An Emergency Animal Treatment Record (EATR) is used when an Animal Control Officer authorizes emergency veterinary treatment for a sick or injured animal at an outside clinic. The EATR contains information about the animal, treatment, and is routed according to whether the animal remains at or is returned from the veterinarian. It ensures veterinary costs are tracked and paid.

1. Number: 200.20
SUBJECT: INITIATING, PROCESSING AND ROUTING OF AN
EMERGENCY ANIMAL TREATMENT RECORD (EATR)
Page: 1
Date: 04/25/95
Approved: Ryan Drabek, Director Revised: 05/17/12
I. PURPOSE
To outline the initiation, processing and routing of an Emergency Animal Treatment
Record (EATR).
II. POLICY
An EATR is to be used when an Animal Control Officer (ACO) authorizes treatment for
a sick or injured animal at an outside veterinary clinic that has agreed to provide
emergency veterinary care. An EATR may also be authorized for animals taken to an
outside veterinarian by other means, i.e. police officer, firefighter, Good Samaritan. All
animals authorized for treatment must be impounded within the jurisdiction serviced by
OC Animal Care.
III. SCOPE
Applicable to all OC Animal Care staff who authorize treatment for an injured animal at
an outside veterinary clinic.
IV. FORMS
Emergency Animal Treatment Record
V. REFERENCES
Not applicable.
VI. DEFINITIONS
Not applicable.
VII. PROCEDURE
A. Form Initiation
1. Impound Information:

2. Number: 200.20
SUBJECT: INITIATING, PROCESSING AND ROUTING OF AN
EMERGENCY ANIMAL TREATMENT RECORD (EATR)
Page: 2
Date: 04/25/95
Approved: Ryan Drabek, Director Revised: 05/17/12
a. Impounded By: The first initial and last name of the person
impounding the animal.
b. Agency: OC Animal Care personnel shall check the box marked
OC Animal Control.
2. Medical Information:
a. Vet Treatment By: The first initial and last name of the
veterinarian rendering treatment to the animal.
b. Clinic Name: The name of the clinic where the animal is held for
treatment.
c. Address and Phone: The address (street, city and zip code) and
telephone number of the clinic where the animal is being held for
treatment.
3. Illness or Injury Information:
a. Symptoms: Provide a brief description and location of any injury
or illness noted.
b. Cause: Briefly describe how the animal was injured, i.e. hit by car,
etc.
4. Quarantine Information:
a. Yes or No: Check one box indicating whether or not the animal is
under quarantine for a bite.
b. D.O.B.: Note the date on which the bite took place.
c. Victim: The first and last name of the person(s) bitten by this
animal or animal name/ id number in the event the bite is domestic
vs. wildlife.
5. Animal Description:
a. Dog, Cat or Other: Check the box for the appropriate species of
animal impounded.
b. Breed: Indicate the specific breed of animal impounded.
c. Name: The name of the animal impounded (when available).
d. Sex: Indicate the appropriate sex of the animal impounded.
e. Age: Indicate the animal’s age (specify days, weeks, months and
years old).
6. Owner Information:

3. Number: 200.20
SUBJECT: INITIATING, PROCESSING AND ROUTING OF AN
EMERGENCY ANIMAL TREATMENT RECORD (EATR)
Page: 3
Date: 04/25/95
Approved: Ryan Drabek, Director Revised: 05/17/12
a. Name: First and last name of the owner of the animal impounded
(when available).
b. Address: Full address of the owner of the animal, including house
or apartment number and street.
c. City: City and zip code of owner’s address.
d. Phone Number: Telephone number (work and home/cell if
available) of owner.
7. Kennel Information:
a. Impound Date: Date the animal was impounded.
b. License or Owner ID: Microchip Number, License Number or
Owner ID information found on the animal’s collar.
c. City/Community: Jurisdiction where the animal was originally
impounded from.
d. Kennel ID: Enter the assigned Kennel ID tag.
e. Kennel/Cage Number: Indicate the cage or kennel number where
the animal was placed.
8. Veterinary Diagnosis:
a. Veterinary Diagnosis: Veterinarian treating the animal will briefly
indicate a diagnosis for the animal under his care.
9. Veterinary Treatment Form. (To be filled out by a veterinarian rendering
treatment.)
a. Date: Date on which veterinarian rendered emergency treatment.
b. Veterinary Examination, Treatment or Necropsy Findings: The
veterinarian enters a brief description of examination results,
treatment or necropsy findings.
c. Fee: Enter the current fee for emergency services. Based on
extenuating circumstances, the Watch Commander will have the
discretion to exceed the established fee.
d. Veterinarian’s Signature: The veterinarian rendering treatment
shall sign on this line.
B. Processing and Routing of an Emergency Animal Treatment Record (EATR)
1. When an injured or sick animal is taken to an outside veterinarian by an
ACO and remains at the clinic, the following steps shall be taken:

