Basic medical configuration overview

Greg Lucas
Greg Lucas
  • Updated

From the Configuration page, there are many medical sections that are configurable. Most of these will be optional when you go to add medical information to animal records, but there is one section in Configuration that will be required. Below we've laid out the required and optional medical sections in Configuration and a little detail about each. We've started you out with some default values for most of these sections to get you started. We recommend you review all sections on the list before starting to use Shelterluv's medical functionality.




  • Supervising vet/surgeon is a required field for surgery and rabies vaccines, and is optional for drug prescriptions and non-rabies vaccinations.
  • If you will be recording surgeries/procedures and/or rabies vaccines, you will need to add staff vet and staff surgeons to the list (you may have to add a person twice, once on each list).
  • You have the option of adding a signature and vet license number for each vet, which will display on surgery and rabies certificates.
  • TIP: Add a vet and surgeon called "Other Veterinarian," which can be used if the animal is taken offsite or the vet is unknown.



Clinic Contact Information

  • Complete this if you want to show the clinic address on spay/neuter surgery certificates, rabies certificates, or prescription labels.
  • Often this is useful when a shelter has multiple clinics or locations where surgery or rabies vaccines are performed.
  • You can set default clinic choice in surgery, rabies vaccine, and treatments drop-downs.

Custom Medical Forms

  • Create custom forms based on your protocols (e.g. intake, URI) to quickly add exams, treatments, and vaccines, etc. to an animal.
  • Learn more about setting up custom medical forms here.


Reasons for Vet or CVT Check

  • You can add new reasons for health checks, e.g. "Needs intake exam."
  • These are optionally used for staff requesting the vet/CVT check and when the check is completed in tasks.

Medical Categories

  • You can pick a species and create categories for medical conditions which you can do reports on later.
  • Choose categories which will be broad or specific enough depending on what you are interested in learning.
  • Learn more about how to use categories here

Physical Exam

  • You can add exam types to use in the titles for labeling physical exams, e.g. "Vet recheck." 
  • You can create quick fill templates for exams so you can quickly fill out the forms and make edits, e.g. "Kitten intake exam."
  • Click here to learn more.


Diagnostic Tests


Surgeries & Procedures

  • You can add new surgeries/procedures which are done at your shelter, e.g. "Fracture repair."
  • TIP: For procedures which don't require anesthesia, they should be considered treatments, rather than procedures, e.g. "Lime dip," "Clip nails," "Groom." You could have surgeries called "Sedated groom," etc.
  • TIP: Procedures/surgeries are for anything that requires a veterinarian/surgeon. 
  • Click here to learn more.


  • You can add new reasons for euthanasia which are of interest to your organization.
  • TIP: Pick categories which make sense for your organization! What kind of information will you want to run a report on and review later? Pick reasons which are easy for staff to understand and be sure to train staff on which reason to pick.
  • Click here to learn more.

Controlled Substance Tracking

  • This is used for drugs used during euthanasia only.
  • Use this instead of paper records, or use it as a backup for your controlled substance logs and inventory reports.
  • TIP: Controlled substance tracking during euthanasia is optional and can be made as mandatory in Configuration > General shelter > Intake and outcome > Outcome forms > Euthanasia.
  • Click here to learn more.

Unassisted Death in Custody

  • You can add new reasons for death which are of interest to your organization.
  • TIP: Just like euthanasia reasons, pick reasons which are easy for staff to understand and which are of interest to your organization. For example, if you are a shelter that has many kittens in foster, you might want to know if kittens are dying due to known medical conditions or "unexpectedly." A report distinguishing between "Death while undergoing medical treatment" and "Death while not undergoing medical treatment" could shed light on your kitten foster program and areas for improvement.
  • Click here to learn more.