Flagging a missing record without making medical judgments

Missing Vaccine Record

When a dog arrives without a current rabies or distemper certificate on file, place a colored sticky on the check-in board and write "No Record – Call Owner" in marker. The sticker only signals that the front desk needs to contact the household before the dog joins a play group.

Owner Contact Log

Open the household file, note the date and time of the call, and record the owner’s response verbatim. Keep the sticky on the board until a legible copy lands in the dog's folder.

Verification Step

When the document arrives, compare the vaccine name, lot number, and expiration date against the sticky note. If they match, peel the sticky off and file the certificate. If the expiration date has already passed, leave the sticky in place and write "Expired – Follow Up" so the next shift knows the dog cannot enter group play until a new certificate is provided.

Worked Example

Monday 8:15 AM: Buster (ID 307) checks in. No rabies certificate in folder. Front desk places orange sticky: "No Record – Call Owner." 8:20 AM: Call placed, owner states "Rabies given 3/12, cert emailed." 9:05 AM: Email arrives with PDF dated 3/12/2025, expiration 3/12/2026. Sticky removed, PDF printed and filed. Buster cleared for group.

Exception

If the owner cannot be reached by phone and no email arrives within two hours, move the dog to a solo kennel and leave the sticky on the board for the manager's review.

Related: Dog Daycare Manager features.