College of Veterinary Medicine Teaching Hospital KB : Veterinary Teaching Hospital Weekly Updates:

Veterinary Teaching Hospital Weekly Updates:

Posted: 2024-02-09 09:27:53   Expiration: 2030-02-16 09:27:53

Weekly informational announcements from the VTH Administration office.

VTH Weekly Updates 11/22/2024: 

LAC Steam Outage 11/23/24
There will be a steam outage in the Large Animal Clinic only on Saturday 11/23/24 from 6am to 2:30pm.  During this time there will be no hot water in LAC. Please address any issues or concerns to facilities@vetmed.illinois.edu.

 

VTH Business Office:
The VTH Business has 8½ x11 and 12x17 calendars, if you utilize them, please stop by the office and pick one up.
Patient Labels for the label printers are in the Mail Room in SAC on the windowsill.

 

SANDI Diagnostic Lab Submission updates:
Updated functionality has been added to the COFL/SANDI interface, please be sure to review the attached email (sent to all VTH this morning).   Please continue to report any issues or questions to his@vetmed.illinois.edu.

 

Biennial Inventory of PTAG tagged Items:
Justin Penrod (Facilities), will begin the Biennial Inventory process December 1^st.  More information on the process will be coming. If you receive communication in regard to your area’s items, please be prompt in your replies to insure this process goes smoothly.

 

Thank you!
NATALIE LAMPHIER MSHI, RHIA

VTH Weekly Updates 11/15/2024: 

Updating Coordinating Clinicians in SANDI:

As a reminder it is important that as a patient transfers to different services or coordinators change, the Coordinating Clinician should be updates as soon as possible in SANDI.  For those using Instinct Treatment sheets a new treatment has been added as a reminder to update the patients record.  This treatment cannot be skipped.

Medication Dispensary Updates:

Transactions for each patient 
All Cubex transactions must be taken out under a patient; if another user is utilizing the Cubex and has the fridge or a cabinet open, it is unacceptable to remove an item for another patient at this time.

Temp Patients 
If you are adding in a temporary patient, please remember to send an email to vthpharmacy@vetmed.illinois.edu so staff can connect the temp Cubex patient to the patient in SANDI.  

Methadone Discrepancies
The Medication Dispensary has observed a high increase in Cubex discrepancies for methadone. Before the methadone is drawn up, please take the time to verify the quantity on hand for the initial Countback screen.

To avoid multiple needle pokes and leaks, if it visually appears to be accurate, then hit next. If it looks very close, use your best estimate and hit next.

If it looks very off, draw up the vial contents to get an accurate count (inject the contents back in), enter the amount found, hit next, and inform the Medication Dispensary.

Once you have drawn up your dose, please double-check that you have the accurate amount.
If you are the witness for the transaction, please wait for the transaction to complete (verifying the drug, amount ordered, and amount drawn up) before walking away.  

Wasted Drugs
Leftover controlled substances obtained from the Cubex must be logged as waste under that patient in Cubex, and then placed in the designated waste lockbox immediately. Medication Dispensary staff verifies wasted syringes/vials against the Cubex waste report.

 

 Addendum

Replacement of the concrete inf front of ward two will begin next week.   Work is expected to take a week to complete, please reach out to facilities if you have any concerns/questions.

The steam outage scheduled for the large animal clinic tomorrow has been cancelled and will be rescheduled for a later date.

 NATALIE LAMPHIER MSHI, RHIA

Parking enforcement update / Safety information 

Good morning,

With the return of the time change and darkness falling earlier in the day, there are a few things you should know.

WINTER COURTESY ENFORCEMENT HOURS

The Parking Department will implement the following enforcement policy: effective Nov. 3, 2024-March 9, 2025, all university rental lots posted for enforcement from 6 a.m.-5 p.m. (M-F) will be open for general public parking beginning 4 p.m. All street meters and 24-hour parking rental areas will continue to be enforced as posted.

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 pm to 2:30 am daily

Safe Rides: SafeRides is a bus service operated by the local Champaign-Urbana Mass Transit District to provide transportation when traveling alone at night. Call (217) 265-RIDE (7433) during fall semester from 5:00 p.m. - 6:30 a.m. and during spring semester call from 7:00 p.m. - 6:30 a.m.

Call the University Police at 217-333-1216 regarding non-emergencies. Last but not least, if you have an emergency call 911.

Take time to be safe!

Lisa

LISA MOORE
Assoc. Director of Biosecurity and Safety 

VTH Weekly Updates 10/25/2024:  

VDL COFL is targeted to go “LIVE” Thursday, October 31^st at 6am

The Diagnostic Lab (VDL) will “Go Live” with their Laboratory Information Management System (LIMS) CoreOne for Labs (COFL).   This will change how you order lab tests in SANDI for labs performed by the diagnostic lab.

A video demo, documentation and training are being actively created TODAY and can be found the KB here: SANDI Lab Requisitions - Ordering Veterinary Diagnostic Lab (VDL) COFL and Internal labs (IDEXX, Nova) This documentation will include a link to SANDI TEST where you can see and test all of the new functionality prior to “Go Live”.  HIS will send out more detailed information early next week.

 

Imaging Updates:

The MRI is receiving a preventative maintenance on Thursday October 31 and will be closed from 9-5.
The CT is receiving a preventative maintenance on Friday November 1 and will be closed from 9-2.  The schedules have both already been blocked in SANDI

Thank you!

NATALIE LAMPHIER MSHI, RHIA

Case Transfer Fee Reminder 10/11/2024:

Good afternoon, I wanted to send a reminder regarding Small Animal Case transfer exam fees. A case transfer fee should be added when a patient is transferred from one service to another.

• If a case is transferred from ER to an incorrect service and then ultimately to the correct service.  Both receiving services should charge a Case Transfer Exam.  The final receiving service should submit a discretionary adjustment (reason incorrect transfer from ER) to have initial Case Transfer Exam charges removed. Do not delete the initial case transfer exam but submit for an adjustment so we have better tracking and the initial receiving service receives credit the work they completed. It would be helpful to the charge auditor if you enter a temporary account note that indicates the adjustment has been submitted at that time.
• If the receiving service had provided a consult prior to case transfer, then the client should only be charged for the Case Transfer Exam and the consult fee should be removed by the receiving service.

Natalie Lamphier

VTH Weekly Updates 10/11/2024:  

Good morning and happy Friday!  Please review the updates and reminders for the VTH this week.

Imaging Price Change:

Imaging urgent read prices will increase on Monday October 14.   

Urgent CT/MRI: $400,

Urgent Small Animal Radiograph: $185,

Urgent ultrasound: $190.

Dispensary Reminders:

• Do not accept outside medications, especially controlled substances, from clients.  The medications can be brought to the initial appointment/evaluation to show the service, but they must be sent home with the clients.  The only exception is if the patient is taking a medication that the Medication Dispensary does not carry.  This medication must be identified and approved by the pharmacist on shift or the on-call pharmacist."
• When new vials of injectable medication are opened overnight, please write the date opened on the vial.  We must have appropriate beyond-use-dates on all vials to be compliant with USP standards and the upcoming Hazcom audit.
• We have had several incidents where medication was removed from the cubex for the wrong patient. Always use the patients’ medical record number to avoid errors as a result of patients with the same names.

 

Construction Update: 

The Earth Retention contractors will not be able to begin work this week as planned, they will be bringing in their equipment today (10/11/24)  and are scheduled to begin work Monday 10/14/24 with a completion date of 10/17/24.  This work will be loud, and some may feel vibrations in the hospital.  This is due to sheet piling being placed around the new foundation.   There are vibration meters within the VTH to monitor the degree of vibrations.  If they become too severe work will be halted. Please reach out to the VTH admin office if you have any questions or concerns.

 

Exam Rooms:

Please ensure that exam rooms are thoroughly cleaned and prepared for the next patient after each use. Recently, rooms have been left in unacceptable conditions, including hair, bodily fluids, used syringes, open food, and computers displaying sensitive patient information. It is everyone's responsibility to maintain cleanliness and protect patient privacy.

 

 Chancellor’s Staff Excellence Award:

In April,  Emily Rolson received the Chancellor's Saff Excellence award for  her hard work, dedication and contributions to the hospital!  You may read about Emily and her contributions here: 2024 Chancellor's Staff Excellence Award: Recognizing Excellence in Clerical Administrative Support (illinois.edu)  We are so proud of Emily and her dedication to the hospital!

Natalie Lamphier MSHI, RHIA

VTH Weekly Updates 10/4/2024:  

Good morning, we have a lot of updates for the week. Please let me know if any questions.

 

Vet Med Open House 10/6/24:

The Annual Vet Med Open House is This Sunday October 6^th 10-4.   Activities will not occur in the Small Animal Clinic. Please be sure to secure your areas and remove any personal belongings and lock office doors etc.

Annual Ethics Training:

All University employees are required to complete annual ethics training.   If required, you should have received an email from the University Ethics officer.  The training is available until 5pm on 10/31/24.

