
  • Renton clinic: 20lbs

Appointment Deadline:

• All appointments must be finalized by 12 PM the day before the clinic.
• For ferals trapped after this deadline, please print & complete a Feral Cat Service and Consent Form to bring with the cat in the labeled carrier.
• Non-feral incomplete appointments may be cancelled after the 12 PM cut off.
• No changes to animal names or information can be made after this deadline.
• To minimize confusion at check in, do not bring animals whose names do not match the name the appointment is booked under. Please relay this to anyone transporting animals to and from the clinic such as fosters or new owners.

Rabies Vaccination:

• Rabies vaccination is required by state law for patients 3mos or older.
• If there is no proof of a current rabies vaccination, they will be given a rabies vaccine that costs $15.
• For animals that are current on their rabies vaccine, a copy of the vaccination record must be uploaded for verification.

Client Payment & Paperwork Responsibilities for Owned Animals:

• Volume clients (VCs) are responsible for collecting service fees for patients, unless an owner pays for something directly to us that is not covered by the VC. VCs are invoiced for the costs by the 10th of the following month.
• The VC is responsible for providing all post-operative paperwork to the owners of privately owned animals, including receipts, microchip information, and proof of rabies vaccination.

Differences for Booking Owned/Rescue/Community Cats in the Portal:

Rescues/Shelters: These are animals “owned” by you and do not have a public owner or caretaker. This includes foster pets. DO NOT ENTER VC INFORMATION IN THE OWNER SECTION. The appointment is already under your VC name. Do not enter foster information under ‘Owner” either.

Owned: The Rescue is never listed as the owner under “owned.” This is for public/owned animals. Use this option if you’re transporting an owned pet or the rescue is covering all costs associated with this owned pet. If the owner will be paying, the owner’s information must be entered in the Owner field, so the consent form and payment link will go directly to the owner to sign/pay. The only exception to this rule is if the VC information needs to be used for unhoused or at-risk clients. In that case, you would add only VC contact information under the Owner section.

Community (Feral/Friendly): For surgery timing considerations, we book all ferals female even if sex is known. All feral cats will receive our standard Feral Cat Package which includes: spay/neuter surgery, pain injection, rabies & FVRCP vaccinations, topical flea treatment, and ear tip. Optional services like extra vaccinations or microchipping are available for a fee and are the client’s financial responsibility. Please note the differences in services between Nomadic Neuters and our other clinics.

 

BOOKING APPOINTMENTS THROUGH THE CLINIC HQ VC PORTAL FOR RESCUE/OWNED

**Community Cat/Feral booking instructions are outlined separately below.**

Entering Animal Information:

• Step 1 – Add ALL Animal Information (highlighted areas must be completed). Enter name, weight, age, breed, sex, and color details for all patients to the best of your knowledge.
  • Enter notes as needed (under “Appointment Notes”), medical concerns/conditions, observations, other instructions or requests, information on transporters (who is dropping off/picking up). We can remove any non-medical information in this field at the end of the day.

• Step 2 – If Cat is Owned, click on Owner button top right of the Animal Info Page. Add ALL Owner Information.

 

Entering Packages & Services:

• Step 3 – A surgery package must be chosen for the patient. Please choose a package that is labeled for the clinic you are scheduling with (example: “Renton Cat Package”). Do not remove items from the packages.
• Step 4 – Click on the ‘Services” button and add all optional services needed (i.e. Vaccines, Rabies, Microchip, etc.).
• Step 5 – Sign Consent Forms
  Once scheduling is complete, bulk sign all consent forms in the Volume Client Portal.

**Warning: Once consent forms are signed in the portal, no changes can be made to the patient information or services. Changes can be made at drop off.

BOOKING APPOINTMENTS THROUGH THE CLINIC HQ VC PORTAL FOR COMMUNITY CATS (Feral/Friendly)

Entering Animal Information:

• Step 1 – Add ALL Animal Information – Enter name, weight, age, breed, sex, and color details for all patients to the best of your knowledge.
  • CLICK the button that reads “Is this cat a feral cat?” if it isn’t already clicked.
  • CLICK the button if the cat is also coming in a trap. *We will need to know this in advance for the stations so we can be sure there is enough space to accommodate them.
• Step 2 – Enter owner or caretaker information under “owner”. If the cat/colony, etc. is being managed by a caretaker who is not considered an actual owner, please note that in the Appointment Notes so that we can change it on our end as you are unable to do that in the portal.

We understand that many ferals are trapped late the night before the clinic, but getting the information in the portal is SO much easier for the staff to confirm information and have paperwork ready by check-in making it faster and less confusing to check the cats into the clinic. If this is not possible, please fill out the feral appointment form to give us on-site. This can also be used for stand-by’s or walkups.

