TO THEIR RESCUE (TTR) User Guide

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  8. Adding & Managing Vaccinations

Adding & Managing Vaccinations

TTR provides tools to record vaccinations given to the animals in your care and to set and view reminders for the dates those vaccinations are due again. (Note: The procedures for setting, viewing, and clearing reminders are explained in a separate REMINDERS section.)
This page describes the following procedures:
  • Adding One or Two New Completed Vaccinations for an Individual Animal
  • Adding One or Two New Completed Vaccinations for Multiple Animals at the Same Time
  • Editing Details of a Completed Vaccination
  • Deleting a Completed Vaccination Record

 

Adding One or Two New Completed Vaccinations for an Individual Animal

1. On the TTR Home screen under Modules, click Animals to open the Manage Animals screen.

2. In the center grid, locate the animal that received the vaccination and select the record by clicking the cell at the farthest left on the row containing the animal’s information.

3. On the right side of the screen in the “Choose an Action” dropdown list, select Vaccinations to open the Manage Vaccinations screen.

                                                                                                      

IMPORTANT NOTE: This screen has a dual purpose:
   (a) Manage records of completed vaccinations, allowing you to view, edit, and delete them (covered on this page); and
   (b) View, set, and manage vaccination reminders (covered in the REMINDERS section).

4.Click the Add New Vaccination button () to open the Record Vaccination(s) screen.
                                                                                                      

The data in the “Vaccines in Shelter Inventory” grid on the left is drawn from the table established during system setup for Creating & Managing Vaccines in Inventory. When you select a vaccine in the grid, the action automatically populates the relevant information in the fields in the active section on the right side of the Vaccination screen.

5.In the 1st Vaccination section, enter the Kind of vaccine by using one of these three methods:

(a) Select a vaccine from the “Vaccines in Shelter Inventory” grid on the left by clicking the leftmost cell on the row containing the vaccine details.
OR
(b) Click the down arrow in the Kind field and select from the list of vaccines you created during system setup for Creating & Managing Vaccination Types.
OR
(c) Type the name of the vaccine in the Kind field if it doesn’t appear in the drop-down list or in the “Vaccines in Shelter Inventory” grid. (Note: Any vaccine you enter manually in the Kind field is not automatically stored in the Vaccines table for future selection. If you want it to appear in the drop-down list in the future, don’t forget to follow the procedure for Creating & Managing Vaccination Types. If it’s a vaccine you store in inventory, follow the procedure for  Creating & Managing Vaccines in Inventory to add it to that list instead.)

6.In the Vaccination Date field, type the month, day, and year the vaccination was given or use the Date Picker to select the date. (Note: For vaccinations, the system will accept only today’s date or an earlier date.)

7.In the Clinic field, type the name or select one from the drop-down list that was created from the PCO records for companies or organizations for which you selected the “Animal Clinic or Hospital” checkbox.

Important Notes:
(a) The system does not create a PCO record for a new clinic name that you type in manually on the Record Vaccination(s) screen, so if you expect to use this clinic name again, we recommend creating a new PCO record for the clinic as soon as you finish entering the vaccination for this animal so you won’t forget to do it.
(b) When you select a vaccine from “Vaccines in Shelter Inventory,” it usually means you or someone else at the shelter has given the vaccination. If so, the entry in the Clinic field should be the name of your shelter. To save keystrokes in the Clinic and Administerer fields, you can set up a PCO record for your shelter and designate it as an “Animal Clinic or Hospital” and then add “Staff” as a generic “Veterinarian” for your shelter in the system setup for Adding & Managing Veterinarians.

8.In the Administerer field, type the name of the person who administered the vaccination or select a name from the drop-down list that was created during system setup for Adding & Managing Veterinarians. (See Important Note (b) in Step 7 above if the Administerer is a staff member at your shelter.)

9.Decide if you want to use the Due Again or Specific Date field to establish an automatic reminder for a future date from today.

(a) To use the Due Again field, select a future date option from the drop-down list. (Note: When you make any selection other than “None,” TTR automatically creates a reminder for a future date from today that coincides with your selection, e.g., the selection of “2 weeks” for an entry made on July 23, 2019 creates a reminder for August 6, 2019, exactly two weeks later.)
                                                                                              
(b) To use the Specific Date field instead of the Due Again field, click the checkbox beside Specific Date and then type the date or use the Date Picker.