Charge Review/Patient Ready to Go Home Departmental Worklists:

SANDI has departmental worklists that are meant to help streamline the discharge process.  The department worklists allow clinicians and staff to see an inclusive list of patients with an open visit and/or balance.  Finalizing charges and marking a patient ready to go home is a vital tool used to communicate patient status to Client Services as they appear on the Discharge worklist for CSRs to review. Please ensure that you are marking charges finalized and entering all pertinent information in the notes under Patient Ready to go Home.

If your service utilizes this function, it can help reduce the need for CSRs to call back to the ward to confirm charges before check out.

Documentation/video training can be found in the KB here: SANDI - Using Departmental Worklists (How to Review/Finalizing Charges and Mark a Patient Ready to go Home)

 

Updating Doctors Associated with Case:

At registration, doctors are assigned to the patients visit in SANDI by the customer service representatives using the information they have at the time.   When a service receives a case, it is important that the doctors be updated in SANDI, each case minimally requires a supervising faculty and case coordinator associated with that registration.  

Insuring the correct doctors associated with the visit are up to date can help communication between client services and your service area and reduce call wait times.  You can update and verify this information and may review the instructions found here https://answers.uillinois.edu/illinois.vetmedvth/119979

 

Cubex Accuracy

Please use MR# whenever possible. There have been multiple charges on incorrect animals (e.g., canine patient but charged to a horse).

If you receive an email from the pharmacy about Cubex questions, please respond as soon as possible to ensure patient charts reflect the accurate charges and are billed in a timely manner.

 

Patient Safety:

Please be sure to keep doors closed where patients are housed. If a patient manages to escape their run or cage the closed door will help to keep them in the ward.

VTH Weekly Updates 9/27/2024:  

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

Necropsy Submission Reminder:

When submitting for necropsy remember the sooner the necropsy can be completed the better the results.  For best results, the animal should be chilled ASAP post-mortem and submitted to the VDL immediately along with the appropriate order placed in SANDI.  If animal must be held for owners to make a decision regarding a necropsy, chill immediately and submit no more than 3 days post-mortem.  After three days, autolysis may affect results.  If an animal is not immediately chilled autolysis can occur within 48 hours postmortem. 

Annual Fall Conference:

Today, and Saturday the College will hold the annual Fall Conference for Veterinarians here in the Basic Sciences Building. More than 120 guests will be roaming the hallways and perhaps circling the parking lot. If you encounter someone who needs assistance, please let them know there is free parking in Lot F-23 (directly north of our college on the south side of Florida Avenue) with a shuttle to bring them to the college. They can find answers to other questions in the hospitality room for registrants, which will be in the student lounge across the hall from the cafe.

Tonight between 5:30 and 6:30, there will be guided tours of the hospital for attendees who requested a tour.

Natalie Lamphier MSHI, RHIA

VTH Weekly Updates 9/20/2024:  

Good morning, please take time to review the important information below.  As always feel free to reach out or stop by if you have any questions.

HIS Updates

VDL CoreOne for Labs (COFL)  Is replacing the lab’s information system VADDS.  The process of ordering tests through SANDI will soon change with implementation of the lab’s new system.

COFL Testing with SANDI will take place next week Tuesday, 9/24 through Friday 9/27. Go LIVE is Tuesday, 10/1. We need testers from every service to test and weigh in on the functionality.

Sign up to test via the Doodle poll here: CLICK HERE TO CHOOSE A TESTING TIME SLOT (You can also email tinao@illinois.edu your preferred testing day/time.)

Testing Dates:

Tuesday, September 24th:  

• 9:30am – 10:30am

Wednesday, September 25th:  

• 10:00am – 11:00am
• 2:00pm – 3:00pm

Thursday, September 26th:  

• 9:00am – 10:00am
• 1:00pm – 2:00pm

Friday, September 27th:

• 9:00am – 10:00am
• 1:00pm – 2:00pm

College Hosting Job Fair:

On Thursday September 26 from 5-7, the college is hosting a job fair throughout the Basic Sciences Building with over 100 potential employers.
All students with last names starting with letters L-Z are to be released from clinical duties between 5:00-6:00 PM on September 26^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 September 26^th
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.

Sharps:

As a reminder any syringe, with or without a needle is considered a sharp. Sharps must be disposed of in the sharps containers. The only waste that should be in the white buckets is wasted medication vials.

It is everyone’s responsibility to ensure they are disposing of their medical waste properly. Putting sharps in pharmaceutical buckets puts those who dispose of our medical waste at risk of needle pokes and unnecessary exposure to other medical waste. The Division of Research Safety (DRS) waste vendor has returned waste due to non-compliance such as this. If waste is returned, a surcharge will be added and charged back to the service from which the non-compliant bucket originated.

Pride Parade:

The VTH Culture Committee will have a vehicle in the CU Pride Parade and all Faculty, staff, and students (friends and family ) are invited to join! Saturday September 21^st @ 1:00pm!  https://www.unitingpride.org/paradefair24.html

VTH Weekly Updates 9/6/2024:  

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

 Mandatory Controlled Substance Training:

The mandatory controlled substance training is now live, and you will automatically be enrolled. This training was created to explain controlled substance use at the Veterinary Teaching Hospital (VTH) and all of the requirements outlined in regulations for the use of DEA Controlled Substances. The training module is required of all DEA registrants, authorized agents, and authorized users working in the VTH at the University of Illinois.

 Please be on the lookout for the email from OVCRI to complete the Controlled Substance Use at the VTH (This may take a day or two to arrive). The link can also be found here: https://ovcrportal.research.illinois.edu/Training/Overview.aspx?TrainingId=399. It will take approximately 30 minutes to complete and will be valid for three years.

**THIS MUST BE COMPLETED ON OR BEFORE SEPTEMBER 30^TH, 2024 BY 5:00 P.M.**

Imaging:
Effective September 9, 2024 the price of Radiographs Trachea will raise to $350,  and Radiographs Trachea Recheck will be $315.

Access/Building Security:
As construction begins, there will be a lot of traffic and people around the hospital.  In the beginning there will be limited need for contractors to enter the hospital for work.  As always please do not open doors to enable access to people who do not have swipe access to the hospital.  Please make sure that outside doors are not left open unattended.

Please address any concerns related to building access to the Director's office vthdir@vetmed.illinois.edu.

Natalie Lamphier MSHI, RHIA

VTH Weekly Updates 8/30/2024:  

Good morning and Happy Friday! Please review the updates for this week and feel reach to reach out if you have any questions/concerns.

Medication Dispensary Reminders:

• Please bring a patient label when picking up a buster collar from the Medication Dispensary so we can verify the charge has been entered in the patients account.
• The Medication Dispensary has included Profender (small, medium, and large cat size), Temaril-P and Canalevia-CA1 DR 125 mg tablets in their formulary. Coming Soon…..Nexgard Combo!
• As a reminder, when wasting medication and placing in the lockbox, a drug label with the specific medication name and concentration as well as a patient label is required to be on the syringe.

AVMA Membership/Foundation Funding:

The VTH Administration is piloting a new program to allow all eligible VTH DVM employees to join/renew a membership with AVMA for the 2025 Calendar Year. In exchange for a fully paid membership, you will be expected to sponsor one patient’s case annually for the AVMA Foundation funding. Please review the attached email and provide the required information by Tuesday,  September 3^rd, 2024. To Emily Volk  evolk@illinois.edu.

Pre-booked Ultrasounds:

Effective September 1, 2024 the Imaging service will now allow the 0930, 1000 and 1030 ultrasound timeslots to be pre-booked. The ordering service MUST have client permission for the ultrasound prior to placing the patient on the schedule. No other timeslots will be approved for pre-booking, unless the patient will be anesthetized, and must be on the anesthesia schedule prior to being placed on the ultrasound schedule.  The patient must be in the hospital and checked in to schedule any ultrasound timeslot after 1030.  To deter services from abusing the pre-booked ultrasound appointments, imaging will be monitoring the schedule.  If a service  pre-books an ultrasound appointment and then cancels ANY pre-booked timeslots three times, the imaging service reserves the right to ban that service from pre-booking ultrasound appointment in the future.

Please review the Imaging Service Sedation for Ultrasound Examinations/ Ultrasound Scheduling policy found here: https://answers.uillinois.edu/illinois.vetmedvth/internal/128611

Arriving on Time for CT appointents:

Please make sure patients arrive on time for their CT appointments.  If procedures, or exams need to be completed prior  to the CT appointment, please make sure the ordering service allows ample time  for those procedures to  be completed.  Arriving late to a CT appointment negatively impacts the CT schedule for the rest of the day. 

FY25 VTH Holiday Schedule

Please see the attached full FY25 VTH Holiday schedule. A copy can also be found on the KB-VTH: https://answers.uillinois.edu/illinois.vetmedvth/internal/128259

• Gift Days - 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. Services are not allowed to close as dictated by VTH policy.
• A gift day is a paid day (use of benefit time is not required) provided to leave benefit-eligible employees. Essential employees who must work on a designated gift day may use their gift day at a later time in the current fiscal year (before June 30, 2025), with supervisor approval. Unused gift days are not paid out at the time of termination and do not roll over into the next fiscal year.
• Emergency Service days: 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.
• Reduced Service days: Patient care and student instruction will occur on these days, but individual service receiving can be reduced based on each individual service staffing levels. Those service providing internal services within hospital (Anesthesia, Pharmacy, Imaging) should be available for case work-up and surgery, but likely in a slightly reduced capacity.   
• 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.

