VTH Weekly Updates:

Posted: 15:39:02, Thursday, Apr 6, 2023   Expiration: 16:39:02, Tuesday, Apr 14, 2099  

Weekly informational announcements from the VTH Administration office.

VTH Weekly Updates 11/17/2023:

Good Morning, this week’s updates are early due to the Thanksgiving holiday tomorrow.

Imaging:

Dr. Billhymer is off clinics November 27- December 1.  Virtual locum radiologists will be available for consultations.

Clin Path upcoming weekend hours:

Friday (11/24/23):  10:00 am – 2:30 pm
Saturday (11/25/23) 9:00 am – 12:30 pm and 5:00 pm to 12:00 am
Sunday (11/26/23):  5:00 pm – 12:00 am

The lab will NOT be staffed on Thanksgiving Day (11/23/23). 
Pathologists remain on call for cytology and fluid analysis, and our intern, Dion Dewananda, will be on call for select CSF and crossmatch testing (with faculty approval).

 

Injury/Bite Reporting:

Please be reminded that if you or someone else in the clinic gets a bite/scratch or is otherwise injured while in the VTH there is required paperwork that must be complete. 

For bites/scratches, the Champaign County Animal Control form must be faxed within 24 hours of the incident. As always please let the owner know what happened so they are not surprised when/if animal control reaches out to them.

Injuries must be reported as well.   There is one for students (Public Injury Report) and one for employees (First Report of Injury/Illness).  If you are a student but working as an employee at the time of the injury/illness, you need to complete the employee form. 

The hospital’s policy can be found here: https://answers.uillinois.edu/illinois.vetmedvth/124384

Thank you!

Natalie Lamphier MSHI, RHIA

VTH Weekly Updates 11/17/2023:

Good morning and Happy Friday! 

Health Information/Patient Record Reminders:

• Please remember to log out of SANDI and close out PACS if you are exiting the room. 
• Users should only make entries when they are logged in as themselves.
• If a patient dies or is euthanized, you must enter f the related died or euthanasia procedures in to the patient’s record.  These charge codes automatically generate an email to the referring veterinarian listed on the Patient’s record.  This is Important so that the rDVM is aware of their patient’s death as soon as possible.  It is important to maintain good communication with our referring veterinarians and they should be updated of major status changes including death.

Medication Dispensary

• Reminder that there is unit dose Keppra 500 mg and Omeprazole 20 mg in the ICU Cubex.
• Royal Canin Recovery and GI are back in stock!
• We have 36 (1 mL) vials of the Parvovirus Monoclonal Antibody in stock and ready for use!!

Safety Reminders 

Winter Parking
In a recent website post by campus parking, they indicated that effective Monday, November 6, 2023 – March 8, 2024, all university rental lots posted for enforcement from 6 a.m. – 5 p.m. (M-F) will be open for general public parking beginning at 4 p.m. This means Vet Med personnel may park in a lot closer to their building when working a late shift to stay safe. Remember that spaces designated for client parking may not to be used by employees or students at any time. Metered spaces and 24-hour rental areas will continue to be enforced as posted.

Ways to Stay Safe on Campus
Safe Walks - a courtesy service provided to University of Illinois students, faculty, and staff. To request an escort, call 217-333-1216 and give at least 15 minutes notice.
Hours of Operation: 9 p.m. – 2:30 a.m. (Every day)

Safe Rides - provided by Champaign-Urbana Mass Transit. To request a ride, call 217-384-8188 or request a trip in the MTD Connect app. Just present a valid iCard. See the SafeRides boundaries map. Check the website for more information.

Call the University Police at 217-333-1216 regarding non-emergencies.
If you find yourself in an emergency situation, call 911.

Natalie Lamphier MSHI, RHIA

VTH Weekly Updates 10/27/2023:

Good morning, please review hospital updates and information for the week below. 

Dentistry Price Increase

On November 1^st Dentistry will have an increase in prices. Please be sure to review the attached price list. Dentistry Price List for rDVMS 

Clin Path Service Availability

Personnel attendance at the annual pathology (ACVP/ASVCP) conference will significantly limit on call availability for CSF and crossmatch testing this weekend. Dr. Schnelle will be on call for this testing until 11 am Saturday morning. After that, testing can be performed during the regular Saturday and Sunday evening shifts (5pm to midnight) but is not available outside of those times. Our clinical pathology intern, Dion Dewananda, will not be available this weekend. Cytology/fluid analysis on call staffing will be unaffected.

Natalie Lamphier MSHI, RHIA

VTH Weekly Updates 10/20/2023:

Happy Friday! Please review the updates below.

Protect Your Log In and Client Information:

It is imperative that you log out of SANDI when you are leaving a workstation. It has been noted that patient/client information is being left open in exam rooms.  Additionally, when documenting in SANDI please make sure that you are on your log in.  SANDI is the legal medical record and charges and documentation entered are reflected as the person logged in.  Erroneous entries can create confusion and lead to issues if it is unclear who created the documentation.
As a reminder, it is your responsibility to protect client confidentiality and your university log ins to various applications.

Road Closure:
South Goodwin Avenue (the road directly west of the large Animal Clinic/South Clinic) will be closed for 5-7 days for repairs. Those visiting the Large Animal Clinic will need to access the hospital from the North via St. Mary’s Road.
South Clinic clients are able to access the clinic as normal via Hazelwood Dr.

Medication Dispensary:

• Be cognizant of the policy regarding the transferring of controlled substances. Controlled substances should not be transferred between services with the exception of ICU / ECC / IMC.
• The vehicle utilized to compound our Enrofloxacin suspension is on backorder. Currently, have a new concentration of compounded Enrofloxacin in stock – 22.7 mg/mL.

Upcoming Fire Systems Testing:

Facilities and Services will perform fire alarm testing in the following areas.

• VMSC (South Clinic) on 10/23/23 at 7am.
• Large Animal Clinic on  10/25/23 at 7am.
• Small Animal Clinic on  10/25/23 at 7:30 am

Natalie Lamphier MSHI, RHIA

VTH Weekly Updates 10/13/2023:

MRI Preventative Maintenance 10/18/2023
On Wednesday, October 18, 2023 the  MRI will be unavailable to scan patients from approximately 0900-1700.  The scanner will be having a preventative maintenance done that takes approximately 8 hours.  The MRI schedule has been blocked in SANDI.  

 Patient Identification Bands
As a reminder, Small Animal Client Services has the orange patient ID collars available.   They are located in the cabinet by the VTH bags and patient Slip leads under chart cabinet, or you may simply as a CSR for some.

 Formatting on Medical Records
Please be mindful of the formatting you use on visit reports such as highlighting etc, as a reminder these reports are sent to referring veterinarians and the formatting  is included.

 Career Fair 10/25/23
Wednesday October 25, from 5:00-7:00 PM, the College will be hosting its job fair throughout the Basic Sciences Building, with over 100 potential employers hosting booths for recruitment of our students.  It is imperative that our clinical year students have the opportunity to attend. This represents our college well to these vendors and provides our students with access to post-graduate opportunities. Students released from rotation obligations for those periods are expected to visit the job fair, and to return to their rotation obligations afterwards as needed.

All students with last names starting with letters L-Z are to be released from clinical duties between 5:00-6:00 PM on October 25^th.
All students with last names starting with letters A-K are to be released from clinical duties between 6:00-7:00 PM on October 25^th.

Natalie Lamphier MSHI, RHIA

VTH Weekly Updates 10/6/2023:

Student Hourly Jobs
If you are a student and looking for a job at Vet Med, please look at our student Jobs that have positions currently open. https://vetmed.illinois.edu/veterinary-students/student-jobs-available-at-vet-med/

VTH Weekly Updates 9/29/2023:

Good morning, please take time to review the notes below this week as a lot of them are to help the hospital operate smoothly.

 Vet Med Open House
The open house is this Sunday October 1^st.  Activities will not occur in SAC, however VTH Administration will have individuals monitoring entry points for unauthorized access.  Please be sure to secure your areas and remove any personal belongings and lock office doors etc.
The hallway at the bottom of the ramp leading into SAC will be cordoned off. There will be activities in LAC 100, LAC Wards 3 and 4, and CSLS.  There will be activities outside of the Ambassador Animal Residence but no activities will occur in VMSC. There will have signs posted at the upper doors of LAC 100 indicated ‘no admittance’ to the second floor. The fire doors leading north from the south LAC corridor will be closed on both the east and west sides.  There will be no bathroom access will be available in the VTH, visitors will directed to CSLC or VMBSB for those facilities. 

Cremation Services

When an owner elects to send their pet to Endearing for cremation, Endearing will contact the owner to pick up or make arrangements to ship the cremains when ready.  Please do not promise timelines for the return of their pet’s remains. A typical turn around is around two weeks from the day that the animal is picked up from the VTH (once a week). However, if a postmortem exam/necropsy has been performed by the VDL, the process may take several weeks longer.  Promising a timeline may complicate the owner’s grief process when that timeline is not met.

Parking
There has been a large increase in the number of people parking in client designated parking.  As a reminder the client parking lot is for clients only. All violators are reported to parking services, issued a ticket and will be towed.  

Charge Entry for Patients that Die or are Euthanized

Entry of all charges related to a patients care and visit is important for many reasons. Charge capture, patient history and several charges generate automated communications.  When a patient dies or is euthanized, it is important to enter one of the following charges.  When one of these charges are entered, a message is sent to the referring veterinarian on the patients record notifying them of the patient’s death and that they may expect a visit report to follow.

Proc Code	Proc Description
AI009	SAM ER Euth NotCurrentPt
AI010	SAM ER Euth CurrentPt
C109	ZooMed Euthanasia
D0000	Dent Euthanasia
GS200	Died or DOA (Not at UI)
M17	SAM UI Euthanasia
FS175	FS Euthanasia Food AnimaL
E403	EMS Euthanasia
E513	EMS Exploratory/Euthanasia
S0028	SAS Euthanasia
ONCA2	ONC Euthanasia
PC037	PC Euthanasia
PC038	PC Euthanasia New Patient
GS500	Died at U of I
PC198	PC Euthanasia at Home
N0033	Neurology Euthanasia
N0034	Neurology Euthanasia NC
CC164	CC Euthanasia
E769	MS OP Euth (inc exam)

Ultrasound Teleradiologist and Pricing Change

Starting on October 2,2023, ultrasound examinations that need to be read by a teleradiologist will be sent to VetCT.  We hope transitioning  to VetCT ultrasound reporting will provide more reliable, comprehensive reports.  Unfortunately, that does come with the need to raise our ultrasound prices again.  Below is what prices will change to as of October 2, 2023.  Please feel free to reach out with any questions or concerns.

Procedure Code	Exam Description	Current VTH Pricing as of 9/28/23	Price as of 10/2/23
R7600	US/SA Abdomen	351.35	369.35
R7601	US/SA Abdomen Recheck	288.90	306.90
R7602	US Abdomen Zoological	351.35	369.35
R7603	US Abdomen Zoological Recheck	288.90	306.90
R7608	US Focal Limited	168.35	174.35
R7610	US Urgent Read	70.7	96.70

 

Medication Dispensary/ Vaccines
When administering vaccines, the serial number must  be put in by the doctor administering the vaccine. The Medication Dispensary attempts to ensure that Rabie vaccine serial number s is put in appropriately,  but cannot oversee other vaccines or those dispensed after hours.

College Visit with Provost

This year’s College Visit with the Provost is scheduled for Thursday, October 12 from 3:00 – 3:30 p.m. in the VM BSB iFlex Room – 1261.  Dr. John Coleman (our new provost) will be accompanied by – Bill Bernhard, Executive Vice Provost for Academic Affairs and Associate Chancellor and Vice Provost for Budget and Resource Planning; Kevin Jackson, Vice Provost for Undergraduate Education; Reitu Mabokela, Vice Provost for International Affairs and Global Strategies; Wojtek Chodzko-Zajko, Dean of the Graduate College; and Máiréad Martin, Chief Information Officer.

There will be a 15-minute Q&A session from 3:15-3:30 p.m. from the pre-submitted questions. 

Question Submission Form Closes on October 5: https://forms.illinois.edu/sec/1968254606

Natalie Lamphier MSHI, RHIA

VTH Weekly Updates 9/22/2023:

Good morning, please take some time to review the information below.

 Printing Discharges for Owners:

When printing a Discharge/Visit report for the owners at the time of discharge you must print through the Send function in SANDI. This will create a client communication documenting the exact document they were given at the time.  This is  important when you are sending a draft report as it will create documentation of what version of the report the client was given. This is important if the owner calls later with questions regarding information in that document.  SANDI now  includes a button to go directly to the send screen to print for the owner.

 

Updated Controlled Substances Policies and SOPs

These can be reviewed at https://answers.uillinois.edu/illinois.vetmedvth/131434   

Drug Kit Use, Inventory, and Stocking Policy and SOP

• This policy and SOP clarify the expectations for use of controlled substance drug kits such as TKX, BAM, MK/MK2, Junior Surgery, and Large Animal Anesthesia.
• If you use one of the kits mentioned above, please review the expectations to ensure all access, use, and documentation are completed correctly.
• Drug kits ordered from outside sources such as ZooPharm will be ordered by the Medication Dispensary staff under the VTH DEA Registrant. These kits should no longer be ordered under other clinicians for use in the VTH.

Ambulatory Bag Use, Inventory, and Stocking Policy and SOP

• This policy and SOP clarify the expectations for use of controlled substance ambulatory bags maintained by ZooMed, Farms, ShelterMed, and MWE.
• If you are involved in a service that utilizes a controlled substance ambulatory bag, please review the expectations to ensure all access, use, documentation, and weekly checks are completed appropriately.

Incident Reporting Link

The VTH Medical Incident Reporting link was recently updated to https://go.vetmed.illinois.edu/VTHIncidentReport. Please update any bookmarks you may have saved.  (The printed QR codes were not affected by the change in link).

As a reminder, every VTH, VMSC, and WMC computer has an Incident Reporting Link icon on their desktop and a link can also be found on the VTH-KB.

 Open House Preparations:

The college's annual Open House will take place on Sunday, October 1^st, tents for the open house will go up this Monday 9/25/23. One of the tents will be placed at the southeast corner of  the Large Animal Clinic.   Traffic will be able to pass around the tent, trailers and other large vehicles will need to drive carefully next week.

Thank you!

Natalie Lamphier MSHI, RHIA

VTH Weekly Updates 9/15/2023:

Good morning and happy Friday!

Increase in Ultrasound Pricing:

Due to increasing teleradiology prices some ultrasound exams have increased in pricing as of today (9/15/23). Please be sure to communicate the new prices when providing estimates to clients.

Exam Description	New Price
US/SA Abdomen	$351.35
US/SA Abdomen Recheck	$288.90
US Abdomen Zoological	$351.35
US Abdomen Zoological Recheck	$288.90

McKinley Flu Vaccine Clinic:

• Tuesday, September 19, 2023 LAC 100 Lobby 9am-1pm
• Thursday, September 19, 2023 LAC 100 Lobby 9am-1pm

**The Check in process will be paperless, bring a device to check in.

Students

• • Flu vaccines are available at no charge to students who have paid the Health Service Fee
  • McKinley Health Center encourages all students to get the flu vaccine
  • A valid student ID must be presented at the time of service

State Employees and Retirees

• • Each employee must present State health insurance card and State ID card
  • Each retiree must present State health insurance card and another form of ID
    
    

New Seating Available:

There is new small group seating available in the small animal surgery corridor.

Natalie Lamphier MSHI, RHIA

VTH Weekly Updates 9/1/2023:

Happy Friday! Please review the updates below, if you have any questions, please let me know.

Monday 9/4/23 Holiday:

The VTH will be on Emergency Services only on Monday. As a reminder, services are responsible for providing appropriate emergency coverage for their service and for providing inpatient care.

 

M&M Rounds Today:

Seth Baker from University Counsel will join us to present “Litigation Risk Management: Best Practices”. Please join us in SAC 80 or via Zoom:

Meeting URL: https://illinois.zoom.us/j/81726605018?pwd=RjZPZWVwRUxLek5NRVZ2QjR2ZDhpdz09
Meeting ID:  817 2660 5018 ; Password: 710379

HIS Updates:

SANDI Access

Enhanced security was applied to the VTH EMR, SANDI, in July. This means there is no “view only” access to SANDI.  Only those with a Net ID who have an approved need for access and have completed training will be granted access to SANDI.

If you require access to SANDI and have not completed training, please follow the steps below. (This does not apply to new hires. New hires will go through a separate orientation process.)

1. Select the SANDI Training link:  https://canvas.illinois.edu/enroll/EBNFMF
2. Select Go to the Course
3. Select the video, SANDI Training Video Link 
4. After completion email his@vetmed.illinois.edu to acknowledge completion and your account will be activated.

Features in progress and coming over the next several weeks:

• VTH Labs (Internal lab resulting)
• IDEXX resulting – Targeted for completion in late September/early October.
• Reminder that NOVA results are already available in SANDI - SANDI - VTH Internal Labs: Requesting and Results (NOVA)
• Client messaging (Texting equivalent with automatic Comm Log entry) – Target start date, immediately following IDEXX lab resulting.

 

Rotation Schedules:

Block rotation schedules can now be found on the KB, under the “Students” tab.

For a direct link, please visit: https://answers.uillinois.edu/illinois.vetmedvth/130733

 

VTH Caller ID Blocking Policy - Call Masking in TEAMS

All calls dialed from phones in the following groups will show a caller id number that automatically forwards to the SAC or LAC main lines.

All common area phones, All resource/service phones and exam rooms

This policy was NOT applied to personal accounts (phones where you login with your own NetID)

*** To be added or removed please contact IT@vetmed.illinois.edu 

Natalie Lamphier MSHI, RHIA

VTH Weekly Updates 8/25/2023:

Welcome Parkland Students:

Welcome 2024 Parkland technician students starting rotations on Monday.  Please take all opportunities to make them feel welcome, educate them, and help them during their U of I experience.

Metered Parking on Hazelwood

On Monday, Parkland Veterinary Technician Students join us in the afternoons starting at 1 p.m. these students rely on metered parking spots to park.  If you are assigned to a lot for parking, please park in your assigned lot rather than taking a metered space.

Client Parking:

As a reminder client parking is for clients with schedule appointments at the VTH and Vet Med South Clinic. If you are caught in a client spot you will receive a ticket and may be towed.

VTH Intranet will be redirected to VTH Knowledgebase (KB-VTH) 

Starting next Tuesday, the 29^th, the old VTH Intranet (Veterinary Teaching Hospital (illinois.edu))* will redirect users to the VTH Knowledgebase (KB-VTH). The direct URL is https://answers.uillinois.edu/illinois.vetmedvth/; please replace any saved links with the KB-VTH link. Shortcuts are also found on PC desktops:

*This will only affect the VTH Intranet and not the College Intranet.

 

Student Job Board

Hiring managers: If your service or department has positions to add for student hourly positions, please complete this job form: https://forms.illinois.edu/sec/1720426545

Students: If you are looking for employment opportunities that are available in the Veterinary Teaching Hospital and College, please visit our student job board: https://vetmed.illinois.edu/veterinary-students/student-jobs-available-at-vet-med/.

Syringe Case Collection Paused

The preliminary phase of the syringe case recycling program was a success! The Zero Waste Coordinator and the Engineering Department need some time to come up with a long-term plan, so we will be pausing syringe case collection for the time being.
Varun Seth from the Environmental and Sustainability Committee will notify all when syringe case collection can be continued.

Natalie Lamphier MSHI, RHIA

VTH Weekly Updates 8/18/2023:

Good morning, Happy Friday!  Please take time to review the updates below.

Charge entry and Visit information:

As a reminder, it is imperative that the correct doctor is entered when adding charges to a client's account. The performing doctor is the doctor performing the service related to the charge and the supervising faculty should be that person's supervising faculty on at the time.

This information is part of the patient medical record and is used for productivity reporting, hospital statistics, medical records, and client services.

Change in Service Animal Discount:

The Hospital has updated the service animal discount policy Bill312 https://answers.uillinois.edu/illinois.vetmedvth/internal/page.php?id=123683
As of September 1st, service animals and police, fire and rescue animals will receive a 20% discount.