10.The Mfg (manufacturer), Serial No., Vacc. Exp. Date, Tag No, and Notes fields are all optional, so make entries as desired. (Note: If you selected one of the “Vaccines in Inventory” for the Kind of vaccine, the Vaccine Expiration Date field on the Vaccination screen will always have an entry because the expiration date is required when you set up Vaccines in Inventory. If you included Manufacturer and Serial Number when you set up the Vaccines in Inventory, that data will also appear in the relevant fields on the Vaccination screen.)

Your screen should now look something like this:
                                                                                                                        

11.To add a second completed vaccination for the same animal, click the checkbox at the top of the 2nd Vaccination section and perform Steps 5 through 10 above for the 2nd Vaccination section.

12.Click Save. You are returned to the Manage Vaccinations screen where you will see the added “Completed Vaccination” in the center grid, along with a confirmation message at the lower left corner of the screen.

When you select “Vaccination Reminders” above the grid, you will see the automatic reminder that was created when you entered a future date in Step 9 above. (NOTE: Learn more about this in the REMINDERS section of the User Guide.)

Adding One or Two New Completed Vaccination(s) for Multiple Animals at the Same Time

1. On the TTR Home screen under Modules, click Animals to open the Manage Animals screen.

2. In the center grid, select the animals that received the vaccination(s):

TO SELECT
DO THIS
Multiple animals adjacent to each other
Click the cell to the left of the uppermost animal you want to select, hold down the Shift key on your keyboard, and then click the cell to the left of the bottommost animal you want to select.
Multiple animals not adjacent to each other
Click the cell to the left of the uppermost animal you want to select, hold down the Ctrl key on your keyboard, and then click the cell to the left of each additional animal you want to select.

           Note: Multiple animals must be the same type (e.g., all dogs or all cats), so look at the Animal column in the center grid when making your selections.

3. On the right side of the screen in the Choose an Action dropdown list, select Vaccinations. A confirmation popup appears, displaying the names of the animals you selected.

4.If these names are not correct, click No to return to the Manage Animals screen to repeat Steps 2  and 3.

If the names are correct, click Yes to continue. The Record Vaccination(s) screen appears, allowing you to record one or two vaccinations for all selected animals whose names appear in the upper left corner of the screen. (Note: The identical vaccination information you enter and save on this screen will be applied to the records for all selected animals, including reminders.)
                                                       

5.Perform Steps 5 through 12 in the section above for Adding One or Two New Completed Vaccinations for an Individual Animal.
                                                                                                            

6. Click Save. You are returned to the Manage Animals screen where the selected animals are still highlighted and the confirmation  message “Vaccinations for multiple animals saved” appears in the lower left corner of the screen. (Note: To view the records of the vaccinations you just added, select one animal at a time in the Manage Animals screen grid and click the Vaccinations button to see the Manage Vaccinations screen.)

 

Editing Details of a Completed Vaccination

1. On the TTR Home screen under Modules, click Animals to open the Manage Animals screen.

2. In the center grid, select the animal whose vaccination you want to edit by clicking the cell at the farthest left on the row containing the animal’s information. (Note: You can edit only one vaccination for one animal at a time.)

3. On the right side of the Manage Animals screen in the Choose an Action dropdown list, select Vaccinations to open the Manage Vaccinations screen.

4. With “Completed Vaccinations” selected above the center grid on the Manage Vaccinations screen, double-click the cell at the farthest left on the row containing the vaccination information to open the Vaccination screen.

5.Make the desired change(s) and click Save. You are returned to the Manage Vaccinations screen where you will see a confirmation message at the lower left corner of the screen. If you edited information that appears in the columns in the center grid, you will also see those changes.

 

Deleting a Completed Vaccination Record

1.On the TTR Home screen under Modules, click Animals to open the Manage Animals screen.

2. In the center grid, select the animal whose vaccination you want to delete by clicking the cell at the farthest left on the row containing the animal’s information. (Note: You can delete only one vaccination for one animal at a time.)

3. On the right side of the Manage Animals screen in the Choose an Action dropdown list, select Vaccinations to open the Manage Vaccinations screen.

4.  With “Completed Vaccinations” selected above the center grid on the Manage Vaccinations screen, click the cell at the farthest left on the row containing the vaccination information.

5.Click the Delete button. A confirmation popup appears.
                                                                                                                    

6.To complete the deletion, click “Yes.” You are returned to the Manage Vaccinations screen where the deleted vaccination has disappeared from the center grid and a confirmation message appears in the lower left corner indicating that the vaccination and any related reminder has been deleted.

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