VTH Weekly Updates 8/23/2024:  

Happy Friday, please review the updates for this week, as always please let me know if you have any further questions.

VTH Holiday Schedule Finalized:

December 24, 2024	Tuesday	Gift Day	VTH ER Service Only
December 25, 2024	Wednesday	Christmas Day Holiday	VTH ER Service Only
December 26, 2024	Thursday	Day after Christmas  (Designated Holiday)	VTH ER Service Only
December 27, 2024	Friday	President Designated Holiday	VTH ER Service Only
December 30, 2024	Monday	Gift Day	Reduced Service
December 31, 2024	Tuesday	Gift Day	Reduce Service
January 1, 2025	Wednesday	New Year’s Day Holiday	VTH ER Service Only

Gift Days - A gift day is a paid day (use of benefit time is not required) provided to leave benefit eligible employees. Essential employees who must work on a designated gift day my use their gift day at a later time in the current fiscal year (before June 30, 2023), with supervisor approval. Unused gift days are not paid out at the time of termination and do not roll over into the next fiscal year.

Reduced Service days: Patient care and student instruction will occur on these days, but individual service receiving can be reduced based on each individual service staffing levels. Those service providing internal services within hospital (Anesthesia, Pharmacy, Imaging) should be available for case work-up and surgery, but likely in a slightly reduced capacity.   

 

F22 Parking Lot Reminder:
As a reminder, if you are currently and F22 permit holder  and received an email regarding your parking permit moving to a different lot,  today is your last day to park in F22. Please park in the lot your email indicates.    Please watch your email closely for further parking instructions from Parking.

 

LAC O2/Vacuum Outage Saturday 8/24
On Saturday 8/24/2024 There will be an Oxygen and Vacuum outage in LAC from 6am-10am.      More information will be provided regarding O2 needs during that time.

 

Important reminders for after-hours cytology cases:

1. After-hours cytology cases should be true emergencies:  the patient is unstable (e.g., patient that cannot breathe due to lymphadenomegaly/swelling) and/or requires emergency surgery (e.g., suspect septic peritonitis)
1. Cases where the client “might euthanize” an otherwise stable patient do not qualify.
2. ER faculty approval is necessary for a house officer to call in Clin Path for after-hours cytology.
1. Supervising resident approval is acceptable overnight.
3. The on call Clin Path person (resident or pathologist) has final authority on whether a case merits coming in; the resident is free to consult with their supervising faculty before giving a decision on the case.
4. All after-hours cytology cases that call in Clin Path require the Emergency Pathology fee (not the STAT fee)
1. The STAT fee can apply to lab work (e.g., CBC, chem) during weekend laboratory hours to prioritize a given case ahead of others. However, the lab is staffed by a single person on the weekend, who can only do so much. If all cases are STAT, effectively none are STAT.
5. If the Clin Path resident or pathologist is already on site for another emergency case, you must still speak with that person to get approval to submit the case for them to read. They will not read cases “because they’re already here.” The case must meet the above requirements to be read.

Thank you for your respect and understanding.

 

Coordinating Clinician in SANDI
In an effort to help with communication and getting phone calls to the correct clinician on a case, please be sure to update the patients Coordinator in Sandi as it changes.

 

Goodbye/Good Luck:
Alex Gochenauer,  Clinical Pharmacist in the Medication Dispensary’s last day is today,   Best wishes on her new endeavors

Natalie Lamphier MSHI, RHIA

VTH Weekly Updates 8/16/2024:  

Happy Friday!

Medication Dispensary:

• Patient labels MUST be on any medication that is wasted in the controlled substance lockboxes.
• The after hours controlled substance cabinet policies must be followed appropriately:
• MAXIMUM of 72 hours can be dispensed.
• Labels must be affixed to the controlled substance log sheet located on the after hours cabinet.
• Do NOT place the red pull tab back in the containers as this makes them look like they have not been accessed.
• We have noticed an increase in buster collars not being charged for. A buster collar charge MUST be on the patients account prior to picking up a collar from the Medication Dispensary.

HIS Update

The VDL (diagnostic lab) will be implementing a new Laboratory Information Management System (LIMS) to replace their current VADDS system that is called CoreOne for Labs (COFL).  You will be able to order labs from the same Labs module already in SANDI.  There will be an additional button, right beside IDEXX, that will present you with the COFL ordering screen.

COFL is targeted to go “LIVE” Monday, September 16^th.  The VDL and VTH will be doing coordinated testing from Tuesday, September 3^rd through Tuesday, September 10^th.  To ensure an accurate, stable, and successful integration we will need everyone’s help within the VTH.

This is a heads up that each Service will be contacted to participate in the testing process.  A more detailed schedule and information will be provided very soon.

As always feel free to reach out or stop by if you need anything.

Natalie Lamphier MSHI, RHIA

VTH Weekly Updates 8/9/2024:   

Good morning and happy Friday!

Imaging Updates/Reminders

• Please make sure sufficient histories are being entered for all imaging studies.  This is especially important for exams read by teleradiologists that do not have access to any patient information, besides the history that is on the request.
• All imaging exams must have a current patient weight.
• Urgent report requests will not be honored if  Dr. Billhymer  or a virtual locum radiologist is on service.
• The 4 pm ultrasound slot is only for true emergencies and must be approved by imaging.

Temporary Account Notes in SANDI:
As a reminder these notes are temporary and are not a permanent part of the record. Please do not put requests for client services to call clients etc in these notes as the request will likely not be seen contact client services directly.

F25/F26 Parking Lot Maintenance:
Both F25 and F26 will be closed to allow for maintenance 8/9/24-8/21/24. If you have a permit in these lots you will be able to park in F27 for the duration of the repairs.

Welcome to Vet Med!
Dr. Nicholas Noto (8/16) Clinical Pathology Lecturer
Dr. Monica Chen (8/16) Instructor- Small  Animal Surgery
Dr. Amanda Huffman (8/19) Clinical Pathology Lecturer

Natalie Lamphier MSHI, RHIA

VTH Weekly Updates 8/2/2024:   

Good morning,
Please review the updates and reminders for the week.

Email Restrictions:

On August 5^th,  the ability for everyone to send emails to the following email lists will be restricted.
Vet Med Lists allvth allvth@vetmed.illinois.edu  
cvmlists-allvthand4yrstudents allvthand4yrstudents@vetmed.illinois.edu
If you have a need to send information to all VTH please reach out to the directors office.

Imaging Updates:

• Dr. Billhymer is off August 5-9.  There will be  VetCT virtual locums available for  radiologist consultations.
• Effective on Monday August 5th  patella study costs will increase to $500, and the patella study recheck cost will increase to $425. 

Wasting of Controlled Substances:
The Medication Dispensary wanted to send out a reminder that when wasting controlled substances (vials, syringes, tablets, capsules), they MUST have a patient label attached to them in order for staff to properly reconcile the collected waste.

Exercising/Walking of Small Animal Patients:
Please review the policy and be sure that patients are walked in designated areas. https://answers.uillinois.edu/illinois.vetmedvth/internal/page.php?id=124314

The policy states: Exercising/walking client-owned small animals is prohibited outside of designated fenced areas.

This is to help prevent the possibility of a client’s animal from getting loose, patients may not be walked or otherwise taken outside of the designated fenced areas by college faculty, staff or students unless the client is present or except when medically indicated and owner authorization has been documented.  Please review the policy for the related procedure.

Updated SOPs and Policy:

• Small Animal Emergency Service Patient Transfer to VTH Services SOP (uillinois.edu)
• Resident Professional Development Funds (uillinois.edu)

Thank you,
Natalie Lamphier MSHI, RHIA

VTH Weekly Updates 7/26/2024:   

Good morning, and happy Friday! Please make note of the important updates for this week.

Small Animal Case Transfer Exams:

Starting Monday July 29^th, the VTH will implement one Case Transfer Exam Fee $176.55 (replacing individual service case transfer fees).

• If the receiving service had provided a consult prior to case transfer, then the client should only be charged for the Case Transfer Exam and the consult fee should be removed by the receiving service.
• If a case is transferred from ER to an incorrect service and then ultimately to the correct service.  Both receiving services should charge a Case Transfer Exam.  The final receiving service should submit a discretionary adjustment (reason incorrect transfer from ER) to have initial Case Transfer Exam charges removed. Do not delete the initial case transfer exam but submit for an adjustment so we have better tracking and the initial receiving service receives credit the work they completed.
• All previous case transfer fees will be inactivated Monday morning.

LAC Roof Replacement:
Replacement of the LAC roof will begin 7/29, and may last 3 months.  A crane will be set up around LAC throughout the project.

SAC Oncology Addition:
Construction is set to start in September,  faculty and staff with parking permits in F22 that will be affected can expect to receive information from Parking Services soon.

HIS Updates
Contact HIS via his@vetmed.illinois.edu
Please remember to use his@vetmed.illinois.edu for all SANDI and IMS requests versus personal email, IM, etc. Multiple staff members monitor the HIS mailbox to ensure the fastest response possible.

