Recording who reviewed a replacement vaccine certificate

Replacement Certificate Intake

When an owner hands over a new vaccine certificate—whether a printed page, a photo on a phone, or an emailed PDF—accept it at the front desk and immediately write the reviewer’s initials and the date on the back of the paper or in the margin of the printed copy.

Reviewer Log Entry

Open the household binder to the dog’s page. In the "Vaccine Review" column, enter: date, reviewer initials, vaccine type, expiration date, and source ("paper," "phone photo," "email"). This single line creates a traceable record without needing a separate form.

Cross-Check Before Filing

Compare the new expiration date against the previous entry in the binder. If the new date is earlier than the old one, flag the line with a highlighter and ask the owner for clarification before filing. A true booster should extend the date, not shrink it.

Worked Example

Tuesday 3:40 PM: Owner brings a printed bordetella certificate for "Luna" (ID 412). Front desk staffer J.M. writes "JM 4/15" on the back. In the binder: "4/15 JM Bordetella 5/1/2026 paper." Previous line read "10/20/2023 RL Bordetella 11/1/2024 paper." New date extends coverage; no flag needed. Certificate filed, old copy stapled behind.

Exception

If the certificate is a blurry phone photo that cannot be read, hand it back and note "Illegible – Resend" in the log with the reviewer’s initials. Do not file an unreadable image.

Related: Dog Daycare Manager features.