• Step 3 – Choose the Feral Cat Package named for the clinic you are booking with.
  For example: Use the “Renton Feral/Community Cat Package” when booking at Renton or “NN Feral/Community Cat Package” if booking with Nomadic Neuters.
  • Add additional services if you wish. You will be financially responsible for the charges associated with these extras.
  • Do not delete services from the packages. Add a note if you need to do this.
  • Enter notes as needed (Under “Appointment Notes”) – medical concerns/conditions, observations, other instructions or requests, information on transporters (who is dropping off/picking up). We can remove any non-medical information in this field at the end of the day.

 

PREPARING FOR THE APPOINTMENT

Carrier labeling:

• Label each carrier clearly with the cat’s name and the VC name.
• If multiple cats look similar, please provide a description of a specific difference between the cats, such as “brown spot on top of head” or “wearing a red collar”.
• All patients must come with 2 clean towels EXCEPT in Renton, where only 1 towel is needed. No hand towels or washcloths. These will be returned to you at discharge.

Cats: Nothing inside the carrier except a potty pad, hand towel or small towel. Carrier must be secure, hard-sided and appropriately sized (no large dog crates, wire cages, etc.) No large towels or blankets, litter, shavings, food bowls, etc.

Feral Cats: No large towels or blankets, litter, shavings, food bowls, etc. in carriers. Hard-sided carriers or traps only. No blankets in traps.

Dogs: Must have a well-fitted collar on.

 

DROP OFF AND PICK UP

SPAY STATIONS – Group drop off and pick up

• • Park and leave patients in the car.
  • Gather near the Spay Station.
  • Drop off: At 8am a member of our vet team will come out to go over pertinent information like discharge time and begin loading patients on board.
  • Pick up: Gather near the spay station. At discharge time, a member of our vet team will come out to go over post-operative instructions and begin returning the patients.
  • Dress for the weather as you will be outside.

RENTON CLINIC – Individual drop off and pick up

• Arrive at 8:30 for drop off for cats, 9:00am for dogs.
• Park and text 425-496-6935 to tell staff you arrived.
• Stay in your vehicle until you are texted to come to the clinic door.
• You can bring the patients with you to the door, but if you have too many to handle at once (or ferals, etc.), feel free to leave them in the vehicle and our staff will help load them into the clinic when we’ve completed the check in process.
• For pick up, follow the same instructions.
• DISCHARGE is at 1pm for dogs, 4pm for cats.
• Dress for the weather as you will be outside.

**Please make sure your transporters know the drop off and pick up instructions for the location they are going to**

 

DISCHARGE & RECOVERY GUIDELINES

All VCs will be emailed post-op instructions as well as all medical paperwork and certificates after surgery. VCs are responsible for giving all this information to owners, caretakers, or fosters.

Owned or Rescue Cats:

• Please refer to the post-operative instructions that are emailed.

Community Cats/Ferals:

• All ferals receive a 24-hr pain injection.
• We recommend and prefer that ferals be released 24 hours after surgery and not be held longer (unless otherwise recommended by the veterinarian) due to stress experienced by confining them – especially if the holder is not familiar with housing/caring for feral cats post-surgery.
• The duration of the pain injection provided could vary due to specific conditions and will be determined by the veterinarian and discussed with the VC for a plan. Holding times may be decreased or extended depending on these considerations.

CLINIC POLICIES

 

COMMUNICATION

• VCs and/or Owners MUST be available by phone on the day of surgery – no exceptions!
• For medical emergencies, medical decisions, and health waivers, if an owner is listed, we will contact them first and the VC point person second. Please remind owners to be available. If it’s listed as YOUR pet or community cat, we will contact the volume client point person, unless otherwise noted.
• For any change to services that will result in additional costs, we will contact the volume client point person to discuss.
• We do not allow transporters to add or subtract any services. Questions will be routed to the volume client point person.
• Please make sure your transporters are aware of the drop off and pick up instructions for the location they are going to.
• If the owner drops the pet off and adds services, they will be responsible to us for any additional fees not covered by the VC.
• If you are running late or have changes day-of, please text the clinic phone numbers below. Your timely communication helps us stay on track with our clinic flow and discharge time.

Clinic phone numbers:
Pierce Spay Station: (360) 926-6711
Renton Clinic: (360) 722-2490
Snohomish Spay Station: (360) 722-0830

For scheduling questions, please contact the scheduler for the clinic location you are booking with:
Pierce: Janis Plumeri – janisp@pasadosafehaven.org
Snohomish/South King (Renton): Melissa Givler – melissag@pasadosafehaven.org
Thurston/Nomadic Neuters: Deborah Tillman – deboraht@pasadosafehaven.org

Partnership questions or clinic issues:
Clinic Manager (Pierce/Thurston/Nomadic Neuters): Jayme Woodman – jaymew@pasadosafehaven.org
Clinic Manager (South King (Renton)/Snohomish): Carolyn Stovall – rentonclinic@pasadosafehaven.org
Director of Pet Services: Shaunessy Jones – shaunessyj@pasadosafehaven.org