Always Logout of SANDI
You should ALWAYS Logout of SANDI before you walk away, especially on “shared/kiosk” PCs.  Failure to do so will result in activity in SANDI logged under your name. Just as with your NetID, You are responsible for keeping your account secured.

The full name of who is logged into the SANDI session is displayed in the upper right corner.  If someone else is logged in you, should log them out and login under your credentials.

As always, please reach out if you have any questions.

Natalie Lamphier MSHI, RHIA

VTH Weekly Updates 7/12/2024:   

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

Storeroom
The storeroom will be temporarily closed today from 10 am – 1 pm. We apologize for any inconvenience.

New Policy & SOP Please take some time to review the following:
Suspicion of Animal Cruelty Policy: https://answers.uillinois.edu/illinois.vetmedvth/internal/138361
VTH Onboarding and Exiting SOP: https://answers.uillinois.edu/illinois.vetmedvth/internal/138363

Instinct SOP
Many have already been doing so, but the SOP has now been updated to reflect the current checkout process: https://answers.uillinois.edu/illinois.vetmedvth/internal/135402

HIS Updates

This is a friendly reminder that the visit/discharge report is to be electronically sent to the rDVM (if one is noted) at the time of discharge in either draft or finalized form.  If a draft report is sent at patient discharge, the finalized report is to be sent electronically to the rDVM within three (3) business days by the attending clinician.

This is outlined within the following VTH Policy: VTH Policy #MR208, Referring Veterinarian (rDVM) Communication  

There is a brief synopsis of how to Send below and full documentation on SANDI Exams & Forms in the KB here: SANDI - Send Reports to Clients, rDVM, etc.

New Fiscal Year Reminders

• Driver Approval Forms: If you drive a University vehicle and have not completed your FY25 Departmental Driver Approval form yet, please find the form on the KB-VTH: https://answers.uillinois.edu/illinois.vetmedvth/internal/127134
  and return to VTHAdministration@vetmed.illinois.edu, along with a copy of your current driver’s license.
• Bite/Injury Reporting: If an injury, bite, or scratch occurs in the hospital, it must be reported. Please fill out the appropriate form found under forms on the KB  https://answers.uillinois.edu/illinois.vetmedvth/internal/127134

Medication Dispensary
As a reminder, any questions can be directed to the daily Pharmacist-in-charge (a sign will be posted on the dispensary’s front pick-up counter) or sent to VTHpharmacy@vetmed.illinois.edu. Any larger concerns should be sent to the VTHDirector@vetmed.illinois.edu.  

Sincerely,

VTH Administration

VTH Weekly Updates 6/21/2024:   

Good morning! Please take time to review the important updates below.  As always please let me know if you have any questions .

 Annual Inventory:
The storeroom will be closed for inventory on June 25th and June 26th. During this period, no sales will be conducted from the storeroom. Please submit all orders by today, Friday, June 21st. For any questions or concerns, please contact CJ Berger.

Waste Buckets
As a reminder, controlled substance vials are not to be thrown in the white waste buckets.

• Empty multi-dose vials need to stay in Cubex for the Medication Dispensary to dispose of
• Single-dose vials need to be disposed of using the lock boxes that are located next to the Cubex machines or returned directly to the Medication Dispensary

All syringes, broken vials, needles, blood tubes, and slides need to be disposed of in the sharps container.

Cubex Counts
Please be careful of the quantity typed into Cubex – there have been incidents where counts were set to quantity 0, despite the bottle not being empty.  Accurate counts will ensure the next user can access the drawer.

• Don’t type too quickly and double-check your entered quantity.
• Double-check the units of the drug that Cubex is asking for (i.e., verify the amount of ml’s instead of vials)

New LAC Deceased Patient Labeling SOP

Please review the SOP for labeling LAC deceased patients that are taken to the VDL for necropsy and/or disposal or temporarily held within the VTH. https://answers.uillinois.edu/illinois.vetmedvth/138017

IMS User Reminders:
Services Must Receive/Acknowledge Their Items for ALL Orders

It is VERY important to remember to complete your orders by marking them Received/Acknowledged.  When orders are not marked as received it causes undue work for the Storeroom and it skews item locations. 

Below are the instructions to complete Receiving/Acknowledging Orders:

Once items have been delivered to the service the status will be Items Received.  This is the final step to Receive Items and complete the order.

1. Select Worklist
2. Select Requests
3. Your Requests will display by default.
   • Note: You can use the slider, highlighted in yellow in the screenshot, to display other services for which you may request/view.
4. Select Receive Items
5. As you verify that your items are in your delivery, select Acknowledge, to signify receipt, and the button will disappear and a Receipt Acknowledged banner (toast) will appear in the lower right corner. 

 Thank you,

Natalie Lamphier MSHI, RHIA

VTH Weekly Updates 6/14/2024:   

Good morning and happy Friday!   Please make note of the update below and plan accordingly.

Annual Inventory:

The storeroom will be closed for inventory on June 25th and June 26th. During this period, no sales will be conducted from the storeroom. We kindly ask that you plan accordingly and submit all orders by Friday, June 21st.

For any questions or concerns, please contact CJ Berger.

Juneteenth 6/19/24:
The VTH will be on emergency service only in observance of the Juneteenth holiday.

Donuts for Dad!:

Everyone is welcome to stop by LAC 100 this morning at 10:30 and grab a donut (while supplies last)

VTH Weekly Updates 6/7/2024:   

Good morning, and Happy Friday!

Please take time to review the following updates/reminders for the hospital this week.

 Medical Records:

Next week starting Tuesday, the medical records office main door will be closed to allow for furniture installation. Room 50 (right next door) will be open, and Marcia and Rose will be just inside the door and available to help you. Amanda and Jill will be in the back room of medical records office if you need anything.

 Inventory Management System:

Any issues, questions, or suggestions related to IMS  should be sent to  his@vetmed.illinois.edu. 

Currently, only the VTH Storeroom is accepting orders within the IMS.  Pharmacy ordering is NOT currently available through the IMS.  Please continue to send pharmacy orders through the Pharmacy as you have in the past

Server Maintenance Sunday 6/9/24 6am-9am:

AITS will perform maintenance on the servers that host the following applications, this Sunday 6/9 6am-9am you may experience intermittent system down time during this period. 

• VTH - Nova Midas and IDEXX results upload
• VTH - Cubex medication dispensary units
• Inventory Management System (IMS)
• VTH - Broadcast Screens
• VTH - rDVM Portal
• Imaging Uploads
• SANDI

If you have any issues or concerns after the 9:00 AM completion time, please report them to:

Health Information Support Team:  HIS@vetmed.illinois.edu

New/Updated VTH Policy and SOPs:

VTH Job Shadowing Process SOP: https://answers.uillinois.edu/illinois.vetmedvth/126692

VTH Volunteer Process SOP: https://answers.uillinois.edu/illinois.vetmedvth/126767

Volunteer, Job Shadowing & Educational Programs Policy: https://answers.uillinois.edu/illinois.vetmedvth/127630

 Thank you,

Natalie Lamphier MSHI, RHIA

VTH Weekly Updates 5/31/2024:   

Good morning and happy Friday!

Imaging Updates:

If your service needs after hour small animal radiographs, and a member of the imaging team is not working an imaging coverage shift in ER, it is the responsibility of your service to take the radiographs.  The ER staff are NOT responsible to take your radiographs.  If you do not know how to take radiographs, charge them, or how to send them to PACS/VetCT please contact imaging to be trained.  Also, if anyone does not have a VetCT please let Sarah Van Note know at svannote@illinois.edu.

Policies and SOP link Added!

Shortcuts to the VTH Policies and standard operating procedures have been placed under KB & Links within SANDI.   As always, if you have a question regarding any VTH policy or SOP please reach out.

Medication Dispensary Reduced Service SOP

Please review the new Medication Dispensary Reduced Service SOP for service restrictions under certain circumstances, such as staff shortages: https://answers.uillinois.edu/illinois.vetmedvth/137575

Natalie Lamphier MSHI, RHIA

VTH Weekly Updates 5/10/2024:   

Good morning,

Congratulations to the class of 2024!
To allow for participation in commencement the VTH is on Reduced service.
Reduced service is defined as: 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.

Client Account Credit Balances Policy
Please review the new policy regarding credit balances on client accounts: https://answers.uillinois.edu/illinois.vetmedvth/136891

Imaging Reminder:

Please obtain owner permission/consent before reserving an exam slot on the imaging schedule. If the owner does not consent it takes away the slot from other services with patients that have agreed to the exam. Also, if ultrasound aspirates are a possibility, make sure to have owner permission for those as well.  This helps to keep the schedule moving, and limit delays.

Small Animal Care of remains:
Please be reminded that if a client elects to authorize the hospital to use their animal’s remains for teaching purposes, they are still responsible for the cost of cremation whether it is group or private cremation. Communicating this at the time of consent is important to ensure the client is aware they are responsible for that fee.

Thank you,

Natalie Lamphier MSHI, RHIA

VTH Weekly Updates 4/26/2024:   

Good morning,  
This week the hospital celebrated Support Staff Appreciation week. We are so grateful for all our dedicated and hard-working support staff that help everyday to make our hospital  run smoothly!