Medication Dispensary

• Empty bottles should not be returned back to the shelf. They can be thrown away in the trash.
• Reminder of the 5 mL minimum oral dispensing quantity. We cannot accurately fill smaller amounts to send home for dispensing and will require a new prescription to be put in. 
• Humulin N has been discontinued and we have no stock available in the Medication Dispensary.
• We can only ship medication in-state.
• Medication buckets have been placed in isolation areas for medication disposal. Please put the medications inside of a bag, then inside of the buckets, and alert the Medication Dispensary when the buckets are full.
• There are oral SMZ-TMP stickers available by the LAC Cubex – please use these when dispensing tablets.
• We are in the process of making oral Sucralfate stickers.
• ICU Cubex now contains an emergency kit. This can be dispensed for your patient and must be returned to the medication dispensary once no longer needed. If it has not been opened, the charge will be removed from the patient’s account when it is returned.

Natalie Lamphier MSHI, RHIA

VTH Weekly Updates 8/11/2023:

Communication with Clients:
Several services have expressed interest in having access to VitusVet, which is a secure text messaging platform that the VTH subscribes to for Client Services to use to communicate with many clients. If your service is interested in having access to send photos or other updates, please email Emily Rolson at eaprice@illinois.edu

As a reminder, per the hospital's communication policy MR201 Clinical Communication Notes https://answers.uillinois.edu/illinois.vetmedvth/124203

Communications with clients and third parties, including referring veterinarians, shall be documented in the electronic Medical Record. Attempts to reach clients shall also be included. Email communications  and text messages may be pasted into the communications log as well.

Imaging Service:
Imaging staff members are sporadically working extra hours to help with after-hours radiographs in ER.  If any service has radiographs that need done after hours, please check the on- call schedule posted in the SAC rads room, or ER to see if an imaging staff member is working during that time.  The imaging staff will be helping in ER if there are not radiographs to be taken.

Natalie Lamphier MSHI, RHIA

VTH Weekly Updates 7/28/2023:

Teams – Update your Voicemail Setting
Please take a moment to review and/or configure your voicemail setting in Teams as soon as possible.  This is vital to ensure timely delivery of client transfers.  Instructions can be found here:  https://answers.uillinois.edu/illinois.vetmed/128761

Health Information Systems (his@vetmed.illinois.edu):

1. Enhanced security has been applied to SANDI.  Only those with a Net ID who have completed training will be granted access to SANDI. If you require access to SANDI and have not completed training, please email us for further assistance.
2. Welcome to our new Interns and Residents! Please email HIS if you or your service need any of the following completed in SANDI:

• • Create a new signature template (send the exact verbiage you want to be added.)
  • Modify a signature template (Example: intern is now a resident)
  • Change a clinician’s role (Example: Role changed from intern to resident, etc.)
  • Remove exited members signature templates from your template list.
  • Create or inactivate emergency/after-hours “person specific” procedure codes.

Clinical Pathology:

Going forward, Clin Path will now post their on-call schedule to the central cvm-AfterHoursOnCall Outlook calendar. As a reminder, on-call clinical pathology residents and faculty can perform afterhours cytology and fluid analysis testing, excepting CSF (note:  automated cell counts will follow during the next regular laboratory hours). Please order the Cytology emergency fee at the time of ordering testing.  Dr. Schnelle is additionally available for select testing (crossmatches on previously transfused patients only & analysis of CSF in critical patients only; testing requires approval of supervising clinician).

On-Call Calendar Updates:
In an effort to improve communication to those that are on call, we ask that when you add information to the on-call calendar you not only provide the person on-call for your service, but also their phone number, faculty back up and their phone number as well.  The additional information will make it much easer for the clinician to call if needed and reduce time looking for appropriate phone numbers. Please let me know if you have any questions regarding this change.

The on-call calendar is also now available for viewing from the Hospital's knowledge base, by clicking on the "VTH Calendars" in the links column on the left side.  Or by clicking here: https://answers.uillinois.edu/illinois.vetmedvth/129679

 

Medication Dispensary :

• Please do not pour medications back in bottles when filling after-hours. This leads to medications being poured back into incorrect bottles (see below – Gabapentin 50mg in Gabapentin 25mg bottle), causing patients to receive a wrong dose.

• Please also be cognizant of the dispensing unit of items from Cubex. We have had many issues regarding Cerenia (maropitant) injectable and Zofran (ondansetron) injectable being counted as vials while it should be counted by milliliters.
  
  
• There is a 5mL minimum quantity for oral medications as the dispensary cannot accurately fill smaller amounts to send home and will require a new prescription.
  
  
• When pulling medications out of the lockbox, there will be two stickers. One is required to go on the sign out sheet by the lockbox, one is required to go on the medication. 
  
  
• The Dispensary DOES NOT dispense Hydromorphone or Methadone from the Medication Dispensary due to cost and expiring of the medications. If you need a 2 mg/mL vial of hydromorphone stocked for a specific patient in ICU/IMC then you can purchase an entire vial and it will be stocked as a special item. The 2mg/mL is also available in anesthesia. 
  
  
• Culture Vials are now stocked in the VMSC medication room. 
  
  
• As a reminder, when pulling medication from Cubex, the quantity available/on hand is DIFFERENT than the quantity you are pulling out. Repeated errors may result in a need for retraining.

Natalie Lamphier MSHI, RHIA

VTH Weekly Updates 7/21/2023:

Good morning, please review the following updates for the week.

No Overhead Paging in VTH:

Due to the recent change from Skype to Teams overhead paging is not available and we do not have a time frame for restoration Client Service Representatives will be reaching out via email when needed. Please provide some grace when they are reaching out,  due to the overwhelming amount of communications they are having to make, emails will be concise and to the point. 

On-Call Calendar Updates:

In an effort to improve communication to those that are on call, we ask that when you add information to the on-call calendar you not only provide the person on-call for your service, but also their phone number, faculty back up and their phone number as well.  The additional information will make it much easer for the clinician to call if needed and reduce time looking for appropriate phone numbers. Please let me know if you have any questions regarding this change.

The on-call calendar is also now available for viewing from the Hospital's knowledge base, by clicking on the "VTH Calendars" in the links column on the left side.  Or by clicking here: https://answers.uillinois.edu/illinois.vetmedvth/129679

Labels Available:

Blank drug labels are available in the dispensary for labeling  for medication that have been mixed or diluted. GHS labels are also available for fluids (e.g alcohol, kennel care, rescue etc).   All labels can be picked up from the dispensary.

Client Waiting Area Coffee:

Please refrain from using the coffee and its supplies in the client waiting areas. This is for clients only.

Identification Badges:

As a reminder, all personnel in the Veterinary Teaching Hospital (VTH) are expected to wear identification badges. The wearing of ID badges has many benefits including allowing for immediate name and face recognition which facilitates communication with clients as well as with our own personnel (students, staff, faculty). ID badges also allow for the identification of non-authorized persons in the VTH, which is important for formal surveillance and security.

Badge photos are taken by the Design Group, located in Room 2873 of the Basic Sciences Building. For further information, please see our hospital policy on ID badges: ID Badges (uillinois.edu)

SAC ICU and ER Locked doors:

The doors between the Small Animal Clinic ICU and ER in the front hallway are now locked between 7 pm and 7 am and will require an i-card swipe to pass through during those hours. The card swipe has been reinstalled near the door that leads to the ICU.

De-escalation training Video:

For those who were unable to attend the training provided by the University Police Department, you may view the training here: https://echo360.org/section/8fb4ece0-f079-490d-9385-51e427bc18b8/public

Natalie Lamphier MSHI, RHIA

VTH Weekly Updates 7/13/2023:

Good morning,  there are several updates for the week, please make sure to review them. As always please let me know if you have any questions.

Health Information Systems (HIS) – Inventory Management System (IMS) Update:

The VTH Storeroom inventory application, 4D, is at life’s end which has created an internal opportunity to develop a replacement application.  In May, HIS began the design of the new IMS which to replace 4D and integrate with SANDI.  This 12–14-month project will be completed in three phases.

1. We are currently in phase one, May – December 2023, which encompasses the replacement of the 4D order and sales system.  Including the revamp of the Storeroom ordering web page.  The coding/testing is scheduled to be wrapped up by years end with “go live” in January 2024. 
2. Phase two will bring the pharmacy ordering online in the IMS which is slated to take 6-8 weeks.
3. The final phase will involve full integration with SANDI.  This will allow real-time inventory control and reporting, snapshot of inventory costing and sales revenue and bring a more systematic ability to do physical inventory count cycles. The goal for phase three implementation is by September 30^th, 2024.

 What does the IMS project mean for you?

Beginning in late July 2023 and continuing for several weeks, HIS will provide each service with a spreadsheet listing all inventory items that they have ordered from the Storeroom, since January 2022.  The services will be asked to review the list and provide their respective SANDI procedure code that matches the Storeroom item.  This will ensure that we launch the IMS with the most current data possible.  Please be on the lookout for this communication and we appreciate your assistance and prompt response.

 

Departmental Driver Approval Forms for the new fiscal year:

If you are operating a University vehicle and have not submitted your FY24 Departmental Driver Approval Form and current Driver’s License to the VTH Administration, please do so now.
Forms can be found online: Departmental Driver Approval Form (uillinois.edu) and sent to Jenny Chen (chen445@illinois.edu) or dropped off in LAC 200.

 

Updated FY24 VTH Holiday Schedule:

Our VTH Holiday Schedule has been updated, with the addition of August 3^rd, 2023 where the VTH will be on Reduced Service to accommodate the most attendees for the VCM Curriculum Retreat. Additionally, please note that we will not have an Election Day holiday this year. To view the holiday schedule or download a PDF, please go to: VTH Holiday Schedule: FY24 (uillinois.edu)

 

Medication Dispensary:

•  A “new” pharmacist will be working in the Medication Dispensary. If you remember Leslie Horner or would like to come welcome her back to the VTH, please stop by and say hi!
• When putting in liquid medications, there is a minimum quantity of 5 mL that must be dispensed. Any smaller quantity will not provide the patient with an appropriate dose, as it sticks to the bottle and gets caught in the stopper. We will ask you to put in a new prescription if you put in a smaller quantity.
• Hydromorphone 2 mg/mL will no longer be available in IMC / ICU. If you require this medication for a small patient, it can be dispensed out of Anesthesia Cubex or a patient specific vial can be dispensed from the Medication Dispensary and stocked in the Cubex.
• We have a new compounded medication available : Cerenia 10 mg/mL Intranasal Compounded Solution. This can be ordered in 10 mL increments and is good for 14 days refrigerated once prepared.
• Reminder that Help ‘Em Up Harnesses are now a ward stock item. Your service can put in an order through the Medication Dispensary for immediate stock (until we run out). This item will be purchased through the storeroom. Please do not go to Neurology in an attempt to get this item.

Natalie Lamphier MSHI, RHIA

VTH Weekly Updates 6/30/2023:

Annual Price Adjustment: The annual price adjustment on Hospital Services and Supplies will take place Saturday, July 1^st.  When the adjustment is complete the HIS will send and email, if you have any issues please let them know by emailing HIS@vetmed.illinois.edu. If the issue is urgent, please include urgent in the subject line.    If you need to adjust your service’s charge sheets please request the updated price list from the HIS team.

July 4^th As a reminder, Tuesday July 4^th the hospital is on ER service only.

Discretionary Adjustments: Please take time to review the VTH Discretionary Adjustment Policy https://answers.uillinois.edu/illinois.vetmedvth/123591

When a faculty member has determined that a procedure had an unexpected outcome or untoward result and feels that the client should not pay all or part of the bill, these charges will be billed against the discretionary adjustment account. This is not to be used for normal medical complications, low estimates given to clients (which must be communicated in advance to the client), or to cover the cost of additional supplies used in student instruction (this refers to the student teaching adjustment policy). Dispensary items that are non-returnable, but the clinician feels should not be charged to the client, will require a discretionary adjustment submitted prior to charges being removed. A Release of All Claims form signed by the client will be required for discretionary adjustment requests over $500*. (*Note: As of July 13th, this has been changed to over $1,000)

Please do not promise a discretionary adjustment to a client without prior approval from VTH administration.   Please feel free to reach out if you have any questions.

Natalie Lamphier MSHI, RHIA

VTH Weekly Updates 6/23/2023:

Happy Friday, please make note of the updates for the hospital below.

Medication Dispensary:

Dispensary staff has worked with Chewy for current interns / residents / faculty that are utilizing the University “umbrella license” are now able to prescribe through Chewy (without issues). Chewy has worked with us to develop your profiles under our VTH account for those that are unlicensed. Licensed veterinarians were also sent to Chewy, and they should have access too. If you still have issues after informing the representative you are prescribing under the VTH and your specific prescriber account, please let Dr. Gochenauer know. New interns and residents will not be added into the system until mid-July.

HIS Updates:

1. SANDI Scheduler Reminder

• Everyone in the VTH should be using SANDI Scheduler for all scheduling (appointment creation, rebooking, etc.) except for periodic/limited maintenance items such as creating calendar templates, building out calendars, as these must continue to be done in Vetstar.  You can view Scheduler documentation in the KB-VTH here: SANDI Scheduler - Overview: Documentation and Video 

Vetstar Usage

• Everyone in the VTH should cease using Vetstar immediately unless a certain functionality is NOT in SANDI.  While there are some cases where functionality does not yet exist in SANDI those cases are limited, and it is imperative that you your work in SANDI to avoid data integrity errors. 

Vetstar Usage Audits

• Important: Audits of Vetstar usage will begin next week and issues will be addressed with individuals not in compliance.

Reach out to HIS if you have any questions or issues, his@vetmed.illinois.edu

 

Imaging:

The following changes will go in to effect July 1st for diagnostic imaging.

• To qualify for a recheck exam fee (across all modalities), the recheck must be within 90 days of the prior exam. The previous exam must be the same modality to be considered a recheck. A two-week grace period will be considered to account for scheduling variability.

Ultrasound changes:

• A focal US may be ordered if the patient has received a full abdominal ultrasound within the prior 90 days. Current focal options include: GI, hepatobiliary, genitourinary.
• R7602 US/SA Abdomen Exotic will be the same price as R7600 US/SA Abdomen ($313.10). This price may change at a later date if the telemedicine group utilized by the hospital changes.
• R7603 US/SA Abdomen Exotic Recheck will be the same price as R7601 US/SA Abdomen Recheck ($251.85). Again, this price may change at a later date if the telemedicine group utilized by the hospital changes.

MRI Changes:

• R2300 MRI RT Limited will be $600

Exotics CT changes:

• Patients with a diaphragm (i.e. rabbits, guinea pigs, ferrets) will be charged in the same manner as canines and felids
• Patients with a coelom will be changed as RCT02 CT Coelom at $800 or CT Coelom with contrast at $860.

Natalie Lamphier MSHI, RHIA

VTH Weekly Updates 6/16/2023:

Dispensary Updates: 

• Melanoma vaccine is available.
• Humulin N U-100 vials are discontinued and will no longer be kept in stock.
• The pharmacy directory has been updated to reflect our current inventory and drug locations.

Backordered Products

• Methadone is on backorder, and we have limited stock in the Cubex machines throughout the hospital. Please consider utilizing alternatives if possible. Status is TBD.
• Naxcel 1gm and 4gm are on backorder and we have no remaining stock in the hospital. Status is TBD.
• Nobivac Intra-Trac Oral Vaccine is on backorder and we have no remaining stock in the hospital. The intranasal product is in stock and being utilized in its place. Status is expected to be available 10/31/23.

Skype to Teams Transition:

Vet Med will transition from Skype to Teams beginning July 19^th, 5:00pm.  Individuals are encouraged to check if their office, lab or service phones are Teams compatible.  If it is not and you need it replaced, reach out to IT@vetmed.illinois.edu.  Include your department, and building, room number, model and manufacturer of the phone that needs replaced.

Please review this document to determine if your phone is Teams compatible:  https://answers.uillinois.edu/illinois.vetmed//page.php?id=128758

VTH Weekly Updates 6/9/2023

Good morning, please make note of the following updates for the week.

VTH Knowledge Base (KB-VTH)

We are happy to announce the debut of the VTH Knowledgebase (KB-VTH).  [Link for document 13082 is unavailable at this time]The direct URL is https://answers.uillinois.edu/illinois.vetmedvth/ and you will find the new shortcut on PC desktops. Please look for this new icon:

This new KB-VTH will eventually replace the VTH Intranet site and is fully searchable. It will contain SOPs, Policies, Weekly Updates, Forms, Composites, Committee, Board information, and more.  We have also migrated all SANDI documentation and training to the new KB-VTH.  Please send any questions you might have to Jenny Chen chen445@illinois.edu, as the new KB-VTH is being actively updated with information.
Please Note:  IT@VetMed will continue to house all IT documentation in the KB-Vet Med Knowledgebase and can still be accessed by the current shortcut on PC desktops. 

SANDI Down Time:

Sunday, June 11, 2022, from 6:00AM to approximately 9:00AM Vetstar and SANDI will experience system downtime due to routine AITS quarterly maintenance.   **Please log out of Vetstar and SANDI during this time**

If you have any issues or concerns after 9:00AM, please report them to: HIS@vetmed.illinois.edu

Dispensary Updates:

Backorders:

• • Methadone
    • 40 mL in Med Dispensary
    • 30 mL in Anesthesia
    • 24 mL in ICU
    • 9 mL in IMC
    • 8 mL in VMSC
  • Oral Bordetella         (Intranasal Bordetella is on order)
    • 1 available in VMSC
  • Cyclavance 50 mL
    • None available
    • *15 mL is still available*

Drugs Now Available

• Tetanus Antitoxin (Equine Origin) 5 mL : 5 vials
• Marquis : 4 tubes

Other

• OTC medications for humans are now located on the silver cart next to the coloring page.

New SOPS:

Small Animal Emergency Service Patient Transfer to VTH Services: Small-Animal-Emergency-Service-Transfer-of-Patients-to-VTH-Services-SOP_FINAL.pdf (illinois.edu)

Updated Policy:

The Wasting Controlled Substances Policy has been updated to more clearly indicate the appropriate process for wasting drugs when there is an issue finding them in Cubex. It also more clearly describes the VTH process versus the VMSC process. The updated policy can be viewed on the hospital KB at Wasting Controlled Substances (uillinois.edu). Please note, the current process hasn’t changed, it’s just been more clearly defined.

By chen445|June 9th, 2023

VTH Weekly updates 6/2/23

Veterinary Teaching Hospital Holiday Schedule FY 24:

Campus has issued the FY24 holiday schedule. Please review these dates and plan your service’s schedule accordingly.

• The VTH will be on Emergency Services Only on Holidays and Designated Holidays. Services will be responsible for providing appropriate emergency coverage for their service and for providing for in patient care.
• The VTH will be Open for receiving and student instruction on designated Gift Days. Services will establish receiving schedules and rotational activities that maintain service operations, while providing reasonable accommodations to individuals requesting to be scheduled off on the Gift Day. Scheduled leave must be approved by the employee supervisor. Services are not allowed to close as dictated by VTH policy.
• With the Dean’s approval, the VTH will recognize 2 additional Reduced Service days; one for Vet Med Research Day, and one for the College Convocation. Patient care and student instruction will occur on Reduced Service days, however services should limit/scheduling of appointments to allow for the greatest participation in college events as possible.

Storeroom:
The Storeroom Will be closed for inventory Wednesday 6/7- Thursday 6/8 , the last day that orders will be placed is Monday 6/5. Packages received during this time will still be distributed.

Change in Door codes:
Please note that doors that have keycode access (LAC SAS and the Haybarn) codes have been updated. The code is now 1976 please do not share this code with clients or non VTH personnel.

Annual Price Adjustment:
Services should have received a listing of the proposed pricing increases. Please review as a service and provide feedback to me no later than 6/15/23.

Medical Records:
As always, please make sure that Visit reports are completed and sent to the rDVM as soon as possible. As we prepare for Interns and Residents to depart it is even more important to make sure medical records are completed in a timely manner. Medical Records staff provide lists of incomplete and unreturned records. Please review the lists and return and complete those records in your name.

By Natalie Lamphier|June 2nd, 2023

VTH Weekly updates 5/26/23

Dispensary New Item: Fosphenytoin 50mg PE /mL is available in 2 mL vials and can be ordered by the vial.

