DOA Necropsy/Care of Remains Policy

Implementation Date: 03/2021

Date of Last Review: 09/21/2023

Next Review Due: 09/20/2026

Reviewed by VTH Administrative Team: 02/17/2021

Reviewed by VTH Board: 02/25/2021

Reviewed by Legal Counsel: N/A

VTH Director Approval: 02/2021

Subject to modification by the VTH Director without approval.

Policy

The Veterinary Teaching Hospital (VTH) may submit deceased animals to the Veterinary Diagnostic Laboratory (VDL) for post-mortem evaluation. This policy applies to animals that present to the VTH dead on arrival (DOA).

Non-VTH patients that require a post-mortem exam should be submitted to the VDL by the patient’s referring veterinarian, not through the VTH.

Necropsy adjustments are reserved for current VTH patients (see policy #Bill308; Necropsy Adjustment). Additionally, discretionary necropsy funds are not used for care of remains or disposal of deceased animals.

Guidelines

Patients of the VTH that die while under active care may be submitted for post-mortem examination at the discretion of the attending clinician and with consent of the owner.

Patients of the VTH that die within two (2) years of the patient’s last VTH visit may be presented deceased to the VTH for post-mortem examination.

Callers inquiring about post mortem exams for Non-VTH patients, be directed to contact their referring veterinarian, to make arrangements for submission to the VDL by the referring veterinarian, not through the VTH.

Non-VTH patients who are presented deceased to the VTH for post-mortem examination will be admitted to the VTH as a patient, with associated fees charged to the client.

A necropsy adjustment may be used to offset the charges associated with the post-mortem exam, excluding rabies testing or cosmetic necropsy, within six (6) months of the patient’s last VTH visit. A necropsy adjustment may not be used to offset charges associated with the post-mortem exam of a non-VTH patient.

The VTH does not provide cremation services for animals that are not under active VTH care. Clients with animals that have died at home shall be provided contact information for VTH partner cremation service providers. Care of the deceased animal’s remains shall be coordinated without VTH involvement.

Procedure (if applicable)

DOA for Necropsy 

1. When a DOA patient is presented to the VTH for a post-mortem exam, the Client Service Representative (CSR) will determine if the patient has been under VTH care within the past 2 years.

1. If YES, proceed to VTH Patient DOA for Necropsy
2. If NO, proceed to NON-VTH Patient DOA for Necropsy section

VTH Patient DOA for Necropsy

1. The CSR will determine in the patient’s medical record which service provided care for the patient last.

1. The Service Head for the VTH service last caring for the patient will be the clinician of record for the purposes of VDL submission.

2. The patient will be admitted to the Emergency Service (ER) as a DOA.

3. The ER will collect patient and history information from the owner and provide Care of Remains.

4. The ER will complete the submission documentation for the patient to be submitted for necropsy to the VDL.

1. The clinician of record is the Service Head for the VTH service last seeing the patient.
2. ER will maintain a binder/record for all patients submitted to the VDL for post-mortem examination and will notify Service Heads weekly of submissions.

5. The ER will enter the following charges into the client account:

1. Necropsy Intake Fee (ER500)
2. Necropsy (DX388)
3. After Death Care of Remain (GM010)
4. Group Cremation (GM009)*

1. 1. *If the client elects to have the patient’s remains privately cremated, the appropriate Private cremation fee based on the patient’s weight will be entered instead.

6. The VDL will provide the Service Head of record the necropsy results.

1. The Service Head or their designee will notify the client of the results.
2. The Service Head or their designee will notify the RDVM of record of the results.

NON-VTH Patient DOA for Necropsy

1. The patient will be admitted to the Emergency Service (ER) as a DOA.

2. The ER will collect patient and history information from the owner and provide Care of Remains.

3. The ER will complete the submission documentation for the patient to be submitted for necropsy to the VDL.

1. The clinician of record is the Service Head for the ER service.
2. ER will maintain a binder/record for all patients submitted to the VDL for post-mortem examination and will notify Service Heads weekly of submissions.

4. The ER will enter the following charges into the client account:

1. ER Exam Fee (AIC00)
2. New Patient Fee (if applicable) (NPFS)
3. Necropsy Intake Fee (ER500)
4. Necropsy (DX388)
5. After Death Care of Remain (GM010)
6. Group Cremation (GM009)*

1. 1. *If the client elects to have the patient’s remains privately cremated, the appropriate Private cremation fee based on the patient’s weight will be entered instead.

5. The VDL will provide the Service Head of record the necropsy results.

1. The Service Head or their designee will notify the client of the results.
2. The Service Head or their designee will notify the RDVM of record of the results.

DOA for Cremation

1. Animals that are presented to the VTH DOA or whose owners call to inquire about cremation services shall be provided contact information for one of the cremation service providers currently partnering with the VTH.

1. Coordination of these services must be made between the cremation service provider and the client.
2. DOA animals will not be admitted to the VTH for the sole purpose of cremation services.

Definitions (if applicable)

Care of Remains – All aspects of care pertaining to a patient after death, including providing clay paw memorials, initiating a sympathy card, and coordinating patient handling/submission.

Veterinary Teaching Hospital (VTH) – The collective clinical services of the Large Animal Clinic, Midwest Equine, the Small Animal Clinic, and the Veterinary Medicine South Clinic.