Pretzel Day!
Stop by outside of SAC 80 from 11-2pm today to get a soft pretzel with savory and sweet toppings and other goodies!

Change in Clin Path hours:
There will be a slight change in weekend hours for the clinical pathology lab.  The change will take effect on 4/27/24.

Monday -  Friday:  8:00am – 11:00pm
Saturday:  9:00am – 12:30pm and 5:00pm – 11:00pm
Sunday:  5:00pm  - 11:00pm

The lab is closed most holidays. Pathologist on-call availability upon request

IMC and ICU Supervisors:
On  April 29^th Kayla VanWassenhove will take on supervision of IMC.  Please directed any questions or concerns related to IMC  to: IMCAdmin@vetmed.illinois.edu.
On April 29^th,  Ang Hintz will be the dedicated ICU supervisor.

VTH Parking:
Please review the VTH Parking policy https://answers.uillinois.edu/illinois.vetmedvth/136933.  If in violation, you may be subject to parking enforcement measures including tow without advanced warning.

Small Animal Emergency Service Patient Transfer to VTH Services SOP:
An appendix has been added to the SA ER Patient Transfer SOP and can be found on the KB here: https://answers.uillinois.edu/illinois.vetmedvth/128832

Natalie Lamphier MSHI, RHIA

VTH Weekly Updates 4/19/2024:   

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

Client Charges and Refunds:

Please take time to review the new Client Account Credit Balance policy found on the KB: https://answers.uillinois.edu/illinois.vetmedvth/internal/client-account-credits

Additionally, it is imperative to ensure that all patient charges are entered as soon as possible, we are rarely able to collect payment after the 10-day window if charges have not been added before discharge.

Mental Health Crisis Assessment document:
A new icon was placed on all of the VTH computers by IT that looks like this…     

 
This is a link to the Mental Health Crisis Assessment document that is located on the intranet.  Here’s the link https://vetmed.illinois.edu/intranet-safety/wp-content/uploads/sites/28/2023/09/mental-health-crisis-assess.pdf

Injury Reporting:
If an injury, bite, or scratch occurs in the hospital, it must be reported. Please fill out the appropriate form found under forms on the KB https://answers.uillinois.edu/illinois.vetmedvth/128497

Technician Professional Development Policy:
The policy regarding technician professional development has been updated, if applicable please review. https://answers.uillinois.edu/illinois.vetmedvth/124375

Natalie Lamphier MSHI, RHIA

VTH Weekly Updates 4/12/2024:   

Good morning and happy Friday!

Client Reminders:

Please walk clients to the front desk when checking out. Often, clients unsure if they are leaving a deposit, checking out, rescheduling a recheck or they often realize they are missing medications to go home.  Walking the client to the front desk helps facilitate a more efficient check out process and reduces the need for a CSR to track someone down from a service to answer a question while the client is left waiting.  Additionally, payment is expected at the time of service.

If a client has a pending gift fund, please make note of it in the patients Temporary Account Notes in SANDI. Please do not promise receipt of gift funds or discretionary adjustments until they have been approved through appropriate channels.

Vet Med research day is next Wednesday, April 17^th. The morning session (8 am – noon) is in LAC 100 and includes the keynote address as well as oral research presentations by students. The afternoon poster session is in the BSB Atrium from 12:30-2:30p. Lunch is included for those who registered in advance.

In an effort to support this event, highlight its importance, and encourage attendance, the VTH will be on reduced service that day. Patient care and student instruction will occur on Reduced Service days; however, services should limit the scheduling of appointments to allow for the greatest participation in college events as possible.

Upcoming Dates to Note:

Friday, May 10, 2024	Vet Med Convocation	VTH on Reduced Service
Monday, May 27, 2024	Memorial Day	VTH on ER Service Only
Wednesday, June 19, 2024	Juneteenth	VTH on ER Service Only

ICU Owner Visits:

Please review the following ICU Visiting Policy for the protocol when an owner would like to visit a patient hospitalized in ICU: ICU Visiting Policy [SOP]

Natalie Lamphier MSHI, RHIA

Imaging Reminders (4/9/2024)

Imaging has noticed an increase in actions that are causing imaging exams to be less efficient, so we wanted to send a reminder. 

Please make sure a full history is listed for all imaging studies.  If a doctor or student is bringing a patient down for a scheduled appointment, such as a CT or ultrasound, please make sure that individual is familiar with the patient and case.

Ultrasound: Only 9:30 and 10:00 ultrasound timeslots can be scheduled prior to the patient arriving at the VTH.  Any other timeslots the patient must be in-house and staying in-house until the scheduled ultrasound slot.  If you feel any variance from this is necessary, call imaging and the techs will discuss it with the radiologist and will call you back if that will be allowed.  Please arrive on time for ultrasound appointments, and the patient should be shaved prior to arrival in ultrasound.  Any patient that arrives 10 or more minutes late will have to reschedule to another timeslot.   Please refer to the SOP Imaging Service Sedation for Ultrasound Examinations/ Ultrasound Scheduling (uillinois.edu)

Radiographs:  Please make sure all  small animal radiographs have a weight, sedation AND backup sedation protocol listed on the SANDI requisition.  The requisition will be rejected, and drop back to the bottom of the exam order if they do not have everything listed.  We request back up sedation to eliminate a delay of having to call the doctor and get another sedation protocol, or returning the patient to the ordering service.

VetCT:  If any staff member does not have a VetCT login and would like one, please contact me.  Having a log in makes it easier to communicate with the radiologist if there is a discrepancy with a case.  Students should not need a VetCT log in.  If there are issues with any VetCT reports, such as a delay of an urgent report, or a please let me know, so that I can address the issues with VetCT.

Thank you,

Sarah Van Note, Animal Imaging Coordinator 

VTH Weekly Updates 4/5/2024:   

Good morning, please take time to review the following updates/reminders for this week. As always please reach out if you have any questions.

Rabies Titers/Tetanus Booster

VTH personnel (Faculty and Staff only) in high-risk categories will be offered, at no charge to them, the opportunity to receive pre-exposure rabies immunization and the opportunity to have their rabies titer checked routinely. Currently, we do titer checks every two years. The plan is to have phlebotomists from McKinley Health Center come to Vet Med for a rabies titer draw. There will be more information to come about scheduling an appointment.

Please fill out and submit the online Google form by Wednesday, April 17^th. https://docs.google.com/forms/d/e/1FAIpQLScvhBXCSjHOdTUCfL0i5tWW_BiWAE_3SjSegN6XV-FwxcVF1A/viewform?usp=sf_link

 If you need the Rabies/Tetanus vaccination series or booster, you will need to go to McKinley Health Center. If this is needed, Jake will obtain approval and give you additional instructions.

 Purina Food Room:

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.

 Instinct Reminders:

As a reminder that when a patient is ready to go home and they have an Instinct Treatment Sheet,  the patient must be moved from the outpatient (OP) board for ER or the inpatient (IP) board for ICU/IMC/Wards TO the boarding (BP) board.  From there, medical records will save the PDF and check the patient out. 

To do this: select patient account in INSTINCT.  To the right of the patient’s name, select the three little dots.  Next to status, select BP (boarding). 

4D and VTH Business Office Purchasers

IMS “Go Live” for Storeroom/VTH Business Office orders

The Inventory Management System (IMS) for Storeroom/VTH Business Office purchasing "Go Live" process begins Monday, April 8^th at 3pm.

• At 3pm, Monday 4/8, migration from 4D to the IMS will begin.

• Ordering via IMS will be available starting Tuesday 4/9/24 at 9am. 
• VTH Business office and Storeroom orders should be put through the IMS starting 4/9/24.
• Discontinue sending emails for VTH Business Office orders, Tuesday 4/9/24 at 9am and put them in the IMS instead.
• If you have any questions about what to send via the IMS, or to request office supplies, please email Kara Atkins directly at karaa@illinois.edu.

 Put your orders into 4D by Friday or wait till Tuesday 4/9 for IMS entry

• Please place 4D orders by the end of the day 4/5/24 or hold them until Tuesday 4/9/24 for input into the IMS. 
• If an emergent order must be placed on Monday, please do so as early in the day as possible.  This will limit duplicate work within the two systems for Storeroom personnel.

IMS Production App shortcut and URL

IT began adding the IMS Shortcut to the IMS Production App to all VTH PCs AND here is the direct URL also: ims.vetmed.illinois.edu (This link will NOT work until Tuesday 4/9/24)

Access to IMS Test App will remain open and documentation and video training is in the KB

--> If you have not already done so, ensure that you understand how to enter orders within the IMS by using the IMS Test application, all info is below.

1. Watch the 12-minute training video in the KB: IMS Ordering Demo
2. Review the documentation in the KB: IMS - Inventory Management System Documentation and Training
1. The two-sections highlighted in Orange are what you need to review for entering a request.

3. Put orders into the IMS: Put in “test” orders.  Enter an old 4D order to see how things work.
4. Give feedback to his@vetmed.illinois.edu if you encounter any issues:
   1. Missing or broken functionality.
   2. You have questions about flow or how things work.
5. **DO THIS**: Verify your CFOPS before Monday:
6. --> Verify that all CFOPs you use for ordering are appearing in your cart.