Clin Path: Memorial Day weekend will be the final weekend in which there will be ER students on call for lab work; please be sure to review the attached email from Dr. Schnelle regarding on call.

Storeroom: The Storeroom Will be closed for inventory Wednesday 6/7- Thursday 6/8 , the last day that orders will be placed is Monday 6/5. Packages received during this time will still be distributed.

HIS SANDI Scheduler Updates

• Week of June 5^th: The old Appointments module will be removed from SANDI permanently.
• By June 16^th: Ensure that you and your service are completing all appointment scheduling (appointment creation, rebooking, etc.) solely in the SANDI Scheduler except for creating calendar templates, building out calendars, etc.  This must continue to be done in Vetstar.

Need Scheduler Training?

• Please review the training Scheduler documentation in the KB: SANDI Scheduler – Overview: Documentation and Video 

• Email his@vetmed.illinois.edu if you prefer to schedule a training session for your service group.

VTH GYM:

The gym is located in the VTH Basement SAC 62, and is available to all DVM students, interns, residents, and VTH Staff.

Information for Staff:

• • In this effort, the College and University assume no liability.
  • The gym door must remain locked at all times to restrict access to those who have completed liability waiver forms, and to minimize noise down the hallway for those who have offices or labs in that area of the VTH.
  • Potential users must print and complete a liability waiver and deposit it manually with an original signature, not a scanned copy or photocopy, to Jenny Chen in the VTH Administration office before accessing the gym.
  • When a staff member hand delivers a printed copy with an original signature, the form will be date stamped and filed for record keeping.
  • Once an individual staff member delivers the form to Jenny Chen, the staff member will obtain the door lock code.
  • Sharing the code with other staff member(s) before he/she/they have filed a liability waiver(s) will constitute an Honor Code violation by both parties.
  • With the use of the gym, the staff member(s) assumes all liability.
  • The staff members assume all responsibility for keeping the gym clean and presentable.
  • Additional Information: Gym – Intranet College (illinois.edu)

Click here for the Waiver Form: Vet-Med-Exercise-Room-Release-of-Liability-Form.pdf (illinois.edu)
(Drop off physical form to Jenny Chen in LAC 200)

By chen445|May 26th, 2023

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VTH Weekly Updates 5/19/23

Happy Friday!  There are a few important reminders with dates. Please let me know if you have further questions.

Storeroom:

The Storeroom Will be closed for inventory Wednesday 6/7- Thursday 6/8 , the last day that orders will be placed is Monday 6/5. Packages received during this time will still be distributed.

Imaging:

Starting on June 1^st the Ultrasound, CT and MRI schedules will be  in the SANDI scheduler under the Imaging Schedule Service drop down.  If you group by type, each modality will be in its own column.  SOPs will be coming with further details about imaging scheduling.

 Health Information Systems:

NEW Scheduler in SANDI:

If you utilize the appointment function within Vetstar/SANDI please Please review the training video, SANDI Scheduler – Overview: Documentation and Video,  To schedule a training session please email his@vetmed.illinois.edu.

 Adoption goals & decommission dates:

1. Decommissioning of the old “Appointments” Module in SANDI by June 2^nd. 
1. On May 25^th  the link from the patient Appointments box on the dashboard will change t to the new Scheduler.
2. We will remove the link to the old Appointments module from SANDI the week of June 5^th.

1. Use of appointment scheduling function in Vetstar must end by June 16^th. (Those that create the calendar templates, will their current process).

NATALIE LAMPHIER MSHI, RHIA
Associate Hospital Director
Veterinary Teaching Hospital 

 By Natalie Lamphier |May 22nd, 2023

VTH Weekly Updates 5/12/23

Purchasing/Travel/Registrations:
Requests to meet, either in person or virtually, with BSC staff, both in BSB and VTH, can be requested by the link: Appointments with BSC Staff

Dispensary New Item:
Panoquell-CA1 for acute onset of canine pancreatitis is available and can be ordered by the vial.

Medical Records:
If you are finishing your Residency or Internship, please make to frequently monitor your email for your incomplete and unreturned medical record items. Please take time to finish all outstanding records as soon as possible.  As always it is important to maintain good communication with our referring veterinarians please make sure you are finalizing and sending visit reports as soon as possible after discharge.

By chen445|May 12th, 2023

 

VTH Weekly Updates 5/4/2023

Interruption of Traffic to Hospital:
Saturday 5/6/23 is the Japan House Annual Matsuri festival.   Matsuri starts at 12pm on Saturday and ends with fireworks around 9pm.  F32 will be barricaded from Friday night. Shortly before noon on Saturday 5/6 Lincoln to St. Mary’s road will be closed until 9pm.  Please make sure to instruct any clients that call ahead that traffic will be interrupted, and they should arrive from the South.

Medication Dispensary Updates:

• Over the next two weeks responsibility for Medication Dispensary operations will be transitioning to Dr. Alex Gochenauer. In the interim, please send emails requiring management input to both Drs. Forsythe and Gochenauer.
• Unit doses of Keppra Immediate Release 500 mg tablets and Omeprazole 20 mg capsules have been added the ICU and IMC Cubex machines for inpatient use.
• Special Orders Form:  a Special Order form is now available for ordering medications that are not on formulary / normally kept in stock. This informs our ordering technician when you submit the order, allows you to provide a requested by date, and will inform you if the order is delayed, on backorder, or when it is available for pickup. Please utilize this form for all special orders going forward to allow us to keep better track of inventory items. Link : https://appserv7.admin.uillinois.edu/FormBuilderSurvey/Survey/UIUCVetMed/vth_pharmacy/pharmacy_special_order/
• For Medication Dispensary research assistance and/or ordering medications, please utilize the following form : https://appserv7-test.admin.uillinois.edu/FormBuilderSurvey/Survey/uiuc_vet_med/vth_pharmacy/pharmacist_research_assistance/. We are unable to purchase products for research without this form completed.

Medical Records: If you are finishing your Residency or Internship, please make to frequently monitor your email for your incomplete and unreturned medical record items. Please take time to finish all outstanding records as soon as possible.

Payment Due at Time of Service: Our payment policy is that payment is due at the time of service. Do not tell clients anything outside of this expectation. As Always, before bringing the client to client services to pay, insure that all charges have been entered. If you plan to euthanize the patient you may make arrangements for the client to pay before the euthanasia to allow them to leave without having to worry about payment after the procedure.

Amazon Purchases: Purchasing requests from Amazon must be Prime eligible. Often, the items requested are restricted and require approval at the system level – to help expedite the process, please include as much information as you can as to why you need it and what it will be used for in relation to our mission.

Purchasing/Travel/Registrations: Requests to meet, either in person or virtually, with BSC staff, both in BSB and VTH, can be requested by the link: Appointments with BSC Staff

Financial Year End Closing: The University of Illinois’ fiscal year begins on July 1 and ends on June 30 each year. To meet financial reporting requirements, the college are required to complete all business and financial activity by certain critical. Please submit requests for purchases of goods and services using your FY23 state fund budget to the Business Services Center (BSC) no later than May 6, 2023. State funds are any fund starting with 1xxxxxx – typically 100023 for this fiscal year.

During May and June, purchasing staff receive a high volume of requests for purchases to occur before June 30. Please be patient and get your request in as soon as possible.

• If you do not need the item/registration until later in the summer, feel free to submit the request, as some purchases can take longer to get through the process, but please include when you need the request.

The VTH Will be on reduced service on Vet Med Commencement Day. 5/12/23

By chen445|May 11th, 2023

 

VTH Weekly Updates 4/28/23

Buster and Trimline Collars: To simplify the process for charging for Buster and Trimline collars, there will only  be one charge code per style/brand regardless of size. Once you have entered the coded you may come to the dispensary to pick up the desired size.
60326 : Buster Collar
60327: Trimline Soft collar

Imaging Order Reminder:
Please make sure all services are putting backup sedation doses in for the small animal radiograph cases.  If a backup sedation dose is not included, imaging will reject the requisition until one is placed on the requisition.

Dispensary New Item: Sileo gel is now in stock and can be ordered by the tube.

Medical Records: For the next three weeks the medical records department will close at 4:30.

By chen445|May 11th, 2023

 

VTH Weekly Update 4/21/23

Good morning, please take some time to review this week’s updates.

Volunteer, Job Shadowing and Educational Program Policy:
Please review the policy here: Sec1203_Volunteer-Job-Shadowing-and-Educational-Programs-FINAL.pdf (illinois.edu). As a reminder it is important that the Job Shadowing or Volunteer agreement, Release of Liability along with the Information security Compliance form must be completed before the individual Shadows/Volunteers. The service will receive email notification once the documentation has been completed and the applicant is cleared to volunteer/job shadow.

Vet Med Convocation 5/12/23
 The VTH will be on reduced service to enable faculty and staff who want to attend ceremonies to attend.

Reduced service is defined as: Patient care and student instruction will occur on Reduced Service days, however, services should limit/scheduling of appointments so as to allow for the greatest participation in college events as possible.

To request tickets please email asa@vetmed. Illinois.edu

Elanco Live Webinars: Updates in Treatment of Feline Diabetes

If anyone is interested in learning more, Elanco hosts live webinars every Tuesday, Wednesday, and Thursday throughout April and May. They occur at different times each of the days and anyone can register. Once you click the registration link, it will show all the date and time options. Feline Diabetes Webinar Series Invitation April-May sessions_qr code

Hospital Services Coordinator
It is our pleasure to announce that Jacob Bough has accepted the position of Hospital Services Coordinator for the Veterinary Teaching Hospital. Jacob will be starting in his new role on Monday, and he will work to assist in the coordination of patient services throughout the VTH. Please help me welcome Jacob or stop by his office in LAC 201 to say hello. Be on the lookout for our “Get to Know Jake” video on the VTH Facebook Communications Channel next Monday!

VTH Facebook Communications Channel: Intranasal Narcan available in the reception areas of SAC, LAC and VMSC
Opioid overdose is the leading cause of accidental death in the United States. Under the Illinois Good Samaritan Law, a person experiencing an overdose can get lifesaving medical care without having to worry about felony possession charges. This law also makes it legal for anyone ages 18+ to administer Narcan on someone they believe to be experiencing an overdose. If you are concerned for a person’s life and you are unsure if the current state is due to an opioid overdose, it is safe to administer Narcan as a preventative measure. To locate a Narcan kit in SAC, LAC, or VMSC, please look for the following sign:

If you or a loved one is struggling with substance dependence, please call the Illinois Helpline for Opioids & Other Substances at (833)-234-6343 or text “HELP” to 833234.

By chen445|April 21st, 2023

 

VTH Weekly Updates 4/7/2023

Subject: VTH Weekly Updates 4/7/2023

Medical Records:

Please make sure that if a paper form is used in the patient’s record to use a label when possible, if not each form must have the patient name, medical record and client name clearly written.  Medical records has been receiving quite a few forms back with no indication of what patient the form belongs too.

SANDI Forms and Exams Reminder:

There has been an increase in Reports being added without a Visit number being associated.  Any report without an associated Visit CANNOT be sent to the owner, rDVM, etc. and you will need to email medrec@vetmed.illinois.edu for assistance with fixing the reports lacking the Visit number. These instructions are  in the following KB: SANDI – Exams & Forms: Medical Record Documentation (Visit Report, Image Uploads, SOAP Notes, etc.)

Cubex Countbacks:

On Monday we will be switching the unit of use controlled substances to a blind countback. This means that for things that are sold by the each (tablet/capsule, vial, patch) the countback will no longer provide you with a number to confirm. Instead it will have a blank box where you will input the quantity on hand BEFORE YOU REMOVE YOUR DOSE. The multi-dose vial countback process will remain the same as it currently is where you confirm the quantity it gives.

Annual College Research Day:

The annual Celebration of Research showcases the college’s diverse research pursuits. All are encouraged to participate! This is a free event, but registration is required. Please complete this brief registration form to attend: https://go.illinois.edu/CVMResearchDayRegistation. The registration deadline is April 14, 2023.

NATALIE LAMPHIER MSHI, RHIA

By Natalie Lamphier | April 10th, 2023

 

VTH Weekly Updates 3/31/23

Good morning, please review the following announcements/information, there is a lot this week! As always please let me know if you have any questions or need anything from me.

New Appointment Deposit (Missed Appointment) Policy:
On April 3^rd. the VTH will implement a New Appointment Deposit (Missed Appointment) Policy.

Small Animal Clinic and Veterinary Medicine South Clinic clients scheduling new appointments will be required to pay the applicable office visit fee when scheduling the appointment.  This deposit will be applied to the clients’ account when the patient arrives for the appointment. If the appointment is not canceled one week before the scheduled appointment, the credit will not be refunded.

New Appointments are defined as an appointment that is not a follow-up, bandage change, or lab work only. This policy is for all clients and includes current clients and Vet Med employees.

Please review the following policy for the full details: clisvc107_New_Appointment_Deposit_missed_appt_032223.pdf (illinois.edu)

VetCT Ultrasound:

The imaging service is starting an ultrasound trial with VetCT on April 3. We are their first trial location, so there may be some hiccups along the way.  Ultrasound exams will appear as on hold on the VetCT platform but are not truly on hold.  Since reading ultrasound exams is something new for VetCT, a special team of radiologists is reading the ultrasound exams.  Turnaround times will be approximately 24 hours, depending on when studies are completed and submitted to VetCT.  VetCT will not be reading all ultrasound exams.   Imaging will send out more information when it becomes available.

Clinical Pathology Lab:

The clinical pathology lab will not have an evening tech available on 3/31/23 (Friday).  They will be available for emergency on-call blood work beginning at 4:30 pm on Friday, March 31^st.

Dispensary Information:

As a friendly reminder, once a prescription is entered into SANDI, it will not show on the Dispensary’s work list until it has been pinned by the doctor.  Once a prescription is pinned, please allow the Dispensary staff time to fill the prescription before coming to pick it up.

Compounded Medications:

For compounded medications that are made to order (all otics, some oral liquids, and cisapride injection) please have these pinned by a doctor prior to 4:30pm if you need them that day. Compounds pinned after 4:30pm will be ready at 9am on the next day the Med Dispensary is open. If a compound is pinned by the doctor after 4:30pm and is needed the same day, a doctor may prepare non-sterile compounds following after hours processes. Sterile compounds pinned after 4:00 will have the option of waiting until the next day or incurring the after-hours pharmacist fee. Thank you for your understanding as we work to address workflow and staffing issues.

New/Updated Policies and SOP Available:

New Policies:

• New_Appointment_Deposit_missed_appt_032223.pdf (illinois.edu)
• Hands-Free-Small-Animal-Radiographs.pdf (illinois.edu)

New SOP: MRI-Scheduling-and-Charging.pdf (illinois.edu)

VTH Maps available: Maps for our Emergency Call Boxes / Tornado Evaluation Areas can be found on our Intranet’s Resources page: Resources – Veterinary Teaching Hospital (illinois.edu)

VTH Facebook Communications Channel:

We have a new video posted to our Facebook VTH Communications Channel: Emergency Call Boxes

If you wish to join the VTH Communications Channel Facebook group, please use the following steps:

1. Go to a browser (i.e., Safari, Chrome, Firefox) and log into your Facebook account
2. Go to a browser and enter the URL: https://www.facebook.com/groups/688435602866655
3. Ask to join the group.

Turtles and Tortoises Needed for a Study:

The Zoo Med service needs a few good turtles / tortoises for a study evaluating for the prevalence of Emydomyces testavorans, a newly discovered (at UIUC of course) fungus that is associated with shell lesions in shelled reptiles. This IACUC approved study involves your turtle/tortoise having a physical examination and then swabs collected from their shell. The data collection requires handling and restraint, which may make your turtle a bit grumpy, but is not invasive and takes < 10-15minutes to complete. There is absolutely NO COST to you and the information learned from this study will be able to inform veterinarians on how prevalent this organism is in the companion turtle and tortoise population.

If interested, please call 217-244-2555 to coordinate an appointment (can be a set time or can also be a drop off appointment for the day at VMSC if you must do something crazy like go to work) with Dr Keller and her team of turtle data collectors. Please let the reception team know that you are interested in having your turtle take part in Dr Kellers fungus research. Need more information? Email kak@illinois.edu

Please forward to others that have turtles or tortoises in the local area!

By chen445|April 3rd, 2023

 

VTH Weekly Updates 3/24/23

Good morning and Happy Friday!

VTH Facebook Communications Channel:
Our video this week highlights the purpose and process of client support gift funds.

Gift Fund Application Process SOP: Gift-Fund-Application-Process_03.25.22.pdf (illinois.edu)
Client Funding Requests Policy: Bill322-Client-Funding.pdf (illinois.edu)
Link to VTH Gift Fund Application: VTH Gift Fund Application (uillinois.edu)

If you wish to join the VTH Communications Channel Facebook group, please use the following steps:
1. Go to a browser (i.e., Safari, Chrome, Firefox) and log into your Facebook account
2. Go to a browser and enter the URL: https://www.facebook.com/groups/688435602866655
3. Ask to join the group
This video and all information that is posted on the Facebook page will also be on the Intranet.

OTS Pet Wash:
Omega Tau Sigma’s Pet Wash is a philanthropic event held twice a year that raises money for local animal-oriented non-profits, by offering discounted grooming services completed by vet students. It will be held on Saturday, April 8th from 10am-4pm in CSLC by appointment at the link below or by walk in. This year we are sponsoring the Vermilion County Animal Shelter!
Sign up to get your dog washed along with other services provided!
https://signup.com/go/hxfzMsZ

By chen445|March 27th, 2023

 

Weekly Updates 3/17/23

Subject: VTH Weekly Updates 3/17/23

Happy Friday!

Clinical Diagnosis in SANDI:

Clinical diagnosis function is now available in SANDI!  This function allows the diagnosing clinician to enter patient diagnoses present for that visit.   Entry of these diagnoses will allow for more thorough retrospective studies based on actual diagnosis verses text searching.  The diagnoses entered will also display on the patient’s dashboard making it easy to see quickly current and past diagnoses. A DVM is required to verify the diagnosis utilizing their pin.

It is important to add all diagnoses for a patient and indicate when one is a recheck.  The more quality data entered will lead to better ability to do retrospective studies. For instructions on the function, please look at the SANDI knowledgebase and let me know if you have further questions.

https://vetmed.illinois.edu/IT/118113

Compounded Medications:

For compounded medications that are made to order (all otics, some oral liquids, and cisapride injection) please have these pinned by a doctor prior to 4:30pm if you need them that day. Compounds pinned after 4:30pm will be ready at 9am on the next day the Med Dispensary is open. If a compound is pinned by the doctor after 4:30pm and is needed the same day, a doctor may prepare non-sterile compounds following after hours processes. Sterile compounds pinned after 4:30 will have the option of waiting until the next day or incurring the after-hours pharmacist fee. Thank you for your understanding as we work to address workflow and staffing issues.

NATALIE LAMPHIER MSHI, RHIA
Associate Hospital Director

By Natalie Lamphier|March 20th, 2023

 

VTH Weekly Updates 3/3/2023

Student Employee Job Board: https://vetmed.illinois.edu/veterinary-students/student-jobs-available-at-vet-med/

There are often may great employment opportunities  for hourly positions in and around the VTH and VDL. In an effort to make these opportunities more readily available for students we have developed a job board for student employment opportunities. College opportunities will be added shortly.

Some of the positions that will be posted are specifically intended for veterinary students at our College. Others can be available for undergraduate or graduate students. Therefore, we are allowing the student job board to be available for anyone but will require you to log on to apply.  This student job board is also different from the job board that advertises employment opportunities for graduate veterinarians. This will be an active website, with new positions being added as they become available and those that are filled being removed.  So check back often!

If your service or department has positions to add, please complete this job form: https://forms.illinois.edu/sec/1720426545

 

Faculty and Staff Title IX Training:

The annual Title IX Training window has officially opened for University faculty and staff. By now, you should have received email notification from the Ethics Office with a link and instructions to complete this training. This required training must be completed by March 31, 2023 before 5:00 PM,

Completion of this course is mandatory for all faculty and staff and satisfies the requirements outlined in state and federal law.

Content questions or training accommodation requests should be directed to the campus Title IX Coordinator: https://www.ethics.uillinois.edu/cms/One.aspx?portalId=1216&pageId=344434.

