How do I add a vaccine?

Greg Lucas
Greg Lucas
  • Updated

In an animal's medical record, under the vaccine subtab, you have two options for adding a vaccine.

Click "Complete vaccine" if the vaccination has been given to the animal and you want to mark it as done. Click "Schedule vaccine" if you want to create a task for a vaccine to be given in the future.

Complete vaccine

When you administer a vaccine and want to add it as a completed vaccine to the animal's record, you need to enter the date given, product used, and who gave the vaccine. All other fields are optional, and you are encouraged to enter lot # and product expiration in order to create an accurate and valid vaccine certificate. This is particularly important for rabies vaccines.

If you do not have lot # and product expiration information, you can still enter the vaccine as completed. Just click Save again when you see this message: 


Choose a template or a product

This is an optional step. If you have created a vaccine template in configuration, you can choose this option to pre-fill most of the fields. You can then edit the product, route, site, etc. as appropriate.

If you don't want to use a template, then you can just choose the vaccine product which was used. The product is linked to a vaccine type (killed or live) and manufacturer--these fields cannot be edited. The product will also generate a default route and site of vaccination and a next due date based on manufacturer guidelines. You can edit or delete these as necessary.

Special Note: Rabies Vaccines

Rabies vaccines have three additional fields: Rabies tag #, supervising veterinarian, and clinic.

Any rabies tag # added here will be added to the animal profile. Rabies certificates will show the supervising veterinarian's name and signature as well as clinic contact information. To edit the list of supervising veterinarians and clinic options, go to configuration medical subtab, and choose Staffing and/or Clinic Contact Information.

Note: Rabies vaccines MUST be complete, including the lot # and expiration date, in order to generate valid licenses or certificates.


Schedule vaccine

Add a reminder to vaccinate an animal by choosing a due date and the product which you would like given. You can also choose "add another vaccine" to schedule multiple vaccines at once.

You can reschedule, complete, or delete a scheduled vaccine by clicking on the ellipsis menu (right top corner, "..."). 

All scheduled vaccines will also display on the Tasks page (under Medical > Vaccines) on the date they were marked due. See the last section of this article for more details on using Tasks to complete scheduled vaccines.

How vaccines are displayed

In Shelterluv, vaccines administered display the diseases they protect animals against. This is to encourage shelter staff to think about what an animal is vulnerable/protected against and not just what brand was used. The Shelterluv system knows the diseases contained in each vaccine.

Vaccines which are scheduled show up as blue cards. If a vaccine is overdue (i.e. due date is date in the past) then the card becomes red with an "Overdue" label. Vaccines which are completed show up as grey or yellow. If there is missing essential information (i.e., lot # or expiration date) then the card is marked as yellow. 

For more information about how vaccines are displayed and why you are seeing certain cards, please check out the Vaccine Display FAQ article.


Add a vaccine using edit multiple

From the home screen, you can select multiple animals and then click the Edit multiple button. Click "Add vaccine" and then choose from the drop down to either complete or schedule vaccines. This allows you to quickly bulk-add vaccines across many animals.


Complete a vaccine using tasks

In the Medical subtab of tasks, under vaccines, you can see all vaccines which are scheduled over a particular time frame. Select all animals that were given a certain type of vaccine and then click the "Complete selected" button. This works just like edit multiple and allows you to bulk add vaccinations to animals. In this example, we will give FVRCP vaccines to 5 cats.


Note that although they were scheduled for different brands of vaccines, we are able to mark them all as complete with any product. The information added here will be applied to all animals which are selected.

If you want to apply a different vaccine, different lot #, etc. then you need to select the appropriate animals and complete those separately.


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