• IMS ordering requires the selection of CFOPs from a dropdown list (#5 below) of items assigned to your service. (You will not be able to manually enter a CFOP in the IMS.)
• It is very important to verify that all CFOPs you use are appearing. Check your CFOPs within your shopping cart (screen shot below, #5).  
• If a CFOP is missing, email his@vetmed.illinois.edu with the full CFOP name and account numbers and we will add them for you. 

Natalie Lamphier MSHI, RHIA

VTH Weekly Updates 3/29/2024:   

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

VTH Counselor:

Krystal Newberry, our Veterinary Social Worker at the VTH, offers comprehensive support services to pet owners during their hospital visits, complementing the care provided by our veterinary care teams.

Here's how she can assist:

• General Support: Provides emotional support for owners facing distress related to their pet's health, especially during uncertain times like emergency visits or new diagnoses.
• Resource Assistance: Helps pet owners find resources to manage the financial aspects of their pet's care and supports caregivers of pets with chronic needs at home.
• Grief Support: Offers short-term grief counseling and support for pet owners facing end-of-life decisions or coping with pet loss.
• Quality-of-Life Assessment: Assists in assessing a pet's quality of life, creating at-home care plans, and providing emotional support during euthanasia decisions.
• Contact Information: Available for communication via email, Teams, or phone at knewbrry@illinois.edu or (217)333-9871.

Veterinarians, technicians, and customer service representatives can reach out to Krystal for assistance and support as needed.

Medication Dispensary:

We have had issues with Euthanasia spills recently. If you drip or spill euthanasia on the Cubex, please clean it up. It can cause other bins to stick and not open and can cause trouble with the drawers.

As a reminder, please use the new updated Ward Stock sheets that were attached to last Friday's email. If you need this document, please email Heather Simmons @ hs57@illinois.edu.

Updated SOPs:

• Nuclear Medicine Scheduling SOP  https://answers.uillinois.edu/illinois.vetmedvth/136391
• Fluoroscopy Exam Scheduling SOP  https://answers.uillinois.edu/illinois.vetmedvth/136390

Natalie Lamphier MSHI, RHIA

VTH Weekly Updates 3/22/2024:   

Good morning, we have a lot of updates this week please be sure to review and reach out if you have any questions.

Cintas Hospital Laundry:

It has been brought to our attention that client owned blankets and pillows are often being placed in Cintas laundry bins.  These bins are specifically designed for Cintas laundry items to maintain efficiency and adherence to our protocols.  Please refrain from accepting client owned items as we cannot guarantee their return and often these items hold special significance to their owner. 

Non-Cintas laundry items that are to be washed by Cintas should be put in your services NOG (not our goods) bag before placing them in the laundry bin.  These help the laundry to be returned to the appropriate service and helps to ensure proper management of resources and standards of cleanliness.

Non-Cintas items not placed in an NOG bag may be subject to disposal after appropriate amount of time.

 

Medication Dispensary:

Moving forward, departments ordering medications through the Medication Dispensary for ward stock should order items we carry via the ward stock sheets, and items that are special order should use the link https://shorturl.at/aequ8 which is on each ward stock order sheet. This will help streamline our current system until we get IMS up and running and ensure departments are being charged appropriately. The log in for the special-order form is the same as your university credentials. Ward stock sheets will be located at the Medication Dispensary pickup window for each department.

***Please do not put empty pill bottles back on the shelf. This causes problems with our inventory and can lead to us running out of medications.

ZooMed Species Triage Presentation:

If any ER, ICU, or IMC veterinary technicians missed the ZooMed Species Triage Presentation on 3/15/2024, a recording of it can be found under the VTH KB’s Resources: https://answers.uillinois.edu/illinois.vetmedvth/136087

Employee, Student and Affiliate Accounts Reminder:

Annual exams are required to obtain prescriptions and labs (for CVM employee, students and/or affiliates)

As a reminder, an established veterinarian-client-patient relationship (VCPR) and active patient medical record (visit within a previous calendar year) in the VTH Health Information System (HIS) is required for a CVM employee, student, and/or affiliate to have labs performed on their pet, and for obtaining prescriptions. (Please see below for the addition of Labs to our policy)

Please note the updated policies:

• Large Animal Isolation Policy ( https://answers.uillinois.edu/illinois.vetmedvth/123870)
• New Appointment Deposit (Missed Appointment) Policy ( https://answers.uillinois.edu/illinois.vetmedvth/123810)

Addition: At the discretion of the Service, if there is a pattern of missed recheck appointments, a client may be requested to make a deposit.

• Professional Accounts – Discounts Policy (Previously Professional Discounts Policy) ( https://answers.uillinois.edu/illinois.vetmedvth/123683)
• CVM Employee/Student/Affiliate Accounts Policy ( https://answers.uillinois.edu/illinois.vetmedvth/123726)

Addition:
Labs

• An established veterinarian-client-patient relationship (VCPR) and active patient medical record (visit within a previous calendar year) in the VTH Health Information System (HIS) is required for a CVM employee, student, and/or affiliate to have labs performed for their pet.
• If an exam has not been documented on the patient record in the last year, the record must show an exam to establish a VCPR before labs are ordered.  The “General Internal Annual Exam ”(GSIE procedure code in the HIS) fee will be assessed on the client account to run labs. This fee and the corresponding exam findings documentation by the VTH doctor will serve to establish a VCPR which is valid for one year.
• Recheck labs (i.e., technician/nurse type visit) do not require an exam.

Natalie Lamphier MSHI, RHIA

VTH Weekly Updates 3/15/2024:   

Good morning! Please take time to review the notes below.  As always feel free to reach out if you have any questions or concerns.

Medical Records:

• Anesthesia/Sedation records will now be uploaded to SANDI and no longer maintained in the paper chart.
• As a reminder all documentation maintained in the medical record, including Instinct sheets are a permanent part of the medical records. Owners can request complete record copies and records are often subpoenaed or requested by the Illinois Department of professional regulation. Please be mindful to utilized appropriate and accurate medical record documentation in patient charts.
• The office has returned to full staffing please stop by to meet Medical Records newest team members, Marcia Dyson, who started in November and Rose Paz-Williams who started Monday.

 Imaging Updates:

 A friendly reminder to everyone for ultrasound and CT scheduling of appointments in SANDI.

• Only the 9:30 and 10:00 ultrasound slots can be prebooked for patients that are not in-house. 
• CT appointments that are scheduled with anesthesia may be prebooked. 
• If patients are only getting sedation for their CT scan, it cannot be scheduled until the day of the scan. 
• Please reference the Imaging Service Sedation for Ultrasound Examinations/ Ultrasound Scheduling SOP or the CT Examination Scheduling SOP if you have questions regarding this information.

Attention P-Card Users:

If you currently place orders directly to a vendor, manufacturer or at a local business, likely with a P-Card, please provide the following information to his@vetmed.illinois.edu ASAP. (This can be in the form of a spreadsheet you already have, a scanned list of items or free form response to this email).

Our goal is to identify each scenario where 4D is not currently used for purchasing.)

• Service or area for which the item is being purchased.
• Intended use of the item.
• Item Name and Description (SKU or part number would be helpful but not required at time.)
• Item Manufacturer
• Vendor/Manufacturer or local business from which you order.
• Order Frequency and amount/number typically ordered.
  
  

Attention 4D User Required Training:

If you purchase items via 4D. If you request/order inventory and supply items in 4D you need to complete Inventory Management System (IMS) Training ASAPThose identified as current user of 4D were sent an email Thursday, March 7^th at 7:47am from HIS with training and access details to the new web-based Inventory Management System (IMS) that will replace 4D.

If you order from 4D and you did not receive this email, please reach out to HIS at his@vetmed.illinois.edu to request access.  The IMS will go live on or before April 1^st, 2024, and we want to ensure you are ready for the transition prior to the go live date.

Natalie Lamphier MSHI, RHIA

VTH Weekly Updates 3/8/2024:   

Attention PCard Users:

If you currently place orders directly to a vendor, manufacturer or at a local business, likely with a P-Card, please provide the following information to his@vetmed.illinois.edu ASAP. (This can be in the form of a spreadsheet you already have, a scanned list of items or free form response to this email).

Our goal is to identify each scenario where 4D is not currently used for purchasing.)

• Service or area for which the item is being purchased.
• Intended use of the item.
• Item Name and Description (SKU or part number would be helpful but not required at time.)
• Item Manufacturer
• Vendor/Manufacturer or local business from which you order.
• Order Frequency and amount/number typically ordered.

 Attention 4D User Required Training:

If you purchase items via 4D. If you request/order inventory and supply items in 4D you need to complete Inventory Management System (IMS) Training ASAP

Those identified as current user of 4D were sentan email Thursday, March 7^th at 7:47am from HIS with training and access details to the new web-based Inventory Management System (IMS) that will replace 4D.

If you order from 4D and you did not receive this email, please reach out to HIS at his@vetmed.illinois.edu to request access.  The IMS will go live on or before April 1^st, 2024, and we want to ensure you are ready for the transition prior to the go live date.