 

By chen445|March 3rd, 2023

 

VTH Weekly updates 2/23/2023

Subject: VTH Weekly updates 2/23/2023

Happy Friday!  There are just a few reminders for this week.

Payment Due at the time of Service:
At the conclusion of the visit please escort the client to client services to make payment and/or schedule a follow up appointment. If you are planning to euthanize the patient, review all charges and make arrangements for payment before the patient is euthanized. This will allow the owners to not have to worry about that after.

 Small Animal Care of Remains/Cremation Services:
Conversations concerning care of remains after a patient has passed, or the owners are electing for euthanasia can be challenging and emotional.  It is important to make sure the owner selects a care of remains option at the time when possible. Please be sure to take the time to explain the options on the consent for and encourage them to identify how we should care for the remains at that time.

They may choose to take the body home, group cremation, or private cremation. When a client elects private cremation, please  provide a client pamphlet from Endearing and let them know that Endearing is not located in Champaign/Urbana, and that they will have to make arrangements and pay a shipping fee to Endearing if they elect not to pick it up from their location.  Pamphlets are available in Molly’s Room, the SAC front desk, and in the SAC lobby by the coffee bar.   If the client wishes to make arrangements with a local service provider they may.

We are only able to hold on to a body 10 days after it has died, or has been returned after necropsy. If a client has not indicated private cremation or made other arrangements, we may send the body for group cremation at the 10 day mark.

VTH Facebook Communications Channel:
We have a new video posted to our Facebook VTH Communications Channel:
Veterinary Teaching Hospital Counseling
If you wish to join the VTH Communications Channel Facebook group, please use the following steps:

1. Go to a browser (i.e., Safari, Chrome, Firefox) and log into your Facebook account
2. Go to a browser and enter the URL: https://www.facebook.com/groups/688435602866655
3. Ask to join the group

This video and all information that is posted on the facebook page will also be on the Intranet.

Thank you,

NATALIE LAMPHIER MSHI, RHIA
Associate Hospital Director

By Natalie Lamphier|February 27th, 2023

VTH Support Resources

Our support resources are offered to CVM pet owners (client grief counseling) and to those within the VTH (faculty and staff support).
Services may include:

• Short-term counseling
• Referrals
• Mediation
• Relaxation exercises
• proving you with additional resources

If you are interested in learning more, please visit https://vetmed.illinois.edu/…/veteri…/client-counseling/

By chen445|February 24th, 2023

Read More

Coming Soon: Expanded Equine Surgery Suite

Renovation to improve efficiency and accommodate our growing equine surgery caseload should be wrapped up by the end of March. Space from one of the FARMS surgery suites is being incorporated into the existing equine orthopedic surgery suite. The new suite will have two surgery tables, and observation windows will allow students to view procedures from the south hallway of the clinic.

By chen445|February 17th, 2023

 

VTH Weekly Updates 2/10/23

Subject: VTH Weekly Updates 2/10/23

Good morning, please make note of the critical outages set to occur this weekend.  As always please let me know if you have any questions.

SANDI/Vetstar Planned outage:

Saturday AND Sunday, February 11 and 12, from 6:00AM to early afternoon (exact time TBD) SANDI and Vetstar via NetID login will experience system downtime due to server moves.  During this time the only way to access patient information will be via the old Vetstar (onsite). If you need to access Vetstar during the downtime, please contact HIS@vetmed.illinois.edu no later than 12pm today (Friday 2/10).

 

The applications below will experience full system downtime. Please log out of SANDI at that time.

1. All functions within Vetstar via NetID login.
2. All functions within SANDI, including:

1.  
1. VTH – Nova Midas results upload
2. VTH – Cubex medication dispensary units
3. VTH – Broadcast Screens
4. VTH – rDVM Portal
5. Imaging Uploads
6. VTH Faxing (Faxing will be down during this time. Reports unable to be sent will be sent Monday. Please use email to send reports if an option.)

Once SANDI is available HIS will send an email notifying users.

If you have any issues or concerns after the downtime, please report them to: HIS@vetmed.illinois.edu

 Additional Services Unavailable Saturday and Sunday 6am-12pm:

• Adjustment Forms
• Medication/Prescription Refill Form
• Gift Fund Request
• Consultation Forms
• **Any Function utilizing the FormBuilder platform.

VTH Facebook Communications Channel:

We have a new video posted to our Facebook VTH Communications Channel!

Veterinary Technician Externship Program announcement

If you wish to join the VTH Communications Channel Facebook group, please use the following steps:

1. Go to a browser (i.e., Safari, Chrome, Firefox) and log into your Facebook account
2. Go to a browser and enter the URL: https://www.facebook.com/groups/688435602866655
3. Ask to join the group

 

NATALIE LAMPHIER MSHI, RHIA
Associate Hospital Director
Veterinary Teaching Hospital
217.333.1988 | lamphier@illinois.edu

By Natalie Lamphier|February 13th, 2023

 

Veterinary Technician Externship Program

We are excited to share we are launching our first official veterinary technician externship program! This externship program is designed to create opportunities for experience in many of our clinical services to help provide a comprehensive learning opportunity.

For questions about the program, please email VTHPatientservicescoordinator@vetmed.illinois.edu or find additional information here: Veterinary Technician Externship – Veterinary Medicine at Illinois

By chen445|February 10th, 2023

 

VTH Weekly updates 2/3/23

Subject: VTH Weekly updates 2/3/23

Good morning and Happy Friday!  Here are a few updates and reminders for the week. As always please feel free to reach out if you have any questions.

Medical Records Reminders:

When utilizing a paper medical record form, please make sure the form has the patient sticker or name and medical record number written on it. Without that information it is almost impossible to figure out what record it belongs to.

Syringe Case Recycling:

Researchers on the Engineering campus are recycling syringe cases. We have placed recycle bins  in the Dispensary and near the Cubex Machines in the hospital.

Only syringe cases should be deposited and they have to be clean. If there are any concerns, you can reach out to Varun Seth (vseth4@illinois.edu) or Nora Buckingham (bcknghm2@illinois.edu), the leaders of the SAVMA Sustainability Committee.

Incident Reporting Tool:

New incident report/safety  QR code signs have been distributed through out the hospital and South Clinic. If you would like additional signs for your area stop by the dispensary.

The form can also be found on all VTH and South Clinic computer desktops, or at the link below.

https://illinoisvet.az1.qualtrics.com/jfe/form/SV_8GmPjRqj8Ov7M0Z

Hospital Communications Channel:

If you wish to join the VTH Communications Channel Facebook group, please use the following steps:

1. Go to a browser (i.e., Safari, Chrome, Firefox) and log into your Facebook account
2. Go to a browser and enter the URL: https://www.facebook.com/groups/688435602866655
3. Ask to join the group

You can also find these emails posted on the hospitals intranet page along with our policies, SOPs and other useful information. https://vetmed.illinois.edu/intranet-vth/

Natalie Lamphier

By Natalie Lamphier|February 3rd, 2023

 

VTH Weekly update 1/27/23

Subject: VTH Weekly Updates 1/27/23

Purina Kitchen:

Please be mindful that the food in the Purina kitchen is for hospitalized patients only. You may send a small amount as a sample(2-3 cans or a baggie) home with a client but anything more than a couple of cans would require a prescription. Additionally, this food is not for personal use. When utilizing the Kitchen, please keep the room clean and organized. Open and/or empty cans of food should not be left of the counter. Items that are not pet food branded such as baby food and chicken should never go home with a client. Please instruct the owner to purchase those items at the grocery store.  Thank you for helping to maintain this great resource for all to use.

Medication Dispensary:

Gabapentin: There is now 300 mg gabapentin available as unit dose in the LAC Cubex machine with quantities sufficient for large animal patients.

Formalin: Med Dispensary staff will no longer be diluting formalin. Services can now purchase diluted formalin directly from the storeroom.

As a reminder that medication backorders can now be found viat the SANDI RX doctor and Pharmacy worklists.

SAC Exam Room Hallway:

If you are not utilizing the exam rooms or visiting the front desk, please utilize the hallway between the back of the exam rooms and the surgical spaces.  The exam room hallway is quite busy and when crowded it makes it challenging to navigate with patients and their owners.

Thank you and Happy Friday.

NATALIE LAMPHIER MSHI, RHIA

By Natalie Lamphier|January 30th, 2023

 

VTH Weekly updates 1/13/2023

Good morning and happy Friday!

Medication Backorders via SANDI
Rx Backorders can now be viewed  “real time” in SANDI via the Charges, and Rx Doctor/Pharmacy worklists.

New Sedation SOP:
Please review the new sedation SOP for radiographs Imaging-service-sedation-for-Rads-SOP-1_2023.pdf (illinois.edu)

Newspaper Donations:
The SAC and Wildlife clinic will still take newspaper donations. If you have any questions, please contact Marla Frisby at m-frisby@illinois.edu.

Welcome!
Welcome to  Steffani Capili  Health information Technician in Medical records

Goodbye and good luck:
Lisa Sayavongsa

As always please let me know if there is anything I can help you with.

 

NATALIE LAMPHIER MSHI, RHIA
Associate Hospital Director
Veterinary Teaching Hospital
217.333.1988 | lamphier@illinois.edu

By Natalie Lamphier|January 13th, 2023

 

VTH Weekly Updates 1/6/2023

Good morning,  please take time to review the information below.  As always please let me know if you have any questions or concerns.

Medication Dispensary:

Monday 1/9, a few changes will be occurring to medication pricing to switch from a minimum fee model to a dispensing fee model. The notable changes are the following:

• Medications dispensed through the Medication Dispensary will no longer have a minimum fee. Instead, these medications will have an $8 dispensing fee included as part of the drug charge.
• Medications obtained from Cubex will have a $1 dispensing fee included as part of the drug charge.

Medication Backorders

A list of all current medication backorders and availability ETAs can be viewed at https://docs.google.com/spreadsheets/d/1GsMPjwXOIq_QYLOo0ko7tQeRoEkTgCPea42LK81Ch84/edit#gid=0

Imaging Ultrasound Sedation:

On January 3^rd the imaging services began following the attached SOP for sedation of patients that are having an ultrasound. Please review the new SOP prior to ordering an ultrasound.

Safety links:

Dr. Whittington sent an email earlier in the week regarding after hours assistance. As a reminder the link to the SAFETY website is found on the College’s intranet page (Safety and Clinical Biosecurity – Safety and Clinical Biosecurity at VetMed (illinois.edu) ).

You may also find additional Emergency contact information here: https://vetmed.illinois.edu/intranet-vth/emergency-contacts/

NATALIE LAMPHIER MSHI, RHIA
Associate Hospital Director
Veterinary Teaching Hospital
217.333.1988 | lamphier@illinois.edu
vetmed.illinois.edu/vth

By Natalie Lamphier|January 6th, 2023

 

Weekly Updates 11/11/22

Good morning and happy Friday!

Small Animal Client Services:  The coffee and water in the Small Animal Waiting Room is for clients only, please refrain from drinking it.

Parking:  Client parking is very limited. If you are a student or staff member you should not be parking in client spots.  There are many days where clients cannot find a spot to park when they arrive at the clinic.  If you are caught parking in a client spot,   parking will be called, and you will receive ticket and may be towed.

Dispensary:  The dispensary will be short staffed today and Monday please obtain medications from Cubex if possible.

DEA licenses: Please see the following SOP for cancelling a University DEA License: https://vetmed.illinois.edu/intranet-vth/wp-content/uploads/sites/106/2022/10/Canceling-a-University-DEA-License-SOP.pdf

 Health Information (SANDI):

Please use SANDI for all charge entry.  We are experiencing data integrity issues caused by the usage of both Vetstar and SANDI for charge entry. If you experience any issues with charge entry or would like a refresher, please email us at his@vetmed.illinois.edu.

** The SANDI Estimate module is slated to be released before thanksgiving. A big thanks to those folks who participated in our prototype discussion and provided vital input, we appreciate you!

Training and answers to most SANDI questions can be found in the Knowledgebase (KB): https://answers.uillinois.edu/illinois.vetmed/

Medication Backorders:

A list of all current medication backorders and availability ETAs can be viewed at https://docs.google.com/spreadsheets/d/1GsMPjwXOIq_QYLOo0ko7tQeRoEkTgCPea42LK81Ch84/edit#gid=0

Technician Positions:

Illinois Human Resources has changed the New Hire process and online application. There is no longer a transfer list. If you are interested in another position in the hospital, you will now apply for the position. This link explains How to Apply.

• Veterinary Technician (General) – Emergency and Critical Care Services – closes on 11/16/22
• ER M-Th 12p-10p
• ER M-Th 2p-12a
• ER M-Th 8p-6a
• ER M-Th 10p-8a
• ICU F-Su 6a-7p
• ICU F-Su 6p-7a
• IMC/ICU float M-W 2p-12a; Th 2:30p-12a
• IMC/ICU float M-W 10p-8a; Th 10p-7:30a
• IMC/ICU float F-Su 6a-7p
• Veterinary Technician (General) – Spay, Neuter and Community Outreach Program- M-F 8a-4p— closes on 11/16/22
• Veterinary Technician 1- Cardiology M-F 8a-4p— closes on 11/16/22
• Veterinary Technician (General)- Dermatology- M-F 9a-5p— closes on 11/17/22

 

NATALIE LAMPHIER MSHI, RHIA
Associate Hospital Director
Veterinary Teaching Hospital
217.333.1988 | lamphier@illinois.edu

By kstahl | November 15th, 2022

 

Weekly Update 6/4/2021

Happy Friday!

We have a few upcoming changes to keep on your radar for the next week.

Cremations/Care of Remains

• Small Animal cremation services will change starting Monday Morning 6/7/21. If an owner selects private cremation you must add the appropriate private cremation charge to the patients account.  All group and Private cremation services will be provided by one vendor.  New forms and pamphlets will be provided on Monday morning.  Please review the email I sent yesterday and the SOP found on the intranet: https://vetmed.illinois.edu/intranet-vth/wp-content/uploads/sites/106/2021/06/Small-Animal-Euthanasia-Care-of-Body-Remains-and-Fees-SOP_6-4-21.pdf

 

• Please also take time to review  the DOA Necropsy Care of Remains Policy #Bill323 found here: https://vetmed.illinois.edu/intranet-vth/wp-content/uploads/sites/106/2021/06/Bill323-DOA-Necropsy_COR_6-4-21.pdf
• Patients of the VTH that die while under active care may be submitted for post-mortem examination at the discretion of the attending clinician and with consent of the owner.
• Patients of the VTH that die within two (2) years of the patient’s last VTH visit may be presented deceased to the VTH for post-mortem examination.
• Callers inquiring about post mortem exams for Non-VTH patients, should be directed to contact their referring veterinarian to make arrangements for submission to the VDL  by the referring veterinarian, not through the VTH.
• Non-VTH patients that are presented deceased to the VTH for post-mortem examination will be admitted to the VTH as a patient, with associated fees charged to the client.

Purchasing

As of June 15^th ,  The University will no longer be able to utilize Amazon for Business . This means items previously ordered from Amazon should be ordered through Ibuy, if the item cannot be found on Ibuy, please submit a purchase request to the BSC ticket system bsc@vetmed.illinois.edu.  If an item is purchased with personal funds from Amazon, the university cannot reimburse you for the purchase.

Thank you, please let me know if you have any questions.

NATALIE LAMPHIER MSHI, RHIA
Associate Hospital Director
Veterinary Teaching Hospital
217.333.1988 | lamphier@illinois.edu

By Natalie Lamphier|June 4th, 2021

 

Weekly Update 5/21/21

• Vaccination Survey: Reminder you must complete the COVID vaccination survey no later than 5pm tonight (5/21/21), this survey will be used to make operation VTH decisions. Please access the survey here: https://appserv7.admin.uillinois.edu/FormBuilderSurvey/Survey/UIUCVetMed/hr_service_center/covid_19_vaccine_status/
• COVID Protocols: Facemasks are required in instructional spaces regardless of vaccination status. The VTH is defined as an instructional laboratory for the clinical year rotation course and therefore facemasks are required where student instruction occurs. Those that are fully vaccinated may choose to not wear a mask in common areas such as hallways and break areas, research laboratories, administrative and staff offices, and conference rooms.  Those who are not fully vaccinated must continue to wear their mask in all areas except the designated pods. Please continue to test weekly.
• VTH exam room cleaning SOP:   Please take time to review the cleaning SOP found here: https://vetmed.illinois.edu/intranet-vth/wp-content/uploads/sites/106/2021/05/Small-Animal-Exam-Room-Cleaning_05-15-21.pdf.
• Backorders: Please make sure that you are keeping your stock up on critical items for your area.   We are still dealing with shortages on many items. Please reach out to CJ Berger or Jennifer Kinney if you have any questions.
• Vetstar Outage :  Sunday, May 23rd, 2021 from 6:00 AM to 9:30 AM Vetstar and SANDI will experience system downtime due to routine AITS quarterly maintenance.  Please log out of Vetstar and SANDI during this time period. The outage will be complete at approximately 9:30 AM.  Report any ongoing issues to his@vetmed.illinois.edu

NATALIE LAMPHIER MSHI, RHIA
Associate Hospital Director
Veterinary Teaching Hospital
217.333.1988 | lamphier@illinois.edu
vetmed.illinois.edu/vth

By Natalie Lamphier|May 21st, 2021

 

Return to In-Person Client Interactions for VTH and VMSC Tomorrow 5/12/2021

Subject: Return to In-Person Client Interactions for VTH and VMSC Tomorrow 5/12/2021

Tomorrow we will begin to allow for in person interactions with clients within the VTH and VMSC.  At the VTH Clients will be invited into the hospital for check in/ initial intake and discussion with the service and then will be expected to return to their vehicle while their pet is examined.  Clients will not be allowed to wait in the exam room or any other area in the VTH during their pet’s appointment.  When the service is ready for discharge, the client will be invited back for discharge instructions, retrieval of their pet and payment.  We have prepared by placing air purifiers in each exam room, clients will be expected to wear masks and will be escorted in and out of the building.    Services will be responsible for cleaning their assigned exam rooms in between appointments and CSRs will clean their areas as well.

VMSC space and volume will allow for clients to wait in the lobby.    LAC will continue to operate as they have been.  Please review the processes for the VTH and VMSC below.

As we welcome clients back into the VTH there are some process changes to be aware of.

1. Clients will arrive at the VTH and notify client services of their arrival via text of phone call.
2. A CSR will determine if the service is ready for the patient and notify the client that they may enter the building.
3. Upon entry, the client will be greeted by the CSR, checked in and sign the admission consent.
4. After check-in, a CSR will escort the client to an exam room and hang a door tag indicating the patient name, medical record number and check in time.
5. The service seeing the patient will obtain history and other needed information from the client.
6. After the initial intake discussion, the client will be instructed to return to their vehicle. The student/member of the care team will clean room and return the door tag to Client Services to indicate the room is now clean and ready for use.
7. When the patient is ready for discharge,  the service will contact the client to let them know they are ready for pick up and notify client services.
8. Upon return to the hospital the client will be escorted back to an exam room.
9. Discharge instructions will be provided by the service. At the completion of the visit, the service will walk client and patient to Client Services for payment.
10. The student or other member of the patient’s clinical care team will return door tag to Client Services to notify them that the room is now vacant, charges are finalized, indicate whether a return visit is necessary and in what timeframe, and that the room is clean/being cleaned.

 The process for VMSC is as follows:

1. Clients will arrive and notify client services of their arrival via text of phone call.
2. A CSR will determine if the service is ready for the patient and notify the client that they may enter the building at the handicapped accessible double doors that say “entrance only”.
3. Upon entry, the client will be greeted by the service and brought to the front desk to check in and sign the admission consent.
4. Client will be taken into an exam room for history to be taken.
5. After history is taken, client will be asked to wait in the lobby. The number of people in each area is indicated and chairs are marked off to allow for appropriate social distancing.
6. After exam is performed by the service, they will find client in the lobby and ask them to come back into the exam room to discuss treatment.
7. If no treatment is needed, service will walk client and patient to the front desk for payment.
8. If further treatment is needed, owner is asked to wait back in the lobby. After treatment,  service will return the pet to client in the lobby and walk them to the front desk for payment.
9. Service is responsible for thorough cleaning of exam rooms between appointments.
10. CSRs will thoroughly clean the lobby area after client has left.

