Managing Pet Notes

The Notes feature allows staff to keep track of important observations, behaviors, and internal information about each pet. These notes are for internal use only and help maintain continuity of care across different team members.

Accessing Pet Notes

1. Navigate to a pet's profile page
2. Click the Notes button in the top-right action bar (notepad icon)
3. The Notes dialog will open, showing all existing notes for this pet

Creating New Notes

1. Open the Notes dialog from the pet's profile
2. You'll see a text editor at the top of the dialog
3. Type your note in the text area
4. Click Save to create the note
5. The note will appear in the list below with your name and the current date

Note Content Guidelines

Notes are ideal for recording:

• Behavioral observations
• Feeding preferences or issues
• Exercise and enrichment responses
• Training progress
• Staff interactions
• Potential adopter interactions
• Temporary care instructions
• Concerns that don't rise to the level of medical records
• Day-to-day changes in behavior or health

Managing Existing Notes

Reading Notes

All notes are displayed in the Notes dialog, with the most recent notes at the top. Each note shows:

1. The first line as a title
2. A preview of the content
3. The date the note was created
4. The staff member who created it

Editing Notes

1. Click on any existing note to select it
2. The note's content will appear in the editor at the top
3. Make your changes to the text
4. Click Save to update the note

Deleting Notes

1. Find the note you want to delete
2. Click the three dots menu (⋯) next to the note
3. Select Delete from the menu
4. Confirm the deletion when prompted

Starting a New Note

If you're editing an existing note and want to start a fresh one instead:

1. Click the New Note button
2. The editor will clear and you can begin typing a new note
3. Your previous edits will be discarded

Note Organization

Notes are organized chronologically, with the most recent at the top. This creates a timeline of observations and events throughout the pet's stay at your shelter.

Note Formatting

The note editor supports basic text formatting:

• Paragraphs: Press Enter to create a new paragraph
• Line Breaks: The system preserves line breaks within your notes
• URLs: Web addresses are automatically detected and can be clicked

Note Privacy and Security

Important privacy considerations:

• Notes are visible to all staff members with access to pet profiles
• Notes are never visible to the public
• Notes do not appear on printouts given to adopters
• Notes should follow your organization's data privacy guidelines
• Avoid storing sensitive personal information about people in pet notes

Best Practices for Pet Notes

Effective Note-Taking

1. Be specific: Include concrete details rather than general impressions
2. Use dates: Mention when observed behaviors occurred
3. Note changes: Highlight differences from previous behavior
4. Be objective: Separate observations from interpretations
5. Use consistent terminology: Especially for behaviors and training progress
6. Keep it relevant: Focus on information that will help other staff

Sample Note Structure

For consistency, consider using a structure like:

1. Context: When and where the observation took place
2. Observation: What you specifically observed
3. Action Taken: How you responded (if applicable)
4. Recommendation: Suggestions for other staff

Example Notes

Good example:

"April 15, morning walk: Showed leash reactivity to large dogs but ignored small dogs. Used treat distraction successfully. Recommend keeping 10ft distance from large dogs during walks and continuing positive reinforcement training."

Poor example:

"Doesn't like other dogs."

Notes vs. Medical Records

Understanding when to use notes vs. medical records:

• Use Notes for: General observations, behavioral patterns, daily care information, staff instructions, training progress, and personality insights
• Use Medical Records for: Health conditions, medication administration, symptoms, treatment plans, and any information that should be part of the formal medical history

Specialized Note Types

Consider using specific note formats for common situations:

Behavior Notes

Focus on specific behaviors:

• Triggers (what caused the behavior)
• Response (what the pet did)
• Intensity (how severe the reaction was)
• Duration (how long it lasted)
• Resolution (how the situation was resolved)

Training Notes

Document training progress:

• Commands/skills being worked on
• Method used
• Pet's response/progress
• Consistency of response
• Next steps in training plan

Medical Observation Notes

For monitoring between vet visits:

• Appetite changes
• Energy level
• Medication responses
• Physical symptoms
• Bathroom habits

Collaborative Note-Taking

When multiple staff members work with the same pet:

1. Read recent notes before interactions
2. Reference previous notes when adding new observations
3. Follow up on concerns mentioned by other staff
4. Tag specific staff members if their attention is needed (@username)
5. Note when an issue has been resolved

Notes During Transitions

Notes are especially important during transitions:

• When a pet moves from intake to general population
• Before and after medical procedures
• When changing housing locations
• During foster care placements
• Leading up to adoptions

Notification Settings

Staff can customize when they receive alerts about notes:

1. Go to your user profile settings
2. Select "Notification Preferences"
3. Choose which note actions trigger notifications:

• Notes added to pets you're assigned to
• Notes that mention you specifically
• Notes flagged as urgent
• Notes added by specific team members

Mobile Note-Taking

Add notes from your mobile device:

1. Use the PawPlacer mobile app
2. Navigate to the pet's profile
3. Tap the Notes icon
4. Add your note on the go
5. These sync with the desktop version in real-time

Exporting Notes

For record-keeping or transfers:

1. Open the Notes dialog
2. Click the "Export Notes" button
3. Choose your preferred format (PDF, text)
4. Select date range if needed
5. The system will generate a download of all notes

Historical Value of Notes

Over time, notes create a valuable history:

• Reveal patterns that might not be obvious in short-term observations
• Help new staff understand the pet's background
• Inform adoption counseling and matching
• Guide behavioral intervention strategies
• Provide continuity through staffing changes