Medication Dispensary:

The medication dispensary is no longer stocking pill pockets. Please obtain these from storeroom.

Unit dose medications now being stocked in ICU Cubex:

• Amlodipine 2.5 mg tablets
• Keppra 500 mg tablets
• Metoclopramide 10 mg tablets
• Metronidazole 500 mg tablets
• Omeprazole 20 mg capsules
• Sucralfate 1 gm tablets

 New Medications being stocked in formulary:

• Gabapentin 600 mg tablets
• Pregabalin 20 mg/mL oral solution
• Phenobarbital 100 mg tablets
• Leflunomide 10 mg tablets
• Mexiletine 200 mg tablets

****Hydrocodone/homatropine syrup is back in stock!

Clin Path Extending Hours:

The Clin Path Lab will be extending their weekday hours!!  The new hours will take effect on Monday (3-11-24). 

Monday – Friday:  8:00 am – 11:00 pm
Saturday:  9:00 am – 12:30 pm and 2:00 pm – 10:00 pm
Sunday:  2:00 pm – 10:00 pm
Closed on most holidays.
Pathologist on-call availability upon request

 Winter Parking Hours End

Effective March 8^th, parking will go back to normal hours, and hours for all university rental lots posted for enforcement are from 6 a.m. – 5 p.m.
As a reminder, spaces designated for client parking may not be used by employees or students at any time. Metered spaces and 24-hour rental areas will continue to be enforced as posted.

 HIS:

On Sunday, March 10, 2024, from 6:00 AM to 9:00 AM AITS will be doing maintenance on our production server.  The applications below will experience intermittent system downtime due to the maintenance. 

1.            VTH - Nova Midas results upload
2.            VTH - Cubex medication dispensary units
3.            VTH - Broadcast Screens
4.            VTH - rDVM Portal
5.            Imaging Uploads
6.            SANDI

If you have any issues or concerns after the 8:00 AM completion time, please report them to: Health Information Support Team:  HIS@vetmed.illinois.edu

Client Gift Fund Application

We have updated the gift fund application to be more streamlined and provide more accurate information to our Gift Officer. Please direct clients to the link below beginning Monday, March 11, 2024. Reach out to Tracey Dykstra or Emily Volk with any questions, concerns, or feedback. https://go.vetmed.illinois.edu/vthgiftfund

Natalie Lamphier MSHI, RHIA

VTH Weekly Updates 2/23/2024:   

Happy Friday!

VTH Office Supplies:

The office supplies have moved from the SAC 2nd-floor closet to the VTH Business Office in LAC 207.

Instinct Treatment Sheets:

Please be reminded to save your patients treatment sheet from instinct to be uploaded in to SANDI when they are discharged.  You may save the sheet to the Instinct folder in  Fax File folder that can be found on every desktop.  Once saved in the Instinct folder, Medical Records staff will upload it to the patients record.

Thank you!
Natalie Lamphier MSHI, RHIA

VTH Weekly Updates 2/9/2024:   

Good morning,

New Form Area in SANDI:

If a patient has a treatment sheet from Instinct, they will be uploaded to the patient’s medical record in SANDI under the header “Treatment Flow Sheets”

 

Small Animal Cremation Services: 

When a client elects private cremation, please make sure that they are provided a the information sheet (1/2 sheet) from Endearing and that they are told that the service 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. 

When this is not communicated up front it often causes undue stress to the client and additional work for others.   The information sheets 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.

Safety Reminder:
Please be reminded that while in LAC Horses have the right of way. Be alert and looking and listening before stepping into the hallways where horses may be walking or trotting.

Sharps Disposal:
Please dispose of all sharps in the proper disposal buckets. Please see the KB page for flyers for proper disposal. Help prevent unintentional sticks! https://answers.uillinois.edu/illinois.vetmedvth/135362 

Thank you!
Natalie Lamphier MSHI, RHIA

VTH Weekly Updates 2/2/2024:   

Instinct Treatment Sheets

Instinct treatment sheets will be implemented 2/6/2024! For more information, please visit the knowledge base :https://answers.uillinois.edu/illinois.vetmedvth/search.php?cat=14019

If you missed one of the staff training opportunities for electronic treatment sheets within Instinct, the recorded sessions can now be found on the KB-VTH: https://answers.uillinois.edu/illinois.vetmedvth/135156

Exit Forms

Please remember to submit Exit Forms for Student Workers if they will no longer work in your service. This is to ensure compliance for security accesses are being updated accordingly based on roles. Link to Vet Med Exit Form: https://forms.illinois.edu/sec/1832517

Business Services:

The BSC staff are responsible for a wide range of duties and need your help to streamline services in an effective and efficient manner. Please avoid emailing staff directly instead of utilizing BSC@vetmed.illniois.edu

• Please use this link to schedule an appointment with a Business Service Center (BSC) member.  Same-day appointments are unavailable, so please plan accordingly.
• To submit receipts for reimbursement, please email bsc@vetmed.illinois.edu and include your approved travel request information.  To check the status of your reimbursement, reply to the email with your ticket information.

Client Conversations:

As always client confidentiality is important,  please be mindful of having phone conversations with owners in main hallways where other clients are present. There has been an increasing issue specifically with the temporary entrance due to the bridge maintenance.

Injury/Bite Reporting:

As a reminder, if you or someone else in the clinic gets a bite/scratch or injury while in the VTH, there is required paperwork that must be completed.

Injury Reporting
There is one form 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/incident, you need to complete the employee form.

Employee FirstReportofInjury_IllnessEMPLOYEE.pdf (uillinois.edu)
Student PublicInjuryReportFormSTUDENT.pdf (uillinois.edu)

Animal Bite/Scratch
In addition to the applicable Injury Reporting form, all animal bites/scratches will need a completed Champaign County Animal Bite/Scratch Form. This form must be faxed or emailed to animalcontrol@co.champaign.il.us within 24 hours of the incident; sign and date at the bottom of the form once it has been sent. As always, please let the owner know what happened so they are not surprised when/if Animal Control reaches out to them.

All (employee, student, or member of the public) ChampaignCountyBiteReport.doc.pdf (uillinois.edu)

Once the form(s) have been completed, staff must submit them to Jenny Chen (chen445@illinois.edu) or drop them off in LAC 200. Students must submit them to Nick Colvin (ncolvin@illinois.edu) in SAC 242. Jenny and Nick will document the incidents and forward them to the appropriate recipients.

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

Natalie Lamphier MSHI, RHIA

VTH Weekly Updates 1/26/2024:   

Good morning, please take time to review the updates for this week.

Instinct Electronic Treatment Sheets:
ECC is implementing Instinct Electronic treatment sheets, there are many exciting features of the electronic treatment sheets that will help streamline orders, and patient workflow and improve service efficiency. This is great tool that and is available to any service in the hospital that may want to utilize it for patient workflow etc..   There is one more zoom training scheduled for Monday, January 29th 8AM and a calendar invite has been sent. If you are unable to make it the training is recorded and will be available on the KB.

Mailing Owner Items:
Often items to be mailed to clients are being left on desks  or in the mail tub without being placed in a envelop or box that has been labeled. If you have something that needs mailed to a client and need assistance the client services staff can help.

 Medication Dispensary:

• Librela is in stock! We currently have the 15mg/mL and 20 mg/mL strengths. If a different concentration is needs please reach out to the dispensary staff.
• Ondansetron 20mL vials, Hydrocodone/Homatropine tablets, and Pregabalin capsules are back in stock and can be ordered as normal
• Phenobarbital 100mg tablets will now be carried and will be stocked in Cubex by the end of the day on Friday. 
• We have a small supply of Nocita in stock. Please reserve for the patients who need it as it is being allocated by the supplier. 
• Albumin is on allocation. Every month the hospital can get 5 vials and once they are utilized they cannot be ordered again until the next month. There is currently have 3 vials in stock. 

*Yellow sheets on patient charts need to be acknowledged and either returned to the Medication  Dispensary or placed in the bin on Cubex. 

Natalie Lamphier MSHI, RHIA

VTH Weekly Updates 1/11/2024:   

Good morning and Happy Friday!  Please review the reminders below and the updated policy.

Protection of Minors:
The Annual Protection of Minors Event form has been completed with campus to encompass the VTH, Wildlife Medical Clinic, Midwest Equine and Medical District.  Anyone supervising a minor must watch the following video, as required to be completed triennially by the University under the Illinois Abused and Neglected Child Reporting Act (ANCRA) for all University of Illinois System employees.  http://police.illinois.edu/services/protection-of-minors/interacting-with-minors/

All potential volunteers and those wishing to job shadow must complete the associated forms.  Please familiarize yourself with the policy and SOPs, available on the intranet and KB, prior to providing the form to an applicant. 

Updated Policy:
Please review the updated SOP for marking open medications: https://answers.uillinois.edu/illinois.vetmedvth/124627

Client/Patient Confidentiality:
As a reminder, the VTH is responsible for protecting itself and has an obligation to protect client privacy. This responsibility and obligation extends to all persons involved in handling of the medical records and electronic data, and those that have access to client/patient information, even if they are not directly involved in patients' care.