 

Please feel free to reach out with questions or concerns to Emily Rolson, Kim Byrne,  or myself.

 Thank you,

NATALIE LAMPHIER MSHI, RHIA
Associate Hospital Director
Veterinary Teaching Hospital
217.333.1988 | lamphier@illinois.edu

By Natalie Lamphier|May 11th, 2021

 

VTH Weekly Update 5/7/21

Friday, May 7, 2021 1:31 PM

Good afternoon and Happy Friday!

• Congratulations to VM 2021 as you finish your last clinical days, and welcome to the clinic VM 2022!
• Modifications to VTH COVID procedures effective May 10^th: Please be reminded of the pods and rounds room changes taking place (email from Dr. Whittington on Wednesday and announcement on the VTH Intranet Page)
• Verifying IDs: For those that register and create client accounts, all university units must comply with the State of Illinois and the University of Illinois System requirements for validating identity, please take note of  VTH Policy #Bill324 Client Identification Verification (attached).  In short, at the initial patient  visit an owner ID will be requested and used to verify information provided by client. If a driver’s license is used as the id, a CSR will collect the DL # and enter it in the health information system.
  If the client is unable to present valid identification, the VTH requires that a deposit of $100, to be applied to the client account at the time of admission.
• Medical Records Reminder:   When reviewing the paper medical record file, do not remove contents from the prongs. The previous visits have been reviewed and assembled by medical records staff.   Removing the contents risks loosing prior medical records documents, and misfiles. This also makes medical records staff have to rereview all documents from previous visits.

As always feel free to reach out to me with any VTH  questions or concerns.

NATALIE LAMPHIER MSHI, RHIA
Associate Hospital Director
Veterinary Teaching Hospital
217.333.1988 | lamphier@illinois.edu

By Natalie Lamphier|May 7th, 2021

 

Modifications to VTH COVID Procedures – Effective May 10th

Our VM-4 students from the class of 2022 will be joining us on clinical rotations starting on Monday, and approximately 110 students are assigned to rotations in and around the VTH at any given time.

In preparation for the new class’s arrival, we have devised a plan to restructure the use of pod spaces and rounds rooms within the Veterinary Teaching Hospital (VTH). Our reorganization of the current space will optimize available space and permit the clinical use of Ward 4.  This plan will be in effect until August, at which time we will need to repurpose the LAC and SAC lecture halls for didactic classes.

 For the in-person clinical experience beginning on May 10, the following changes will take effect.

• The rounds rooms of each service will be available for use by the service up to the current posted maximum occupancy and will be also be used to hold belongings of students assigned to the rotation.
• “Open Pod” spaces throughout the hospital will be available for students to use when their clinical work requires a seated location (e.g. record writing, rounding) and the service rounds room occupancy does not allow for it to be used for this purpose.
• “Open Pod” locations allow for students to choose a location convenient to their rotation location, work in a socially distanced environment, and then the same space can be reused by another student once vacated.
• Personal belongings will not be allowed to be stored in open pod spaces, students should use the service-specific areas or lockers for these items.
• Students seated in a designated “Open Pod” seat may remove their mask.
• “Open Pod” spaces may be used by students for the purpose of taking meals.

 All VTH personnel will continue to follow 6-foot social distancing guidelines, wearing of masks, and COVID-19 testing requirements.

 Open Pod locations include:

• LAC 250 (16 spaces)
• LAC P1-A (13 spaces)
• LAC 100 Lobby (13 spaces)
• LAC 100 (until Fall) (49 spaces)
• SAC 80 (until Fall) (18 spaces)
• VMSC 3 (5 spaces)
• BSB Learning Commons 1262 B,C,D (24 spaces)

 The BSB Learning Commons will also be available for in-person rounds, as well as SAC 240, SAC 245, LAC 243, LAC 201, and outdoor seating areas.

 The SAC 80 commons, the SAC staff breakroom (SAC 41), the LAC 100 atrium (also an Open Pod location), and the BSB café are all available for staff breaks and meals.

 Please prepare your service space appropriately to remove clutter and to ensure it is ready for service use.  If you require assistance, please contact facilities@vetmed.illinois.edu.

 I appreciate the input and feedback from the COVID taskforce and the VCM/College leadership in developing this plan.  I am confident that it will provide an enhanced instructional experience for the clinical year students and will improve service efficiency.

__________________________________________________

Julia K. Whittington, DVM

Clinical Professor, Department of Veterinary Clinical Medicine

 

By Natalie Lamphier|May 5th, 2021

 

Weekly Update 4/29/2021

Good morning, here are a few updates for the VTH this week.

 Water Outage

There will be a complete water outage on Sunday May 2^nd starting at 6am  and will last approximately 8 hours. No water will be available in the Small Animal Clinic at that time. The Large Animal Clinic will be unaffected.   Facilities has water totes available for use if your service area needs them. Please contact facilities at facilities@vetmed.illinois.edu

 Welcome!

Angela Derossett, our new Emergency and Critical Care Business Manager.  Angela has joined the Vet Med team with over 10 yrs of university experience.    She will be coordinating the business and administrative activities for the ECC service. She will have an office in SAC 182.

 Change of Ownership/Owner Name Changes:

As a reminder, if a change of ownership needs to occur, a change of ownership form must be completed and returned to Medical Records. Please do not leave pop up notes indicating a change, or manually change the owner name on the patient medical record documents without working with Medical Records. The policy and form can be found here:

https://vetmed.illinois.edu/intranet-vth/wp-content/uploads/sites/106/2021/03/MedRec205_Change-in-Ownership-w_Form.pdf

Completed forms should be brought/emailed to medical records.

 As always please let me know if you have any questions.

 NATALIE LAMPHIER MSHI, RHIA
Associate Hospital Director
Veterinary Teaching Hospital
217.333.1988 | lamphier@illinois.edu
vetmed.illinois.edu/vth

By Natalie Lamphier | April 30th, 2021

 

Weekly Update 4/2/2021

Happy Friday!

Two new SOPs  have been added to the VTH Intranet SOP Page: https://vetmed.illinois.edu/intranet-vth/sop/, please review them if applicable.

• Anesthesia – Handling of controlled substances SOP
• Establishes the appropriate procedures for procurement, distribution, use, disposal and record keeping of controlled substances within the Anesthesia Service.
• Small Animal Euthanasia, Care of Body Remains and Fees SOP
• Describes the guidelines for Euthanasia and care of the body remains along with the associated fees.

 Also related to the euthanasia and after death care, please remember that every patient that dies or is euthanized at the VTH should receive the GM After Death Care charge  (Vetstar code is GM010).   This charge covers many of the incidental expenses related to animal care after death. This charge should not be removed even if the owner declines coffin/clay paw.

 COVID reminders:

• Please remember that you must test twice weekly, if returning to the VTH after an absence you must receive one negative test result prior to return, with a second subsequent negative test no sooner than 3 days later.
• CVM COVID concerns: provide anonymous feedback at: https://surveys.illinois.edu/sec/416720485

 As always please feel free to reach out if you have any questions or concerns.

 

Thank you,

 NATALIE LAMPHIER MSHI, RHIA
Associate Hospital Director
Veterinary Teaching Hospital
217.333.1988 | lamphier@illinois.edu

By Natalie Lamphier|April 2nd, 2021

 

Weekly update 3/2/21

Good afternoon, there are many exciting changes happening in the VTH,  to receive the most up to date information please visit the VTH Intranet page often. https://vetmed.illinois.edu/intranet-vth/

This week you will find:

• New/updated policies have been posted and can be found here :VTH Policies
• Necropsy Adjustment Bill308
• Euthanasia Fees Bill309
• DOA Necropsy/Care of Remains Policy pthand911
• Change of Animal Ownership  MedRec205
• The minutes from the January VTH Board meeting have been posted on the committees page. Committees

Supplies Ordering:

• Please continue to conserve PPE as warranted. If you have a need please check with CJ or Jennifer to see what they can get.

Construction:

• The Internal Medicine Service will soon make a temporary move to the SAC Basement in the next few weeks.  This move is necessary to continue construction that is part of the expansion project.

COVID Testing: Please remember that you must test twice weekly, if returning to the VTH after an absence you must receive one negative test result prior to return, with a second subsequent negative test no sooner than 3 days later.

 Have a wonderful afternoon!

NATALIE LAMPHIER MSHI, RHIA

By Natalie Lamphier|March 2nd, 2021

 

SAC EXPANSION PROJECT – SURGICAL WING TOUR

 Dear Colleagues,

The Veterinary Teaching Hospital invites you to walk through our new surgical wing for a self-guided (and socially distanced) tour on Friday, January 8, between 2 and 4 pm.

We are delighted to take possession of this impressive new addition. Everyone in the college can take pride in this accomplishment, but very few will have the opportunity to enter this space once it begins functioning as a sterile workplace. That’s why we’re inviting you to walk through during these limited hours, before the deep cleaning and installation of equipment begins next week.

Please see the handout we’ve prepared to guide you through the space [VTH Surgery Wing Tour Handout] to get a sense of the experience virtually if you cannot attend in person.

We are grateful for all the ways, large and small, that each of you has contributed to making this new wing a reality.

Sincerely,

Dr. Julia Whittington

 By Julia Whittington|January 5th, 2021

Protocol for Presumptive Quarantine Protocol

COVID-19 Presumptive Quarantine Protocol (College of Veterinary Medicine)

By Julia Whittington|December 18th, 2020

 

Preparing for Phase 4 and VTH Operations – June 24, 2020

Good evening,

The VTH Services are becoming very busy and most of our clinical staff are back on site.  Our student employees have been a great help and we welcome them to the patient care team.  As you know, the VCM office has masks provided by the University  and each person may sign out two for their personal use.  Stop by if you haven’t already done so.

The State of Illinois is preparing to move to the next Phase of the Restore Illinois plan.  It is notable that we are able to move to Phase 4 because the state is not seeing a significant increase in COVID-19 cases, which is at distinct odds from some other states experiencing alarmingly high case numbers.  We know that this virus is a community virus and it is here.  It is only through our due diligence that we can protect ourselves and each other.  As veterinary professionals, this is not a new concept.  We know about germs and the spread of them.  It is incumbent upon us to follow the guidelines set forth by the College, the University, local and state public health officials, the government and the CDC.  WEAR MASKS and USE SOCIAL DISTANCING practices.  STAY HOME IF YOU ARE SICK.  WASH YOUR HANDS.  KEEP YOUR WORK SPACE CLEAN.

I’d like to focus on one of those mandates; wearing masks.  Face masks should be worn in a manner that covers the mouth AND nose.  If you need to remove your face covering for a reason, do so in a location that is separate from others and that is not a high traffic area (e.g. ICU hallway).

Below I have copied the information I’ve sent before.  Please review this information.  Remember that taking your temperature and keeping a contact tracing journal are recommended, not required.

1. Masks or Face Coverings in Public Places (https://vetmed.illinois.edu/intranet-dean/wp-content/uploads/sites/80/2020/04/COVID-19_SOP_27Apr2020final.pdf)
1. Specific Guidelines – All persons working in the VTH or VMSC MUST wear a face mask or other face covering over both nose and mouth when in a community area or work space and social distancing of at least 6 feet is not possible.  This includes hallways, rounds rooms, treatment wards, and commons.  All persons interacting with the public, including clients, delivery persons, and vendors must wear a face covering during these interactions.
2. Exceptions – Personnel may temporarily remove the mask or covering while in a community area to facilitate activities such as eating, drinking, and speaking on the phone, but should make every effort to maintain appropriate social distancing from colleagues. Persons working in individual offices or labs do not need to wear face coverings while in those spaces but will need to don a mask when exiting that space.
3. Provisions – Washable/reusable masks have or will be made available to all essential VTH personnel working in the VTH or VMSC.  Personnel are responsible for the care and cleanliness of their own masks.  Disposable masks are available for use by personnel.  These are located outside of the VCM Dept. office and are intended for single day use.  Disposable masks are also available at SAC/LAC/VMSC Admissions and may be provided to clients or outside workers while in the facilities.
2. Social Distancing
   1. Exceptions
   1. Euthanasia – clients may be allowed to enter to facilitate euthanasia of a companion animal.
   2. Restroom Use – clients may be allowed to enter to use the restroom facilities while present during patient care.
   3. Consultation/Education – clients may be allowed to enter to facilitate focused discussions regarding patient care planning and informed consent when phone communication is not possible or sufficient, as well as client education regarding specific at-home patient care.  These situations should be exceptions, and only allowed when absolutely necessary.
   2. Guidelines for Clients in VTH/VMSC
   1. Any client in the VTH or VMSC MUST wear a face mask or other covering.  A disposable mask will be provided to the client prior to entering the building if they do not already have one.
   2. Clients in the VTH should be limited to ONE per patient/visit whenever possible.
   3. Clients must be immediately escorted to the exam/consultation space/restroom and then directly escorted out after concluding activities in the VTH/VMSC.
   4. Time spent in the VTH/VMSC by clients must be kept to the absolute minimum, after which they can wait outside or in their vehicles.
   5. Clients should not be permitted in patient treatment areas.
   6. Social distancing of a minimum of 6’ should occur at all times.
1. Room Occupancy  – The requirement for maintaining social distancing of a minimum of 6 feet whenever possible is in effect.  It is understood that this is not possible in certain circumstances associated with patient care.  Signs will soon be posted outside of community areas or work spaces indicating maximum occupancy taking into account square footage and social distancing guidelines.  Every effort must be made to avoid exceeding posted maximum occupancy for these spaces.
2. Client access to buildings – Clients are not allowed inside access to VTH and VMSC facilities with few exceptions.
3. Health Monitoring of Employees (https://emails.illinois.edu/newsletter/3966865.html)
   1. Do NOT come to work if you are sick.
   2. Promptly report your illness to your supervisor.
   3. If you have signs consistent with COVID-19 infection AND have been working in the VTH/VMSC, speak to your health care provided to REQUEST testing due to potential exposure to co-workers.
   4. If you are suspected or confirmed to have COVID-19 infection, or have been unable to be socially distant from someone diagnosed with COVID-19, you must notify your supervisor who will make the appropriate notification (Lisa Moore for CVM, lshipp@illinois.edu)
   5. Champaign Co. Public Health will then be consulted to provide subsequent recommendations.
   1. Temperature screening – Employees with a body temperature at or above 100.0 F should not come to work, and will be sent home if they are at work.
   1. VMSC has implemented a body temperature screening protocol for those employees.  That process has been approved and will continue.
   2. All personnel working within the VTH should take their own body temperature once daily prior to coming to work.  A log for recording body temperature and clinical signs is attached.
   1. Contact Tracing Journals – At the end of the work shift, each employee working in the VTH/VMSC is to record the names of individuals with whom they were within 6 feet of for a period greater than 10 minutes during that shift.
   1. In the event that an employee becomes positive, these journals will be used for contact tracing purposes.
1. Protecting Personnel Safety and Reporting Illness – The College Administration has developed a response plan that aligns with CDC and AVMA guidelines and includes an SOP in the event that a College employee becomes confirmed positive for COVID-19.  Highlights include:
2. NOT REQUIRED
3. NOT REQUIRED

I thank you for your efforts and hard work.

Julia K Whittington, DVM

By Julia Whittington|June 24th, 2020

 

Clarification from Dean RE: Contact journaling and temperature monitoring

Dear VTH/VDL/VCM community,

 On behalf of the college, I thank you for your ongoing efforts to implement our new policies and procedures during the COVID-19 pandemic.

 We will continue to make decisions that are best for our college, based on guidance from organizations such as the Centers for Disease Control and Prevention (CDC), the American Veterinary Medical Association (AVMA), the State of Illinois, and the University of Illinois. Daily temperature checks have been recommended by both the CDC (https://www.cdc.gov/coronavirus/2019-ncov/community/colleges-universities/considerations.html) and the AVMA (https://www.avma.org/resources-tools/animal-health-and-welfare/covid-19/covid-19-keeping-veterinary-teams-healthy) for health care workers, including those in veterinary hospitals. Maintaining a daily log of contacts with individuals that you were not able to maintain recommended social distancing, is helpful for contact tracing after diagnosing COVID-19 (https://www.cdc.gov/coronavirus/2019-ncov/downloads/php/principles-contact-tracing-booklet.pdf).

 The purpose of this email is to communicate that daily temperature checks and maintaining a daily log of contacts are strictly voluntary for hospital staff and clinicians at this time.

 Cheers, Peter Constable

******************************************************

Peter D. Constable BVSc(Hons), MS, PhD, DACVIM, DACVN(Honorary)

Dean, College of Veterinary Medicine, University of Illinois

3505 Veterinary Medicine Basic Sciences Building

2001 S. Lincoln Ave, Urbana, IL 61802

Email: constabl@illinois.edu  url: https://vetmed.illinois.edu

Tel (217) 333-2760  Fax (217) 333-4628

 

By Julia Whittington|June 4th, 2020

 

Important Updates – May 22, 2020

Good evening and happy Memorial Day weekend.

There are a couple of updates I want to share with you. 

Services Heads have done an amazing job of developing their plans for returning to full service.  I’m attaching updated document here (https://vetmed.illinois.edu/intranet-vth/wp-content/uploads/sites/106/2020/05/DRAFT_VTH_Return-to-Full-Service-Plan_22May20.pdf.)  It is still in draft form simply because it is a fluid document that needs to change as the situation evolves. 

I want to give a special acknowledgement to Fran Bell who is working to prioritize the hiring of 33 students into hourly positions to support the VTH services, with the expected start date of on or before June 1^st.

I also want to acknowledge those services, such as oncology and ER, who have really not seen a reduction in cases since the beginning, and who continue to strive to meet all their patient’s needs with a smile.

There has been some discussion about the availability of testing for essential employees, especially as we bring all of our clinical personnel back to working on-site.  There is a Community Based Testing Site available at Market Place Mall for any individual with COVID-like symptoms, as well as for essential workers with or without symptoms.  Essential workers will need to show their work ID but the testing is currently free.  It is believed that this is an antigen test that determines current status, not protection against infection.  It is strongly recommended that anyone arriving or returning to the area after travel, or who has concern that they have been in contact with an infected individual, be tested prior to coming to work in the VTH.  Please contact the Champaign-Urbana Public Health District at (217)239-7877 for more information.

To clarify the email sent out by Dr Lois L. Hoyer on May 20^th, please note that there was no intention to introduce a blanket ban on patients in the VTH being participants in any research studies. Existing IACUC-approved clinical studies that include VTH patients can continue as long as they do not displace attention from critical cases. However, clinical studies on normal / healthy animals that utilize VTH facilities, or active recruitment of large numbers of patients with selected diseases for current or new projects that would place an undue strain on VTH resources, will not be approved until the current Covid19 situation stabilizes. If further clarification is needed in individual circumstances, please contact me or Natalie Lamphier.

Remember, it is our responsibility to keep ourselves safe.  Wash your hands, clean the surfaces in your area, wear your mask, and keep your safe distance.  We are our best selves, together.

Lastly, my son turns 19 on Monday and he graduates high school on Tuesday.  I’m going to take some time away from work to spend with him to celebrate these milestones, because, frankly….both are miracles.  It’s a staycation so I’ll be available by phone and will come in as needed.  However, Natalie will be in the office during the afternoons Tuesday through Friday next week if you need something in person.

Be safe.

Julia 

Julia K Whittington, DVM

 By Julia Whittington|May 23rd, 2020

 

IMPORTANT: THE NEXT 30 DAYS – Employee Safety

Good afternoon,

Effective tomorrow, the State of Illinois Stay-At-Home order will be in effect until May 30^th and changes will occur regarding restrictions.  University and College leadership have developed directives for UI employees that align with the state’s mandates.  The VTH will also accommodate the new and continued mandates.  Below is a summary of those mandates and associated VTH protocols.  Links to supporting College documents are also provided.