4. Number: 200.20
SUBJECT: INITIATING, PROCESSING AND ROUTING OF AN
EMERGENCY ANIMAL TREATMENT RECORD (EATR)
Page: 4
Date: 04/25/95
Approved: Ryan Drabek, Director Revised: 05/17/12
a. An EATR is initiated.
b. The white, pink and yellow copies are left with the veterinarian.
c. The ACO will store a kennel record in Chameleon where “VET” is
assigned as the kennel number.
d. The Animal ID is written on the Animal ID field of the EATR
e. The green copy of the EATR is returned to the Black Box located
in Station 3 and placed into the Kennels folder.
f. The customer service supervisor will run the “outside vet
inventory” report on a daily basis.
g. The customer service supervisor will read all memos on animals
that appear on the “outside vet inventory” report above. If it
appears an animal is still at the emergency vet and there are no
notes stating why or when the animal is returning, the clerical
supervisor will contact dispatch to check the current status and
note it on the report. The report will be filed on a daily basis in the
kennel office.
h. The customer service supervisor will retrieve the green copies of
the EATRs from the kennel folder in the Black Box in Station 3
every morning prior to 8:00 AM and will place all EATRs in the
internal mail folder for the Chief of Administrative Services to be
picked up and delivered by the mail clerk on a daily basis.
i. The Chief of Administrative Services will log all EATRs into the
spreadsheet titled “EATR Tracking Log” located in the Supervisor
folder on the OC Animal Care shared drive and will then scan and
e-mail a digital copy of the EATRs to OCCR Accounts Payable on
a daily basis.
2. If the animal is treated and immediately returned to the ACO, the
following steps shall be taken:
a. An EATR is initiated.
b. The pink and yellow copies are left with the outside veterinarian.
c. The ACO will store a kennel record in Chameleon and will ensure
that the Animal ID is written on the Animal ID field of the EATR
d. The green copy of the EATR is returned to the Black Box located
in Station 3 and placed into the Kennels folder.
e. The white copy of the EATR is returned to the Black Box located
in Station 3 and placed into the Vet folder.

5. Number: 200.20
SUBJECT: INITIATING, PROCESSING AND ROUTING OF AN
EMERGENCY ANIMAL TREATMENT RECORD (EATR)
Page: 5
Date: 04/25/95
Approved: Ryan Drabek, Director Revised: 05/17/12
f. The OC Animal Care veterinary staff will store a treatment record
in Chameleon for the EATR with a treatment type of “EMERG
VET.”
g. The customer service supervisor will retrieve the green copies of
the EATRs from the kennel folder in the Black Box in Station 3
every morning prior to 8:00 AM and will place all EATRs in the
internal mail folder for the Chief of Administrative Services to be
picked up and delivered by the mail clerk on a daily basis.
a. The Chief of Administrative Services will log all EATRs into the
spreadsheet titled “EATR Tracking Log” located in the Supervisor
folder on the OC Animal Care shared drive and will then scan and
e-mail a digital copy of the EATRs to OCCR Accounts Payable on
a daily basis.
3. If the animal was euthanized and disposed of by the outside veterinarian,
the kennel record is updated by the customer service supervisor or
designee with the following information:
a. The name of the person at the clinic, disposition, clerk’s initials,
date and time are added to the Animal ID Memo.
b. Outcome Type: EUTH.
c. Outcome Subtype: AT VET.
d. Outcome By: The initials of the staff member entering the
disposition.
e. Outcome Date: The date the veterinarian euthanized the animal.
4. If the animal was euthanized by the outside veterinarian and is returned to
OC Animal Care by the ACO, the following steps shall be taken:
a. An EATR is initiated.
b. The pink and yellow copies are left with the outside veterinarian.
c. The ACO will store a kennel record in Chameleon and will ensure
that the Animal ID is written on the Animal ID field of the EATR.
The following shall be on the kennel window:
1) Outcome Type: EUTH.
2) Outcome Subtype: AT VET.
3) Outcome By: The initials of the staff member
entering the disposition.

6. Number: 200.20
SUBJECT: INITIATING, PROCESSING AND ROUTING OF AN
EMERGENCY ANIMAL TREATMENT RECORD (EATR)
Page: 6
Date: 04/25/95
Approved: Ryan Drabek, Director Revised: 05/17/12
4) Outcome Date: The date the veterinarian euthanized
the animal.
d. The green copy of the EATR is returned to the Black Box located
in Station 3 and placed into the Kennels folder.
e. The white copy of the EATR is returned to the Black Box located
in Station 3 and placed into the Vet folder.
f. The customer service supervisor will retrieve the green copies of
the EATRs from the kennel folder in the Black Box in Station 3
every morning prior to 8:00 AM and will place all EATRs in the
internal mail folder for the Chief of Administrative Services to be
picked up and delivered by the mail clerk on a daily basis.
g. The Chief of Administrative Services will log all EATRs into the
spreadsheet titled “EATR Tracking Log” located in the Supervisor
folder on the OC Animal Care shared drive and will then scan and
e-mail a digital copy of the EATRs to OCCR Accounts Payable on
a daily basis.