Release of information includes verbal communication, written communication, and copies/faxes/emails of medical records, films, pictures and videos. ALL requests for copies must be made through the Medical Records Unit only with the exception of sending medical records to the documented owner or rDVM through SANDI or handing the visit report to the owner at the time of discharge.

Disclosure of such information not in accordance with the policies and procedures shall be considered a breach of confidentiality. Some examples of a breach of confidentiality may include:

• Allowing an unauthorized  person (anyone other than the owner documented in SANDI) to receive copies of, or gain access to, medical record information.
• Disclosing information that may identify a client/patient in the presence of another client, visitor.
• Taking pictures of patients except those approved per VTH policies and procedures is prohibited. Posting patient related pictures/images or any information/data about patients or clients on social networking sites such as Facebook or Twitter is prohibited.
• Disclosing identifiable client information to an employee, faculty/staff, student who does not require such information to fulfill their job responsibilities, including casual conversations.
• Leaving identifiable client health information in public areas, or in multi-use offices/laboratories.

A breach of confidentiality may result in:

• future limitation to data,
• initiation of legal and/or disciplinary action by the University,
•  requirement of the violator to provide restitution for any improper use of service, and/or
• termination of employment or studentship

Thank you,  
Natalie Lamphier MSHI, RHIA

VTH Weekly Updates 1/5/2024:   

Good morning and Happy New Year!
Please review the following updates and reminders for this week. As always if you have any questions or concerns let me know.

Updated Clin Path Lab Hours:
Monday – Friday:  8:00am – 10:30pm
Saturday:  9:00am – 12:30pm and 2:00pm -10:00pm
Sunday:  2:00pm – 10:00pm

Anesthesia Services Schedule:
Anesthesia will be using the Scheduler in SANDI starting January 8th for all small and large animal anesthesia requests.  The SANDI  Scheduler will replace the use of "green sheets" and the white board in the anesthesia hallway.  Anesthesia will only be looking at the SANDI Scheduler for anesthesia requests, so do NOT use the green sheets or white board starting January 8th! For more information please refer to the attached email

SAC Main Entrance Bridge Closure Reminder:
Repairs will begin Monday January 8th on the pedestrian bridge to the main client entrance of the Small Animal Clinic. Clients will leave and exit through the ER entrance for the duration of the closure.  After an appointment please continue to bring your client to the front desk to check out and make payment.

Medical Records Reports:
If you create a visit report or any other documentation in error or discover that it is no longer necessary, please take time to delete the incomplete document so that it does not auto-finalize and become a permanent part of the patient medical record with incomplete/inaccurate information.  If you have any questions please reach out to medical records.

COVID-19:
As Covid and other respiratory illnesses are on the rise, please make note of current COVID-19 information.  The most current CDC information can be found on the college intranet here: https://vetmed.illinois.edu/intranet/cvm-covid-19-documents/

This information is updated as changes develop by Lisa Moore.

Natalie Lamphier MSHI, RHIA

ATTN: Service Operations Holiday Schedules

Please make note of the upcoming dates related to hospital operations during the upcoming holidays and reduced service days.

VTH Business Office Closure and Deadlines:
12/22-1/2:  The VTH Business office and College Business Service Center, in addition to the Campus business and purchasing offices, will be closed.
*** Please plan for any purchases you may need during this time. We recommend submitting order requests by Tuesday, December 19^th, to ensure sufficient processing time.
The last time to request an order is Thursday, December 21^st, by 2:00 pm, and it is not guaranteed to be completed before office closure.
For issues that arise during the holiday break, please contact Emily Volk at evolk@illinois.edu or 217-300-3144. I will seek to reply to emails within 24 hours.

VTH Storeroom, Shipping Pick up, Linen Services:
12/20: will be the last day to place orders for non-stock items guaranteed to be ordered before the break.
12/22: Regular storeroom hours, Linen services, UPS, FedEx, USPS pickups. (reduced staff)
12/25-27: No Storeroom, Shipping service pickups, or Linen services.
12/28-29:  Regular storeroom hours, Linen services, UPS, FedEx, USPS pickup  (reduced staff).
1/1:  No Storeroom, Shipping service pickups, or Linen services.
1/2:  Regular services resume.

Medical Records:
12/22 – Open with reduced staff
12/25-12/27 Closed
12/28-12/29 Open with reduced staff

IT Services:
12/22 - 1/1: Emergency coverage, similar to normal weekends.
Please submit all requests to IT@vetmed.illinois.edu and you will receive a response January 2.  For urgent matters, please call 217-300-2052 and leave a message.

Natalie Lamphier MSHI, RHIA

Happy Holidays!

VTH Weekly Updates 12/15/2023:   

Good Morning,  please review the following updates for the VTH this week.

Mid-Year Increase:
There will be a 1.5% mid-year price increase for all services and supplies in January. A listing of charges will be provided to each service soon for review and requests for deviations soon. The exact date will be shared when the charge list is sent out.

Changes to Cytology and Fluid Sample Submission:
Beginning Monday December 18th,:

• Cytology and fluid samples submitted before 4 pm will be read out same day.
• Cytology and fluid samples submitted at or after 4 pm will be read out by 10:30 am the next business day.
•  A STAT charge will be necessary for any sample submitted 4-5 pm that needs to be read the same day. This additional charge must be added to the patients account when ordering.
• A clinical pathology emergency fee will be necessary for any sample submitted after 5 pm that needs to be read the same day.  This additional charge must be added to the patients account when ordering.

Please direct questions and concerns to Dr. Schnelle at aschnel2@illinois.edu

 

Prescribing Outpatient Medication Reminder:
As a referral veterinary hospital, we work closely with our referring veterinarians. When prescribing medications not maintained in the Veterinary Teaching Hospital Dispensary to outpatient patients, please direct the client to contact their Referring Veterinarian to fill the prescription.

Additionally, if a client asks for routine annual vaccinations to be administered at the time of a specialty visit and they are not medical necessary at the time of such visit, the client should be instructed to discuss with their referring veterinarian about obtaining the vaccinations.

Changes to Non-Necropsy Disposal Fees:
Beginning January 1^st, VDL charges for Large Animal disposal without necropsy will be available for use in SANDI.  No ashes are returned.  There is no change to current cremation services for small animals.

Natalie Lamphier MSHI, RHIA

VTH Weekly Updates 12/1/2023:   

Good Morning, please review this week's updates below.

Updating Doctors Associated with Case:
At registration, doctors are assigned to the patients visit in SANDI by the customer service representatives using the information they have at the time.   When a service receives a case, it is important that the doctors be updated in SANDI, each case minimally requires a supervising faculty and case coordinator associated with that registration.  

Insuring the correct doctors associated with the visit are up to date can help communication between client services and your service area and reduce call wait times.  You can update and verify this information and may review the instructions found here https://answers.uillinois.edu/illinois.vetmedvth/119979

HIS UPDATE:

IDEXX in-house lab results are now integrated into SANDI Labs Module.  Test requests MUST be entered in SANDI first and SANDI sends the test to the IDEXX machine within 30 seconds. You simply go the IDEXX machine (located in ER and VMSC), select the test for your patient, and run the samples.  This process will automatically enter charges onto the patient account, insert the IDEXX PDF results into Exams & Forms, and store the lab results within SANDI. (If you fail to complete requests in SANDI first and just run the sample on the IDEXX machine, results will NOT go to the patient record nor will charges be added for you.) 

Full detailed instructions are here:   SANDI - VTH Internal Labs: Requesting and Results (IDEXX)

If you have any further questions please email HIS@vetmed.illinois.edu 

Patient Dashboard Labs VDL/CP and VTH Quick Overview

The Labs information box on the Patient Dashboard will display all labs.

1.    VDL/CP Button:

All VDL/Clin Path requests MUST be done via the VDL/CP link on the Labs information box on the Patient Dashboard. (Entering lab codes in Charges will NOT send the request to the VDL and will charge the client\\\\\\\'s account.)

• • Full instructions are in the KB here: SANDI - VDL Lab Requisitions (Request Test, View Results, etc.)
  • VDL/CP should be used to request ALL VDL and Clin Path Lab tests.
  • Do NOT add VDL lab charges/requests via Charges in SANDI, If you do, the order will NOT go to the VDL and the client will still be charged.

2.    VTH Button:

The VTH button is solely for results for VTH internally run lab tests such as Nova, IDEXX, etc. Tests are now requested in SANDI before you run the sample on the IDEXX equipment.)

• • Nova resulting is in production now and the KB article below provides detailed information on the results: SANDI - VTH Internal Labs: Requesting and Results (NOVA)
  • IDEX resulting is now in production and the KB article below provides detailed information on results: SANDI - VTH Internal Labs: Requesting and Results (IDEXX)

What to do if charges are NOT auto added

A red exclamation mark will appear if charges were not automatically added, due to an unrecognized entry.  You should enter the charge(s) manually in SANDI. Once you have the charge(s) added you need to follow the process below to manually remove the red exclamation mark.

1.    Enter charges, then return and select the Edit icon, and add the correct visit.

2.    Check the Charges Entered Box and Save/Close.

Thank you,

Natalie Lamphier MSHI, RHIA

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 Rabies 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

-- UofI College of Veterinary Medicine Teaching Hospital: Jenny Chen