1. Masks or Face Coverings in Public Places (https://vetmed.illinois.edu/intranet-dean/wp-content/uploads/sites/80/2020/04/COVID-19_SOP_27Apr2020final.pdf)
1. Specific Guidelines – All persons working in the VTH or VMSC MUST wear a face mask or other face covering over both nose and mouth when in a community area or work space and social distancing of at least 6 feet is not possible.  This includes hallways, rounds rooms, treatment wards, and commons.  All persons interacting with the public, including clients, delivery persons, and vendors must wear a face covering during these interactions.
2. Exceptions – Personnel may temporarily remove the mask or covering while in a community area to facilitate activities such as eating, drinking, and speaking on the phone, but should make every effort to maintain appropriate social distancing from colleagues. Persons working in individual offices or labs do not need to wear face coverings while in those spaces but will need to don a mask when exiting that space.
3. Provisions – Washable/reusable masks have or will be made available to all essential VTH personnel working in the VTH or VMSC.  Personnel are responsible for the care and cleanliness of their own masks.  Disposable masks are available for use by personnel.  These are located outside of the VCM Dept. office and are intended for single day use.  Disposable masks are also available at SAC/LAC/VMSC Admissions and may be provided to clients or outside workers while in the facilities.
2. Social Distancing
   1. Exceptions
   1. Euthanasia – clients may be allowed to enter to facilitate euthanasia of a companion animal.
   2. Restroom Use – clients may be allowed to enter to use the restroom facilities while present during patient care.
   3. Consultation/Education – clients may be allowed to enter to facilitate focused discussions regarding patient care planning and informed consent when phone communication is not possible or sufficient, as well as client education regarding specific at-home patient care.  These situations should be exceptions, and only allowed when absolutely necessary.
   2. Guidelines for Clients in VTH/VMSC
   1. Any client in the VTH or VMSC MUST wear a face mask or other covering.  A disposable mask will be provided to the client prior to entering the building if they do not already have one.
   2. Clients in the VTH should be limited to ONE per patient/visit whenever possible.
   3. Clients must be immediately escorted to the exam/consultation space/restroom and then directly escorted out after concluding activities in the VTH/VMSC.
   4. Time spent in the VTH/VMSC by clients must be kept to the absolute minimum, after which they can wait outside or in their vehicles.
   5. Clients should not be permitted in patient treatment areas.
   6. Social distancing of a minimum of 6’ should occur at all times.
1. Room Occupancy  – The requirement for maintaining social distancing of a minimum of 6 feet whenever possible is in effect.  It is understood that this is not possible in certain circumstances associated with patient care.  Signs will soon be posted outside of community areas or work spaces indicating maximum occupancy taking into account square footage and social distancing guidelines.  Every effort must be made to avoid exceeding posted maximum occupancy for these spaces.
2. Client access to buildings – Clients are not allowed inside access to VTH and VMSC facilities with few exceptions.
3. Health Monitoring of Employees (https://emails.illinois.edu/newsletter/3966865.html)
   1. Do NOT come to work if you are sick.
   2. Promptly report your illness to your supervisor.
   3. If you have signs consistent with COVID-19 infection AND have been working in the VTH/VMSC, speak to your health care provided to REQUEST testing due to potential exposure to co-workers.
   4. If you are suspected or confirmed to have COVID-19 infection, or have been unable to be socially distant from someone diagnosed with COVID-19, you must notify your supervisor who will make the appropriate notification (Lisa Moore for CVM, lshipp@illinois.edu)
   5. Champaign Co. Public Health will then be consulted to provide subsequent recommendations.
   1. VMSC has implemented a body temperature screening protocol for those employees.  That process has been approved and will continue.
   2. All personnel working within the VTH should take their own body temperature once daily prior to coming to work.  A log for recording body temperature and clinical signs is attached.
   1. In the event that an employee becomes positive, these journals will be used for contact tracing purposes.
1. Protecting Personnel Safety and Reporting Illness – The College Administration has developed a response plan that aligns with CDC and AVMA guidelines and includes an SOP in the event that a College employee becomes confirmed positive for COVID-19.  Highlights include:
2. Temperature screening – Employees with a body temperature at or above 100.0 F should not come to work, and will be sent home if they are at work.
3. Contact Tracing Journals – At the end of the work shift, each employee working in the VTH/VMSC is to record the names of individuals with whom they were within 6 feet of for a period greater than 10 minutes during that shift.

I cannot express to you how important these measures are to ensure that the VTH can continue to operate; to meet our patient needs, to serve our community, to provide the means to train our house officers, and to continue the generation of self-supporting revenue which will be of dire importance as this situation continues.  One single measure in isolation does not make or break a plan, but collective efforts are needed to ensure its success.  Some of the information above is not new, but it will now be enforced.  Failure to follow these mandates and protocols may result in disciplinary action. We MUST work together to manage our risks, to keep our own people safe, and to meet our operational needs.

I thank you for your efforts and hard work.

Julia K Whittington, DVM

By Julia Whittington|April 30th, 2020

 

PLEASE READ – Change in Service – VTH Update

Hello,

As the Governor has extended the Stay-At-Home order until May 30, the VTH will continue to support operation that limits the number of personnel within the facility at any given time.  This allows for the possibility of maintaining safe inter-personal distances and provides the VTH and VMSC with reserve staff in the event that others are made to quarantine due to infection.   Therefore, we will continue to operate at REDUCED SERVICE.   Emergent and urgent cases will be seen as previously described.  As a reminder, what constitutes an urgent or emergent need is influenced by multiple factors including patient status, duration and progression of the problem, co-morbidities, and in the case of large animal medicine, food chain integrity.  In consultation with the Service Head, each individual service is charged with determining what patients need to be seen while we are on reduced service and clinicians need to be able to justify their decisions.  Some cases that seem to be non-urgent or elective may in fact involve factors that warrant a visit during reduced service.

As expected, some patients that have been placed on service waiting lists over the past 6 weeks have problems that need to be addressed in the next 30 days.  While not completely urgent, but also not elective, these patients MAY be seen effective May 1^st with the following caveats:

1. Services may not schedule patient visits to the degree that it overwhelms or taxes services that provide hospital-wide support (anesthesia, imaging, ICU).
1. Coordination of visits requiring these services must be arranged prior to scheduling.
2.  Clients must be informed that their animal may be ‘bumped’ to a later time or day due to more emergent cases requiring care.  Owners will be responsible for the cost of hospitalization regardless of the reason for the delay and will have to be agreeable to that.
2. Services must be able to accommodate these patients without compromising existing staff conservation measures.
1. Personnel from the primary service may be required to provide patient support during anesthesia, imaging, or other needs during patient hospitalization.
2. Long-term monitoring or boarding of patients will not be possible.
3. There will likely be some drug and supply shortages as service is resumed both here and community-wide, and every effort to conserve these resources must be taken.
4. Even if services expand the types of visits they are accommodating now, we may have to limit them in the future depending on evolving scenarios.

Some services have already discussed their receiving needs with me (Dentistry, Equine Therio, Equine Surgery, Orthopedic Surgery, Primary Care, Wildlife Medical Clinic).  If your service is needing to modify your receiving model, please contact me.

Thank you for your continued efforts on behalf of our clients and patients.

Julia K Whittington, DVM

By Julia Whittington|April 30th, 2020

 

VTH Update – One Month Down and Going Strong

Good Friday Afternoon,

As we conclude another week, let me reiterate how very grateful I am to each of you who is working to support our College and VTH by doing what you do best every day.  I love that some of you have taken the time to recognize the ‘extra mile’ that others have taken in efforts to optimize service and support a collegial environment.  Kudos to ECC and other services who are providing student rounds opportunities, in addition to delivering PD and course content for VM students.   In an email sent to Dr. Foreman and me, a member of the Class of 2021 wrote “The University of Illinois is home to the greatest clinicians who go above and beyond for their students.” I couldn’t agree more.  Anesthesia and Imaging are doing a great job in supporting hospital-wide patient care, and the Medication Dispensary staff have continued to work on our behalf to ensure we have appropriate medication supplies.  Great work is happening every day despite the conditions with which we are dealing.  This week our soft tissue surgery service worked with small animal medicine and anesthesia personnel to perform a minimally invasive thoracoscopy to correct a persistent right aortic arch in a puppy.  This was done under the guidance of Dr. Jacqui Scott and is a first for the VTH.   It’s hard to imagine everything that is happening at home and behind the scenes as we work through these times, but it is all appreciated.

REMINDERS

REMEMBER  –  As you know, the VTH is following guidelines for reduced service.  Over time, what was non-urgent may become so.  Each service must decide how best to meet their patient’s needs.  (see Shelter-in-Place Immediate Plan – Update March 20; https://vetmed.illinois.edu/intranet-vth/2020/03/27/shelter-in-place-immediate-plan-update-march-20/)

• VTH Services are expected to facilitate their service’s phone calls and client appointments during normal receiving hours.  Do not advise a client to come thru ER without consulting an ER clinician first.  ER reserves the right to do same-day transfers.
• Clients that call requesting that their animals be seen, and who don’t have an urgent or emergent need that requires a visit, should be placed on waiting list maintained at the service level to be rescheduled at a later time.
• Referring veterinarians are being asked to call and speak to the appropriate service member prior to sending the patient.  Please reiterate to them that this is to optimize the visit for both client and patient.
• After normal daytime receiving hours and on weekends, or if there is no clear-cut service to which the call should be transferred, the client services staff member will send the call to our personnel triaging ER calls. We have developed a schedule of clinicians/technicians working from home who will provide phone triage coverage.

REMEMBER – ALL PERSONS WORKING IN A COMMUNITY AREA (E.G. CLIENT SERVICES, ROUNDS ROOMS, TREATMENT WARDS, EXAM ROOMS, ETC.) OR IN PROXIMITY TO OTHER PEOPLE WILL WEAR A FACE MASK OVER THEIR NOSE AND MOUTH WHILE IN THE VTH.  (see Face Masks in VTH and Other Updates – April 3, 2020; https://vetmed.illinois.edu/intranet-vth/2020/04/03/face-masks-in-vth-and-other-updates-march-3-2020/)

• There are times during patient care when maintaining a distance of 6’ apart is not possible.  Because of this limitation, and because of the fact that persons can carry COVID-19 and not be clinical for disease, the VTH has implemented a face mask SOP.  Cloth and surgical masks will not prevent a person from becoming infected by COVID-19.  However, a face mask worn to cover nose and mouth will help limit the dissemination of water droplets from the wearer to surrounding persons and their environment.  This measure is being taken to KEEP US ALL SAFE. 

• If you are experiencing illness, stay home and call your supervisor.

UPDATES

MASK DONATIONS – We are very fortunate to have been the beneficiary of an anonymous donation of disposable face masks.  Many people have donated time and talent to produce cloth washable masks and these are still welcome.  However, this supply of disposable masks will help tide us over.  Please take what you need from the table outside of the VCM Dept. Office.  We are also very grateful to Lisa Moore, CJ Berger, and Dr. Yvette Johnson Walker who helped acquire much needed N95 respirator masks so that we can continue to use appropriate measures for chemotherapy treatments, medication compounding, and handling of potentially infectious patients.

DRUG SHORTAGES – Due to the human health crisis there will be a shortage of some available medications including certain opioids and anesthetics.  We will be sending out specific information with recommendations from our working group soon.  However, it is important for us to be judicious in conservation of our current stock and to limit the amount of waste product.  Please keep that in mind as you prescribe these medications.

OUTREACH – Keep the pictures coming.  Our Office of Communications is continuing to tell our story through posts, tweets, and whatever else you do on social media!

I hope you have a restful weekend and STAY SAFE.

Julia

Julia K Whittington, DVM

By Julia Whittington|April 17th, 2020

 

COVID-19: ISVMA President’s Essential Services Message

This is a well written reminder from our ISVMA President regarding our responsibilities as veterinarians.  Here, in the VTH, we will continue to serve our clients and patients on an urgent and emergent need.  Please know that we will work diligently to resume full service as the situation allows.  Until then, thank you for all you are doing on behalf of the College and VTH.

Julia K Whittington, DVM

Updates for Illinois Veterinarians on COVID-19–April 15, 2020

This information is shared in an effort to help with preparedness and to provide information

Dear Colleagues:

Veterinary practice has changed immensely in ways we would not have considered just 30 days ago. These changes have had and will continue to have significant impacts on the way we deliver medical and surgical services. However, remember we are trained in public health and understand the scientific reasons for the shelter in place order. I know we are each doing our best to meet the essential needs of our patients.

As you know, neither the ISVMA nor the Illinois Department of Financial and Professional Regulation’s Veterinary Licensing Board has produced a list of approved procedures. These lists would have unintended ramifications for individual situations that we want to avoid so we do not intend to create these lists. Still, our staff at the ISVMA has received multiple questions and some concerns from veterinarians about others performing procedures some deem elective. Let us first remember the decision on which procedures each veterinary facility will continue is made by each professional within the context of the VCPR and with knowledge of the specific situation so sometimes perception is not reality. Also, and at the same time, some questionable decisions may have been made that deserve scrutiny.

As it pertains to the Executive Orders [EO] issued by the Governor please keep these things in mind. His EO on March 20, 2020 specifically stated, “Healthcare and Public Operations also includes veterinary care and all health services provided to animals.” In the same order, the governor ordered residents to stay home unless they needed an essential service. This order included examples such as citizens or their pets needing medical services such as emergency services, medical supplies, or medication. In addition, we also have a responsibility to utilize and conserve our PPE to protect our patients, clients and staff.

As veterinarians, we can make these decisions ethically and without government guidance. IDFPR is not reviewing our medical decisions during this time unless a complaint is received. To protect yourself remember to keep good medical records to support the decisions you make. Let’s foster a professional environment of positivity where we can communicate with each other. What we perceive from outside observation might appear much different from the inside.

Veterinarians have always enjoyed a high level of trust in American society. This is because of the valuable service we provide and because of the ethical, thoughtful way in which we are regarded in our communities. During this time, we can continue and strengthen that well-earned trust.

 

Sincerely,

Olivia Rudolphi, DVM

ISVMA President

By Julia Whittington|April 16th, 2020

 

Face Masks in VTH and Other Updates – April 3, 2020

Hello VTH:

As we wrap up another week, let me take a minute to thank all of you who have continued to work thru the ever-changing landscape of our new reality.  I’ve been so impressed with people helping services outside of their own, persons working from home to support those in the VTH, people helping to mitigate the fears and anxiety of our clients who are facing additional stresses associated with concern for their animals.  We have worked long hours and are likely to experience this going forward.  Each day brings new challenges and the need to be flexible.  However, each day also brings a reminder that we are very lucky to be a part of the Vet Med family and to work with these incredible colleagues.

Over the past few weeks, there have been concerns about individuals working in the VTH becoming ill with a variety of clinical signs ranging from cough, GI upset, stuffy nose, fever, etc..  This has led to speculation and concerns about sharing a work environment.  Let me alleviate some of those fears.  There have been no confirmed COVID-19 cases among VTH personnel.  We are following the CDC guidelines; anyone that is experiencing any sign of illness is not to come to work, at least 72 hours must pass following recovery of signs including fever, and at least 7 days must pass since first onset of symptoms.  We have also been asking personnel to work from home for 14 days after returning from other areas of the country or abroad.  Persons living with or having significant contact with a COVID-19 suspect are also being asked to self-quarantine.  We have closed the VTH to clients.  Our staff are getting histories by phone or car-side, payments are being processed by phone.  When pens are used to sign consent forms, the pen is left with the client.  Clip boards are being disinfected as well as commonly used surfaces.  Our services have reduced personnel to a level that meets critical need. 

That being said, there is NO SUBSTITUTE for common sense, good hand hygiene, and social distancing.  We have done a good job with these measures. 

There are times during patient care when maintaining a distance of 6’ apart is not possible.  Because of this limitation, and because of the fact that persons can carry COVID-19 and not be clinical for disease, the VTH is implementing a face mask SOP.  Cloth and surgical masks will not prevent a person from becoming infected by COVID-19.  However, a face mask worn to cover nose and mouth will help limit the dissemination of water droplets from the wearer to surrounding persons and their environment. 

EFFECTIVE IMMEDIATELY, ALL PERSONS WORKING IN A COMMUNITY AREA (E.G. ROUNDS ROOMS, TREATMENT WARDS, EXAM ROOMS, ETC.) OR IN PROXIMITY TO OTHER PEOPLE WILL WEAR A FACE MASK OVER THEIR NOSE AND MOUTH WHILE IN THE VTH. 

We are concerned about conserving PPE for human health partners so I ask that you use washable cloth options if possible.  We have made over 200 of these available over the past several weeks and more are being made at the time of this writing.  There is a limited supply of tie on surgical masks on the table outside of the VCM Dept. office for use until other options are available.  Mask care is important.  Cloth masks should be laundered daily or disinfected with sanitizing spray products.  Cloth masks should not be shared.  Please label yours so that you can keep track of it.  Gloves and masks should be worn by persons having contact with the clients.  Persons working with patients that have been in close proximity to owners confirmed to have COVID-19 or are suspected to have it should wear protective outerwear while handling the patients.  There is new data to indicate that cats and ferrets may be able to transmit COVID-19 from their airways.  We will be working to develop protocols for handling animals from suspect environments.

This is the next step that we are taking to protect ourselves, our clients, and our patients as we work towards fulfilling our mission.  It will be difficult, inconvenient, and bothersome.  And because of all that, I thank you for your help in taking these measures seriously.  We can’t do this without you and I wouldn’t want to be in this difficult situation with anyone else.  You are the bright spot on even the most difficult days.  Have a good weekend and stay safe.

Julia K Whittington, DVM

 

By Julia Whittington|April 3rd, 2020

 

VTH Midweek Update – April 1, 2020

Hello and Happy April Fool’s Day…or as I prefer to call it ‘April Showers bring on the Flowers Day’:

By now you know that our reduced service status will likely continue thru the end of April, based on orders issued from the state and federal governments.  I know that all of us can relate to times in our lives when we had to simply take things one day at a time because looking beyond that at the unknown was too hard.  It is easy to get discouraged and to focus on the negative.  We, as a community, have to support our efforts on behalf of our students, our clients and patients, and each other, and to take every opportunity to celebrate the positives.

Here are some positives to focus on:

• WELCOME Dr. Ledesma.  Eric is not new to our Vet Med family as he has been one of our shelter medicine interns since July 2019.  Today is his first day as our new ER faculty member where he will be instrumental in caring for patients and helping to coordinate service efforts as an Instructor.
• The new SAC lobby furniture will be installed Friday!  For those of you who cherished the orange sherbet and sky blue furniture, I’m sorry.  The new furniture will better serve our clients from a comfort standpoint and should allow for safer social distancing of our canine patients.  Additionally, it is customizable to meet our needs if and when our SAC lobby area is expanded.
• Dr. Stephanie Keating has prepared a plan based on community conditions to provide assistance to human healthcare efforts as the need arises.
• CJ and the storeroom staff have insured that we are in a good position to have the supplies we need to continue providing patient care for the foreseeable future in the VTH.  Please keep conserving PPE and supplies to the degree possible.
• We have some incredible colleagues donating sewing talent as they make washable cloth masks.  Thank you Drs. Forsythe, Marshall, McCoy, Selting, Yunzhi Luo, Julie Shirley, Dria Talley and Alyssa Duncan.
• We have successfully recruited a pharmacist; Dr. Alex Gochenauer will be joining our team in July after completing her residency.

Some operational updates:

1. SAC client services has posted numbers on the Client Parking spots so that you can better determine where clients are parked as you go to admit our patients.
2. The purple medication log sheets should be used whenever controlled medications are administered to patients not housed in ICU.  These log sheets indicate the type and amount of controlled substance administered, the person administering the mediation and the witness.  These sheets are audited.
3. Make sure to enter charges associated with care of remains, including private cremation.  A significant number of adjustments are having to be made.
4. If your service is in need of personnel support, please contact Alyssa Duncan (agalliga@illinois.edu) so that she can help you coordinate to meet current needs.

We are actively working to stay connected to our personnel working from home, our students, and our clients.  Social media is a great way to reach many people.  Remember, what we post reflects on us and we serve as an example for others.  Use appropriate PPE and social distancing in your images (you should be doing that anyway!),  Send your images to editor@vetmed.illinois.edu for inclusion on college media sites.

Lastly, The University of Illinois Archives is inviting the University of Illinois community to share and preserve their stories during the COVID-19 pandemic.  The COVID-19 crisis is affecting every part of the University of Illinois community, from building workers to students, faculty, staff, and alumni. Send the University of Illinois Archives a personal reflection to help create a record of this unprecedented time. We invite you to submit written accounts, artwork, or video/audio recordings: https://go.library.illinois.edu/COVID-19Archives. You are welcome to share this survey as well.  Contact Bethany Anderson, Natural and Applied Sciences Archivist (bgandrsn@illinois.edu), and Jessica Ballard, Archivist for Multicultural Collections and Services (ballard9@illinois.edu) with any questions about this project.

Stay Safe and Thank You for all you are doing for the VTH!

Julia

Julia K Whittington, DVM

By Julia Whittington|April 1st, 2020

 

SEVERE WEATHER – Update March 28

Good Morning VTH,

Despite everything else that is going on, it is that time of year when we need to refresh ourselves on our emergency preparedness plans for severe weather.  The forecast for today has some concern for severe thunderstorms and the possibility of tornadoes.  For those of you who are unfamiliar with terminology about severe weather, a WATCH indicates that conditions are ripe for a severe weather event and a WARNING means that the weather event is imminent.  Please take time this morning to review the information under the Severe Weather Emergencies found on the Safety and Clinical Biosecurity website found on the College Intranet (Safety Tile) at https://vetmed.illinois.edu/intranet-safety/.  I’ve copied excerpts from that site pertaining to LAC and SAC below.  It is also a good idea to refresh your understanding of the Building Emergency Action Plan (BEAP), especially if you are floor coordinator.  You can access the BEAP from the Safety and Clinical Biosecurity website as well as from the VTH Intranet page https://vetmed.illinois.edu/intranet-safety/ under the Emergency Information tab on the left-hand side.

Keep taking care of each other and be safe.

Julia

Small Animal Clinic: Tornado Readiness Plan regarding patients

10/30/12

Tornado Watch

A tornado watch indicates that conditions are right for the formation of a tornado. Now is the time to prepare our students and patients for a potentially life threatening situation.

1. Move all patients located in the Medicine, Oncology and Surgery runs into a cage in the interior treatment ward area; reassigning the animal to another cage. Be careful to ensure that you do not mix patients up! Each patient should have the appropriate owners name on its cage. Patients who are fractious or have injuries requiring more than one person to move them safety, should be moved last or possibly not be moved at all. Patients that are too large to fit into an interior cage may not be moved at all if they cannot be accommodated.

2. Close all doors leading into and out of the wards, treatment areas and runs as you move patients from each area.

3. Close all of the hallway doors that separate each section of the Small Animal Clinic building. These doors are located outside of ER, Small Animal Anesthesia, Oncology, Clinical Pathology and the Small Animal Clinic loading dock.

4. Be prepared to move quickly to the basement if necessary.

Tornado Warning

A tornado warning indicates that a funnel cloud or tornado has been sighted in the surrounding community. The Emergency Services warning system (siren) will sound if a tornado has been sighted or if there are radar indications of tornado formation in the immediate Champaign/ Urbana area. At this time, you should move immediately to the basement. This is a life threatening situation; under no circumstances should anyone remain on the first or second floor.

1. All students, staff and clients should move immediately to the basement. Patients should not be moved to the basement unless the owner has control of it.

When the tornado warning has been discontinued you may leave the basement to assess the damage. If the weather is still uncertain patients should be left in their cages. If the weather has cleared and time allows, patients may be moved back to the runs.

EMERGENCY PLAN FOR LARGE ANIMAL CLINIC RESIDENT TEACHING HORSE(S) AND COW(S) DURING TORNADO WARNINGS AND WATCHES

When a Tornado Watch is initiated by the National Weather Service or when weather radar indicates strong storms are likely AND when there is no danger to human life, the College of Veterinary Medicine resident horse(s) and cow(s) housed at the Large Animal Clinic shall be moved into Ward 3 until the threat of severe weather has passed. If there are not enough stalls to house all animals, even on a temporary basis, an attempt to hold them inside until the threat of severe weather is over by hand restraint or placement in stocks with appropriate supervision is acceptable.

If the National Weather Service issues a Tornado Warning, all College of Veterinary Medicine horse(s) and cow(s) shall remain in their present location. Humans should remain inside and follow the College’s Tornado Safety Plan.

Note: This plan only works during regular hospital hours. On holidays, weekends and nights, the animals will be dealt with as appropriate for staffing. No one should attempt to move the animals and put themselves or others at risk at any time. Animals that become flighty and hard to handle and put handlers at risk during a storm event should be left behind and checked immediately after the storm passes.

Julia K Whittington, DVM

 By Julia Whittington|March 30th, 2020

Day…ly VTH Update March 25

Good Evening.

A big shout out to all the services that are working together to meet patient needs.  You make me proud to see your teamwork.  A special thank you to Jenny Byrd who allowed me to assist in drawing blood from one of her patients yesterday.  I felt like a REAL vet again! 

Today, we confirmed that all PD experiences are now being taught solely online.  Thank you to those of you who have been working to adapt your rotational material for that delivery.

I submitted our list of Essential Personnel to HR.  Services have done a good job identifying ways to minimize the number of persons physically in the VTH while also keeping us operational.  There is a living document of personnel that can and will jump in to assist services that are experiencing temporary staffing shortages.  Thank you Meghan Fick for putting that together.  She can share a link for anyone interested.  We are also expecting that those working from home will report for work in the VTH, if possible, when the need arises.

If you have been listed as essential personnel, you will need to have your I-card with you to gain entry to the VTH.  Do not use SAC Admissions to enter as we are trying to avoid congestion with areas where clients arrive.  LAC Admissions may be used if clients are not in the immediate area.  You will have to swipe in as client services staff have been advised to not open the door since clients are being met outside.

Try to stay positive and stay safe.

Julia K Whittington, DVM

 By Julia Whittington|March 27th, 2020

 

Limited Access for Clients and More – March 23

LAC Client Access:  In an effort to further reduce the risk to VTH personnel and VTH clients, we will be limiting VTH access for our clients.  Clients who arrive at LAC will be asked to call the LAC admissions desk.  They will be asked screening questions and then will be asked to provide vehicle information and a phone number.  Client Services will call you or your service to advise that the client has arrived.  Clients will not be allowed in the LAC lobby, except to use the restrooms, and should wait in their vehicles.  Please retrieve the admission consent form from client services.  If you do not already have the history, please call the client to review the pertinent information.  You can either meet the client at their vehicle to acquire the patient or have the client bring the patient to the appropriate ward door.  Have the client sign the admission consent form, making sure to use appropriate PPE, hygiene and social distancing.  If necessary, one client per patient is allowed in treatment areas at any given time.  The exception is in the event of euthanasia, when more than one family member may be present if it can be done in a reasonably safe manner.  Visiting hours are suspended VTH-wide. 

SAC Client Access:  In an effort to further reduce the risk to VTH personnel and VTH clients, we will be limiting VTH access for our clients.  Clients who arrive at SAC will be asked to call the SAC admissions desk.  They will be asked screening questions and then will be asked to provide vehicle information and a phone number.  Client Services will call you or your service to advise that the client has arrived.  Clients will not be allowed in the SAC lobby, except to use the restrooms, and should wait in their vehicles.  Please retrieve the admission consent form from client services.  If you do not already have the history, please call the client to review the pertinent information.  You can either meet the client at their vehicle to acquire the patient or have the client bring the patient to the SAC admissions door.  Have the client sign the admission consent form, making sure to use appropriate PPE, hygiene and social distancing.  If necessary, one client per patient is allowed in an exam room at any given time.  The exception is in the event of euthanasia, when more than one family member may be present if it can be done in a reasonably safe manner.  Visiting hours are suspended VTH-wide. 

Service Assistance:  Each service is making a plan for how to utilize employees.  Some services are strategically sending employees home with the expectation being that they will return to work when requested to meet operational need.  When possible, these employees should perform work (ethics training, review policies, develop rounds materials, review charges/make charge master, take on-line CE, etc.), and do not need to use benefits to do so.  If caseload warrants additional help, or if those currently covering service functions become ill, then those clinical personnel working from home will be asked to come in.  Conversely, there are faculty that have offered to help services that are experiencing the need for assistance.  If you find yourselves in need of these resources, please let me know so that we can mobilize help.

Student Visits:  We miss our student colleagues, to be sure.  However, right now, we need to limit their exposure to us and our exposure to them.  For this reason, we will not be able to have students visiting the VTH service areas.  Some students are employed and will be here.  Some students will be engaged in coursework here.  Certainly, we want to stay connected to the students.  Dijon Davis is asking for you to send her pictures of yourself while you go about your work so that we can share with those we need to be separated from at this time.

Reminders:  If you don’t need to be in the VTH, don’t be.  If you are, be aware of your space and keep appropriate social distancing.  Do not come to work if you are sick.

Thanks for everything you are doing.

Julia

PS.  Do you like that I made this a large animal email only!  Yayah!

 By Julia Whittington|March 27th, 2020

 

Work From Home and Clarification on Benefits Use

The following information is from James Wade, Assistant Dean for Budget and Business Operations.  Please review

To summarize: If you can work from home, you should arrange to do so.  If you are needed to be physically at work and are able to work, you will need to use benefits if you don’t come to work.  The caveat being that if you are asked to stay home because of strategic operational need, then you must be available to report to work when the need arises or use your benefits. Finally, if you have been quarantined due to COVID-19, you do not need to use benefits while in quarantine.

Guidelines Regarding Work Expectations, Telecommuting, and

Benefit Usage During COVID 19

Labor and Employee Relations

March 20, 2020

Introduction

In light of the extraordinary circumstances facing the University due to the COVID 19 pandemic, and in keeping with one of the University’s guiding principles to, insofar as possible, protect our employees from economic harm resulting from the pandemic, Labor and Employee Relations offers these guidelines regarding work expectations and benefit usage for both telecommuting and on-site working.   These guidelines are effective immediately and will remain in effect until the Chancellor of the University of Illinois at Urbana-Champaign determines that remote working protocols should end and transition back to normal operations and work locations may commence.

 NOTE:   As part of the federal government’s response to the COVID 19 pandemic, the “Families First Coronavirus Response Act” has been signed into law.  The terms of the new statute must be implemented by April 2, 2020 and will remain in effect through December 31, 2020.   This new legislation provides certain additions to the Family and Medical Leave Act (FMLA) and other benefits and may ultimately supersede the guidelines below.  We will update these guidelines as appropriate.

1. Working Remotely (Telecommuting)

To the extent practicable, employees and units should enter into telecommuting agreements.  However, it is acknowledged that certain individuals might be required to report to their physical location for continuity of operations.

Employees who are working remotely are expected to perform work and be available during their assigned work schedule.

1.  
1. If the employee wants to take vacation or other time off for personal reasons during the remote work period, the employee must request permission to take time off from work.  The employee should indicate, in the request, which leave benefit the employee will use to cover this time away from work (vacation, floating holiday, accrued compensatory time) and receive approval prior to taking the time off  (i.e., the employee must follow his/her unit’s normal process for requesting time off).
2. If the employee becomes ill during the remote working arrangement, or if an employee’s family member (as defined in the appropriate sick leave policy) becomes ill during the remote work period, the employee can use any combination of sick leave, vacation, floating holiday, accrued compensatory time, or take the time as an approved, unpaid absence.  Because of the extraordinary demands on our community health care providers due to the COVID pandemic, medical evidence will not be required during this time period.  If the absence is greater than three days, units should follow the process for provisionally approving FMLA for qualifying employees.
3. The University recognizes that children and other family members may be present at the remote work location.  This is acceptable during the COVID 19 period.  Employees should take steps to minimize interruptions.

2. Working On-site

For employees who are required to report to their physical location for continuity of operations:

1. If the employee is unable to report to work due to illness, or if an employee’s family member (as defined in the appropriate sick leave policy) becomes ill, he/she can use any combination of sick leave, vacation, floating holiday, accrued compensatory time, or take the time as an approved, unpaid absence.  Because of the extraordinary demands on our community health care providers due to the COVID pandemic, medical evidence will not be required during this time period.   If the absence is greater than three days, units should follow the process for provisionally approving FMLA for qualifying employees.
2. If the employee is unable to report due to child-care issues, the employee may use vacation, floating holiday, any accrued compensatory time, or take the time as an approved, unpaid absence.
3. Employees who do not want to report to work and who do not have illness or child-care issues (e.g., the employee is fearful of getting exposed to the COVID 19 virus, the employee has a family member who has health issues that make the family member vulnerable to the COVID 19 virus, etc.) should use vacation, floating holidays, and accrued compensatory time or take the time as approved, unpaid leave.   Sick leave can only be used in accordance with section 2(a), above.

FLSA-Exempt Employees

The Fair Labor Standards Act (FLSA) includes certain provisions for FLSA-exempt employees that are different than the provisions for non-exempt employees, and as a result, some of the above guidelines may not apply to an FLSA-exempt employee.  If you have any questions about an FLSA-exempt employee, please contact Labor & Employee Relations.

The above guidelines may be subject to change as situations warrant.

By Julia Whittington|March 27th, 2020

 

Shelter-In-Place Immediate Plan – Update March 20

Today, the Governor declared that the State of Illinois will be under a Shelter In Place order beginning tomorrow (Saturday March 21, 5 PM).  Healthcare and Public Health Operations employees, including those providing veterinary care and healthcare services for animals, are able to leave their residences for work.  This means that the VTH will be able to continue to serve our clients as we have been.  It looks like we will be at a reduced service level for the foreseeable future.  As time goes on, this will result in a significant burden for case care falling to the ER services, especially in SAC, unless we, as a VTH community, put measures in place to distribute the work.  It is also important that we are conserving the numbers of personnel that must be in the VTH to provide for service operations.  Therefore, we have developed the following plans.  Please read these in completion as there is a significant amount of information that pertains to us all.

1. The Veterinary Teaching Hospital (VTH) is in REDUCED SERVICE.  Reduced service means that services are to remain open to see urgent and emergent cases.  What constitutes an urgent case is service specific and we are allowing services to self-determine, especially as time goes on and patient status evolves.  The goal of reduced service is 3-fold: 1) to meet the care needs of current VTH patients in the face of having limited personnel, 2) to allow for social distancing of VTH personnel and clients, 3) to provide a mechanism to stage personnel allowing for service coverage if current on-clinic personnel go into quarantine.  Small Animal Specific – Services will not expect that ER triage all their cases and then transfer.  Urgent patient visits should be accommodated by the appropriate specialty services whenever possible during regular receiving hours.  Effective immediately, ER will be working with services to facilitate same-day transfers, when possible, during daytime receiving hours.
2. Employees that are working from home are expected to be contributing to the VTH and College mission.  There is an expectation that all employees working from home be accountable to their supervisors for demonstrated productivity. In an email communication from HR received today, we learned that graduate assistants and faculty do not need to complete the telecommuting form to work from home.  Dr. French has also indicated that house officers would fall into that category as well.  All other employees, that would normally be physically in the VTH, but who are now working from home, are expected to complete the telecommuting form. https://apps.atlas.illinois.edu/FormBuilderSurvey/Survey/uiuc_campus_hr/employee_agreements/covid-19_remote_work_protocol_telecommuting_agreement/. Clinical personnel working from home may be required to report to work in the future, based on VTH needs.  Personnel working from home that decline or are unable to report for work in the VTH when required will need to utilize benefits time.
3. VTH Services are expected to facilitate their service’s phone calls and client appointments during normal receiving hours.  Clients that call requesting that their animals be seen, and who don’t have an urgent or emergent need that requires a visit, will be placed on waiting list maintained at the service level to be rescheduled at a later time.  Services must coordinate this process internally, including utilizing personnel working from home to facilitate this process.  When calls come in to our client services staff, the staff member will do their best (as non-medical personnel) to direct the call to the appropriate service.   Small Animal Specific:  When an owner calls, the client services staff will inquire if there is a referring veterinarian.  If there is, the client will be asked to have the vet call if possible.  After normal daytime receiving hours and on weekends, or if there is no clear-cut service to which the call should be transferred, the client services staff member will send the call to our personnel triaging ER calls. We have developed a schedule of clinicians/technicians working from home who will provide phone triage coverage.  A google document will be used to track calls and pending visits.
4. Services that have closed or that have significantly reduced caseload should reallocate personnel to service that have higher caseload.  Currently, shelter medicine faculty and technical staff have been reassigned to Small Animal Emergency.  Many services have developed internal plans to allow for coverage using a team approach to meet service needs.  Alyssa Duncan will be emailing shortly to share the plan for technical staff to provide assistance to ER on an as needed basis.  In the next day, Dr. Fick will be emailing to request services that can spare house officer or faculty time to sign up for coverage of ER shifts.  Some faculty have agreed to step in to assist services that need extra help and we will be making plans for them as well (yay pathologists!).
5. Our supporting services will attempt to continue to meet service needs.  Imaging, medication dispensary, clinical pathology, hospitalization and anesthesia services will continue but make sure to coordinate your services activities to ensure there is capacity for coverage. Small Animal Specific: Due to the high caseload and decreased personnel, only diagnostic testing necessary for immediate case management will be performed by ER after hours.  Additional diagnostic testing will be done by the receiving service as needed after transfer.

We will all need to pull together and work as a community of support.  The burden is heavier on some than on others, and I thank everyone who is helping to continue the excellent care that we provide.

Julia K Whittington, DVM

By Julia Whittington|March 27th, 2020

 

Pharmacy Hours and More – Daily Update March 19

Good evening,

Effective tomorrow, we will be changing our Medication Dispensary (Pharmacy) hours.  The Dispensary will be staffed 8 am-5 pm M-F.  Clients who need to pick up medication refills may call the dispensary and those medications will be left with SAC Admissions staff to deliver.  Refills called in after hours will still be filled by the dispensary staff on an as needed basis. 

Thank you for your time and thoughtful comments today during our zoom conference.  It was a good discussion and we will work on implementing ideas in the next few days.

I’d like to thank Dr. Trumpp for sharing the following link https://docs.google.com/spreadsheets/d/1E2mwga4pCuzhn10qZJTiYts4x6WooYEd2-XHaGoTmkI/edit?fbclid=IwAR18i-GYLeeK8ZIuUPO6dyW-eklwMXjFuuEvduC9hZxx4cBqQn-Yn9DUK_w&pli=1#gid=0 that you may find useful as you navigate life outside of the VTH.

‘See You’ tomorrow.

Julia K Whittington, DVM

By Julia Whittington|March 27th, 2020

 

 

Day 3-VTH Update

Thank you to our Client Services staff who have done an amazing job adapting to our ever-changing scenario, while still managing our clients’ expectations and facilitating our patients’ visits.  It can be scary to be on the front-line and you have performed with grace and professionalism.

Dr. Gutierrez sent out an email on behalf of the imaging service.  They are working hard to meet our patient needs and Dr. Oliveira has agreed to provide consultation on cases 8 am-10 pm daily. 

Dr. Keating is working with VTH service coordinators to establish an inventory list of equipment that could be used to support patients with respiratory disease, in the event that supplies are needed.  Please remember that conservation of PPE and other medical supplies is strongly encouraged.

Dr. Langan sent a link https://cdn.ymaws.com/www.aazv.org/resource/resmgr/protocols/covid19_faq_17march_2020.eaz.pdf  to a document which has been developed for zoo professionals.  It contains some useful links and science-based data that you may find interesting.

I have sent out an invite for a meeting in LAC 100 at 2 PM tomorrow.  The meeting was primarily called for Small Animal faculty in surgery, internal medicine and ECC as a follow up to a planning meeting they held on Monday.  Others are welcome to come or zoom in but I ask that only one from each service attend in person to keep our numbers acceptable.  There are services that are moving to a team based style of receiving and there have been some questions about future plans.  This would be a time that we can ask/answer whatever is brought forward. 

Many staff members are working from home, and they are still available for questions or to provide assistance. 

Remember, If you become ill or fall into the medium or high risk categories for some other reason, you are to self-isolate and not come to the VTH.  Please contact your service head and email vthdir@vetmed.illinois.edu as soon as possible.

Thank you for everything you’re doing.

Julia K Whittington, DVM

By Julia Whittington|March 18th, 2020

 

Update from Imaging

Dear VTH members, during these challenging times Dr. Oliveira will try to interpret most in-house cases until further notice. So, I am requesting that standard cases are kept in-house unless Dr. Oliveira is not available. Also, Dr. Oliveira will be available via text (217-377-2711) or email (oliveir1@illinois.edu) regarding urgent cases that take place outside of her regular reading hours (7 am-10 pm) so urgent cases don’t need to be sent out during those hours. The goal is to minimize sending cases out during this time of uncertainty and maximize VTH resources. This will not apply to large animal imaging studies. Please let me know if you have questions or this change create issues on your service.

Santi

Santiago D. Gutierrez-Nibeyro  DVM, MS

By Julia Whittington|March 18th, 2020

 

Client Screening and VTH Update – COVID-19

Today, we received a College update that I would encourage you to take some time to go through.  There is a lot of information there that pertains to all of us.   I’ve updated the VTH intranet page to include links to the Emergency Operations and Business Continuity Plan and the Personal Risk Assessment Guideline for COVID-19 under the emergency tab on the front page.  Please review the risk assessment guidelines and the appropriate responses to evaluate your personal risk.  If you become ill or fall into the medium or high risk categories for some other reason, you are to self-isolate and not come to the VTH.  Please contact your service head and email vthdir@vetmed.illinois.edu as soon as possible.

Based on the risk assessment guidelines, we will be changing the way we allow clients to enter the building.  Doors to SAC, LAC, and Vet Med South Clinic will stay locked and will have signs directing clients to call the respective admissions staff prior to entering the building.  This will allow staff to screen clients without face-to-face interactions.  If the owner has minimal risk based on screening, then client services will have the owner enter the building to register.  Once registered, the owner will be encouraged to wait for their appointment in their vehicle and we will call when ready to see the patients.  Clients should be discouraged from congregating in our waiting areas.  No clients are allowed into animal treatment areas other than exam rooms.  In LAC, the owner may wait in the waiting room as long as social distancing of a minimum of 6 feet is possible.  In SAC, clients may be escorted to an available exam room where they may await their appointment.  Only one client will be able to attend their animal in an exam room.  If the owner is at a higher risk, then they will not be allowed into the building and the patient will be retrieved from the vehicle.  Please see the attached guidelines for details.

We will also not be able to allow visitors.  The only exception will be for cases where a companion animal will be euthanized and appropriate precautions can be taken.  

Our Parkland Technician program has been cancelled for the remainder of the semester. 

Construction on our SAC Expansion Project, as well as some other College projects will continue as usual for the time being. 

As our caseload declares itself, if there are persons in your area that can work from home, it is prudent to do so in order to have reserve caregivers that can step in if needed in the future. 

We have about 10 volunteers sewing washable surgical masks that anyone is welcome to have.  As you know, these will not prevent infection from the COVID-19 virus but can help limit the spread of potentially infectious secretion from the wearer.  As the masks are crafted, we will leave them in the VCM Dept. office for the taking.

Lastly, but not least:  Welcome Dr. Justin Fehr!  Dr. Fehr has joined our Small Animal Primary Care team in Vet Med South Clinic and we are looking forward to when he can help to grow that service.

Be safe, and as my father used to say to us kids….use only 3 squares for each wipe.

Julia K Whittington, DVM

CLIENT ADMISSION GUIDELINES

By Julia Whittington|March 17th, 2020

 

Clin Path Operation – COVID-19

As of now, the clinical pathology will be able to provide our typical level of service to the VTH (open from 8AM-9PM M-F and 9-12:30 Sat) and on-call emergency technicians providing coverage for the remaining hours. We have the emergency schedule covered until at least March 28^th however if the situation of the emergency technicians change or the direction from the University or College regarding student employees changes, we will have reevaluate the service we can offer. We are committed to offering the highest quality service. Thank you.

 Dr. Barger

By Julia Whittington|March 17th, 2020

 

College Update COVID-19

March 17, 2020

Dear college community,

I would like to update you on recent developments in the rapidly changing COVID-19 pandemic. Please know that the health and wellness of our college community remains our highest priority.

First, we have activated our Emergency Operations and Business Continuity Plan, specifically the section related to Infectious Disease Epidemic/Pandemic. The Emergency Management Team is having frequent communications regarding implementation of the plan.

Second, we have modified a document from the CDC and Michigan State University to provide a Personal Risk Assessment Guideline for COVID-19 for use in our Veterinary Teaching Hospitals. Please use this document as a guideline, but contact your medical provider for specific recommendations. Please discuss your situation with your supervisor if you seek clarification concerning risk assessment or risk management. The guideline is based on laboratory-confirmed COVID-19 infection. We anticipate that the guideline will change if the case definition becomes based on clinical signs and symptoms and does not require laboratory confirmation. Social distancing (6 feet) remains the foundation for control.

Third, we have created two webpages to assist in centralizing information about COVID-19. The webpages contain the most recent information that is relevant to our college.

• Intranet page to archive key messages from the university, campus, and college:
• COVID-19 Communications Archive (there is a link to this page from the Intranet homepage, just above the “icons” at the bottom of the page)
• External page listing the status of clinical service units and other information for animal owners and veterinarians:
• College Services and Resources During COVID-19 Measures (this appears in the news feed of the college external webpage)

Fourth, following the announcements from our Chancellor and Provost late yesterday, face-to-face instruction will be discontinued until the end of the spring 2020 semester. We are recommending that all students who can safely do so return to their permanent home address to take their classes for the rest of the semester. This recommendation is based on suitable internet access to meet your instructional needs. The university and college will remain open.

We are working hard to develop your online educational classes. Online classes will be starting Monday, March 23, for VM1 and VM2 students. Online Professional Development Rotations for VM4 students will start on Monday, March 30. VM3 students’ experiences are being developed. Students will be notified of the start date for their experiences.

Instructional leadership for our DVM classes is being provided by the following faculty for the remainder of this semester:

• VM1: Dr. Ian Sprandel, Dr. Megan Mahoney, Dr. Uwe Rudolph, Dr. Jon Foreman
• VM2: Dr. Pat Hoien-Dalen, Dr. Anne Barger, Dr. Carol Maddox & Dr. Bob Rowland, Dr. Jon Foreman
• VM3: Dr. Denny French, Dr. Julia Whittington, Dr. Jon Foreman
• VM4: Dr. Denny French, Dr. Julia Whittington, Dr. Jon Foreman

Students should anticipate communications from these instructional leaders over the next few days as we finalize our instructional plans.

I recognize that these rapid changes are unsettling. And I am grateful and humbled by the extraordinary teamwork that I see happening across our college. My deepest thanks to students, faculty, and staff for their flexibility and commitment. We will get through this difficult time together.

Sincerely,

Peter Constable
Dean

******************************************************

Peter D. Constable BVSc(Hons), MS, PhD, DACVIM, DACVN(Honorary)
Dean, College of Veterinary Medicine, University of Illinois
Email: constabl@illinois.edu  url: http://vetmed.illinois.edu
Tel (217) 333-2760  Fax (217) 333-4628

By Julia Whittington|March 17th, 2020

 

March 16, 2020 Dear Referring Veterinarian, We value and rely on your partnership as we look for ways to serve animal owners in this period of extreme uncertainty. The University has indicated that we should continue essential services and discontinue clinical instruction (rotations) for veterinary students. This message outlines policies in place immediately at the University of Illinois Veterinary Teaching Hospital: Only emergencies and patients needing urgent specialty attention will be seen for the foreseeable future. We will not see any patients, including emergencies, without a referral/appointment. Owners will be required to have their primary care veterinarian contact our hospital in advance before their animal will be seen. Please call us at 217-333-5311 (small animal) or 217-333-2001 (large animal). Our clinicians will consult with you by phone to determine whether the patient: needs immediate care from a specialist, could be treated in your clinic, or can wait for a specialty appointment until current public health measures have been relaxed. Clients who do not have a primary care veterinarian will be triaged by a member of our staff to determine whether their animal will be seen. We will implement procedures to prevent clients lingering in the lobbies of our hospital. Instead they will be shown to an exam room or asked to wait in their vehicle. We reserve the right to refuse service if a client has any signs of illness or has reason to believe s/he has been exposed to an infected individual. We would also appreciate your help managing client expectations. Clients who currently have appointments may be asked to postpone their animal’s appointment. Please help your clients understand that our actions are designed to provide care to the patients that most need it, while protecting the health of our clients, staff, and community as best we can. Thank you in advance for your understanding and patience as we all do our best to fulfill our veterinary oath to promote animal well-being and protect public health. If you have any questions at all, please feel free to call the numbers above. Please also visit our website for the most current status of college services: vetmed.illinois.edu/covid19-updates/ Sincerely, Julia K Whittington, DVM Director, Veterinary Teaching Hospital Clinical Professor, Department of Veterinary Clinical Medicine

By Julia Whittington|March 16th, 2020

 

Biosafety Measures for VTH Response – COVID-19

The VTH has implemented a number of enhanced biosafety protocols in an attempt to protect our personnel and clients.  These measures are continually being developed and will be modified to meet the changing environment.  Here is an overview for now.

Client Screening – Client Services will be adding language to the appointment reminder email that is sent to clients advising them to notify us prior to arrival if they, or someone they have had contact with, have signs consistent with COVID-19 infection.  If Services are calling clients prior to scheduled visits, this warning should be reiterated.  Additionally, Client Services Representatives will be given verbal prompts to screen clients that arrive in the VTH.  If a client is unsure of their health status or answers positively to a prompt, they will be asked to wait in their car pending further action.  We do have access to a no-touch thermometer that can be used if needed.  Several questions have arisen regarding care of animals owned by a person suspected of infection.  I am unaware of any data that supports that the virus is transmitted from animals to people, and all biosafety measures should be adhered to regardless of the risk including hand-washing and instrument/work space sanitation.

Sanitation – Client Services has already enacted a protocol of wiping down all surfaces around the admissions desk on an hourly basis.  They have also removed all magazines and consumables from the waiting rooms.  The exception is water that is still available in water bottles.  This is to minimize the number of persons using the drinking fountain.  Signs have been posted to encourage clients to wait in their vehicles, as opposed to waiting in a crowded waiting room.  It is also being encouraged that clients use the door with the automatic opener.  Door handles and lobby furniture are being cleaned twice daily. 

Exam rooms are assigned to clinical staff and those responsible for individual rooms should continue to oversee them.  Client Services staff members are also wiping down surfaces in exam rooms to augment this process.

Service rounds rooms should be cleaned by service personnel.

Group meetings are discouraged and should be minimized, however, VCM department personnel will ensure that conference rooms are disinfected daily. 

Cleaning of keyboards is also important.  IT has recommended that we not spray directly onto the keyboard or mouse, but spray disinfectant on a towel to use to wipe down the item.  It is also recommended that monitors be powered off prior to cleaning.  The screen should never be directly sprayed but can be wiped down with caution not to allow drips to penetrate the monitor case. A soft non-abrasive cloth is recommended.  Specific Dell instructions a here: How to Clean the LCD Panel on your Dell Laptop, All-In-One Computer or Monitor

Disinfectants – The Caretakers have made diluted solution of Rescue (accelerated hydrogen peroxide) available for use to disinfect surfaces.  It is important that this solution be diluted appropriately and we are providing it to services in the diluted state.  We will strategically place spray bottles with disinfectant and paper towels.  Please use these to clean up after use of the space.

PPE –  CJ and the storeroom staff have done an excellent job of preparing our inventory.  However, national and global shortages are going to impact our supply.  Specifically, we will run out of latex exam gloves in a couple of weeks and will be using nitrile gloves.  We have about 2 months’ supply of shoe covers, and even less than that for surgical masks.  It is imperative that we conserve our supplies and reduce our waste.  Consider how you can implement measures in your services.  The storeroom staff will be rationing supplies that are critical for VTH operation.  They will also continue to work diligently on seeking new sources. 

That’s it for now.  More information is to follow.  Stay safe.

Julia K Whittington, DVM

By Julia Whittington|March 14th, 2020

 

VTH REDUCED SERVICE RESPONSE – COVID-19

Thank you for the thoughtful questions that have been emailed to me and also for the number of persons who have responded with offers to support services that will need it in the upcoming weeks.

Recently, the VTH updated its intranet page https://vetmed.illinois.edu/intranet-vth/ with the ability to post announcements on the home page.  For the near future, we will be using that feature to archive emails pertaining to VTH response and operation for your benefit. 

The situation is rapidly evolving but we will attempt to keep you apprised of details as they become available.  An announcement will be coming soon regarding the College’s work to support VM4 students completion of VM617 (PD).

A number of you have asked for definition of what ‘reduced service’ looks like.  In general, services are planning to cancel or delay scheduling for elective or non-urgent cases.  These cases are service dependent.  As time goes on, what is non-urgent now may become urgent at some time in the future and we will need to be able to accommodate those patients’ care.  As the receiving schedules of services reduce, the hope would be that some patients that present through ER would go directly to the appropriate specialty service.  I anticipate that ER caseload will increase.  I have also heard from a number of faculty offering their services and house officers to assist with ER caseload.  That is very encouraging and demonstrates that we will respond to this as a community together.

Reduced service scheduling will take effect Monday, March 16.  Rescheduling or cancelling appointments will be the responsibility of the service/service coordinator.  Services should advise Client Services of changes.  Clients Services staff can help with modifying service schedules in Vet Star. 

Some services are central in the support of others.  Here are details from some of those that may help you plan.

Client Services – Both SAC and LAC client services will remain open and staff are prepared to continue to meet VTH needs.  Despite significant staff turnover, we are only lacking coverage currently in one shift, which is the Friday/Saturday overnight shift.  Student workers have been covering those hours while we work to fill the open position.  Some student workers are interested in continuing to support VTH operations, while others are opting to leave campus in light of the remote teaching.  If we appreciate shortages in client services coverage, we will explore scheduling options to optimize daytime coverage.

Medication Dispensary (Read Pharmacy) – Medication Dispensary operation will continue as usual.  Clients picking up medication outside of clinic appointments will be directed to SAC admissions, and dispensary staff will bring medication to that location.  This is to avoid another source of public access.

Clinical Pathology – Clin Path will remain open during daytime hours.  It is possible that student workers will not be available during overnight hours.  Dr. Barger is considering expanding weekend hours to accommodate this but more information will be forth-coming.

Imaging – Imaging will remain open and staffed.  Depending on caseload, services may be required to deliver patients to radiology for evaluation.

Anesthesia – Technicians and house officers that are allowed to attend work will be responsible for primary case management and anesthesia cases will proceed without student involvement. The maximum number of cases performed by anesthesia will be reduced. While we will reduce the number of anesthesia slots available on the hallway scheduling board, no fixed number of cases will be consistently scheduled as cases can considerably vary in duration. The schedule for the next day will need to be approved by the attending anesthesiologist on clinics and if cases cannot be accommodated, the anesthesiologist will discuss rescheduling elective cases with the primary clinician the afternoon/evening before.

Client Services Counsellor – Gail Hague will remain available to provide consultative support but will be working remotely.  She has coordinated technology to allow for visual interaction and she is available through her published contact information.

Hospitalization services – no changes to ICU hospitalization services are expected, although there will not be access to on-call students.  All services provided will be charged for.

I will be drafting communications to be sent to our Referring Veterinarian Partners to explain the reduced receiving status and to ask for their help in managing their clients’ expectations.  We may also be requiring RDVM’s to speak with an ER clinician prior to sending the client.

If, by reducing your services receiving, you have the capacity to help out in a service that is struggling to meet needs, please make yourselves known.  We are a community and we will need to work cooperatively as the situation evolves.

Thank you for all you are doing for our patients, clients, and hospital.

Julia K Whittington, DVM

By Julia Whittington|March 14th, 2020

 

House Officers, Student Employees and Volunteers – VTH COVID-19 Response

Over the next few days, we will work to clarify questions as they come up with regards to VTH Operation in the face of this pandemic.  Despite the fact that the University has stopped face-to-face classroom instruction and we have suspended clinical instruction for veterinary students, the University remains open.  Emails have been received from the VC for Research and Innovation and the Graduate College Dean to explain the impact on graduate students.  To summarize, graduate student teaching, research and service should continue, but may be modified pending changing needs.  Remote delivery of graduate student courses should be explored. 

Chancellor Jones sent an email to employees of the University asking for continued work to support essential University services.  Dr. French and I have conferred and believe that students who are employed by VCM departmental or hospital services should have the choice to continue working in their perspective roles or elect to decline work hours.  No student employee should be forced to accept work hours while classes are being delivered remotely.

Persons in the VTH, including WMC, as volunteers or job shadow guest must discontinue participation effective Monday March 16^th until further notice.

Thank you.

Julia K Whittington, DVM

By Julia Whittington|March 14th, 2020

 

COVID-19 Update

From: Whittington, Julia K
Sent: Saturday, March 14, 2020 10:12 AM
To: allvth@vetmed.illinois.edu
Subject: FW: MESSAGE ABOUT CLINICAL ROTATIONS: COVID-19 and VTH closing to student

This email was just sent to clinical year students.  The plan will take effect Monday March 16^th.  The VTH will go to reduced service at that time.  Please modify your clinical receiving schedules appropriately, as you have planned.  The VTH Admin Team will be meeting today to finalize VTH operational modifications.

More information will come as it is made available.

Thank you for your help and your continued support of our VTH community.

_______________________________________________________

Subject: MESSAGE ABOUT CLINICAL ROTATIONS: COVID-19 and VTH closing to students

Dear Classes of 2020 and 2021

As of late Friday afternoon we received permission from the Provost to continue clinical instruction for the Classes of 2020 and 2021. This decision was based in part on the fact that 20 of 20 status-known VTHs were remaining open to student instruction despite those same 20 schools moving all non-clinical instruction to online models.

However, in a very brief period late Friday there were two developments which have caused us to reconsider that decision. A VTH employee at the University of Wisconsin tested positive for coronavirus, and in short order Wisconsin, Michigan State, and Western-Pomona closed their VTHs to student instruction while remaining open to essential personnel and clients.

As of 8:00 AM Monday morning (March 16), we will cease routine clinical instruction in the VTH until further notice.

For the Class of 2020, we declare that VM 616 is completed as of 8:00 AM Monday morning, since only 2 weeks (including the “extra” week of Z Block) remain and the bulk of the course has been completed. Unfortunately, VM 617, Professional Development (PD), is a core course required for graduation as approved by the faculty and the Board of Trustees (who actually grant diplomas). So PD will still be required, but in largely modified forms to be described in a separate message that we hope to send to you later today.

For the Class of 2021, spring break will go on as planned. Milestone Week will not be held as planned, although we may require the Written Milestone Examination as scheduled (still to be determined). We reserve the right to administer the OSCE in modified form at a later date(s). The first rotation (Block A) beginning March 30 will be rescheduled for all students to be either an off campus rotation (if already scheduled as such) or an off block (vacation) and there will be no clinical instruction in the VTH until April 13 at the earliest. That vacation/off campus period may be extended beyond April 13 depending upon local and national developments.

The campus remains “open” in the sense that all buildings are open to students who need resources. ASA will continue to operate daily for advice, but this is not an opportunity to request schedule changes beyond those described above which we will complete for all 2021 students. However, we expect all students to abide by CDC recommendations regarding self-quarantine for 14 days if they suffer fever associated with a cough and/or chest tightness. This policy will continue for the foreseeable future and will not be counted as absences requiring one-for-one make-up days for absence days…in other words, the missed 14 days for fever associated with a cough and/or chest tightness will be forgiven and will not count against completion of rotations nor will they require the use of Personal Days. Self-quarantine also applies to anyone who has been in an endemic area of the country. International travel is forbidden for student experiences and will likely prohibit eventual re-entry into university facilities for 14 days.

On Monday all information related to the COVID-19 measures that impact delivery of the curriculum will be posted to the ASA student intranet website, where you will be able to find the most current information.

We appreciate your cooperation and want both the Classes of 2020 and 2021 to know we are doing everything we can to help you graduate on time.  Flexibility and understanding are the keys to everyone pitching in with timely graduation as the goal.

Sincerely,

Jonathan Foreman                                                                                 Peter Constable

Associate Dean for Academic and Student Affairs                           Dean

By Julia Whittington|March 14th, 2020

 

-- UofI College of Veterinary Medicine Teaching Hospital: Tina Olszewski

Created: 06:39:02, Saturday, Apr 1, 2023 (by Tina O.)
Updated: 16:21:15, Monday, Nov 27, 2023 (by Jenny C.)