Medical Foster Coordinator Handbook

1. Receive notification from HHA Animal Leads or shelter staff that an animal needs a medical foster home.
2. Confirm the animal's status and current medical needs with the shelter. Get the animal's name, ID number, and any available medical reports. Understand their behavior, known reactivity, disabilities, injuries, current medications, and any diagnosis or procedure details.
3. Identify and contact potential fosters from the HHA medical foster list. Be clear about what care the animal will need, including medications, mobility restrictions, or special handling.
4. Confirm the foster's commitment, availability, and contact information. Make sure they have a full understanding of the animal's medical needs, behavioral notes, and any special handling requirements. Share all available medical reports and vet contact information with them before the animal arrives. They should feel fully informed and prepared.
5. Coordinate pickup of the animal from the shelter or from transport. Confirm who is picking up, when, and where.
6. Before the animal arrives, make sure the foster has all necessary supplies, medications, and written care instructions. Do not send an animal to a foster home without these.
7. Log the new case in the HHA Vet Log tracking system: animal name and ID, foster name and contact, start date, medical needs, and any known follow-up appointments. If you do not yet have access to the Vet Log, send your notes to Tamy (dogs) or Ann (cats) to enter into the system.

• Any change in the animal's physical condition.
• Any concern the foster raises, even if it seems minor.
• Whether medications are being administered correctly.
• Any supply needs: food, medications, bedding, transport crates.
• Any concern about the foster's ability or comfort level with the placement.

1. Foster contacts you with a concern about the animal's condition. First: determine whether this is an emergency. Is the animal in immediate danger? Signs of a life-threatening emergency include collapse, loss of consciousness, severe difficulty breathing, uncontrolled bleeding, or extreme distress. If yes, go directly to step 2. If not an emergency, continue through the steps below.
2. If it is a life-threatening emergency and you cannot reach Tamy or Ann immediately, instruct the foster to take the animal to Oaks Veterinary Urgent Care (24-hour emergency care) right away: 29105 Canwood Ave., Suite B, Agoura Hills, CA 91301 -- (818) 575-9766. Simultaneously, continue attempting to reach HHA Animal Leads. Document every step.
3. Do not advise the foster to seek emergency care independently without guidance from HHA Animal Leads, unless the animal is in immediate life-threatening danger and they cannot be reached.
4. If it is not an emergency, gather details from the foster: What changed? When did it start? Are there any visible signs of distress, pain, wound issues, or abnormal behavior? Ask for a photo or short video if they can easily get one -- only if helpful and not stressful for the animal.
5. Contact Tamy Rieder (dogs) or Ann Adrianse (cats) as soon as possible with a full summary of the concern and any photos or video you received. HHA Animal Leads will review the situation and, depending on the concern and potential cost, will consult and approve before a vet visit is scheduled.
6. Once a vet visit is approved by HHA Animal Leads, coordinate the appointment. Whenever possible, encourage the foster to call the vet clinic directly to schedule at a time that works with their schedule -- this makes it easier for them since they will likely be taking the animal. If the foster is unable to make the call, you will schedule it.
7. Once the appointment is confirmed, communicate all details clearly to the foster in writing and by phone: clinic name, address, date, time, what to bring, and any pre-visit instructions. Log the appointment in the HHA Vet Log.
8. If the foster cannot transport the animal, coordinate with the HHA Vet Run transport team. Make sure the transport volunteer has all the same appointment details and knows they are there to transport only -- not to make medical decisions. Ask them to review the HHA Vet Run Handbook before their run if they have not already done so.
9. After the appointment, the attending vet should send all reports, discharge notes, and updates to you. Share these with the foster, Tamy or Ann, and send a copy to the RVT staff at Agoura Animal Care Center to update the animal's official medical record.
10. Log everything in the case record: what was reported, what was decided, the appointment outcome, medications prescribed, and next steps.

• Confirm the appointment date, time, and location with the veterinary clinic, along with any pre-visit instructions -- such as pre-op prep, fasting requirements, dietary restrictions, or specific instructions for the animal's condition.
• Confirm who will be transporting the animal: the foster, an HHA transport volunteer, or another arranged party.
• Make sure the person transporting knows the clinic address, appointment time, and what paperwork and medications to bring.
• Remind the transport volunteer or foster that they are there to transport only. They should not make any medical decisions at the appointment.
• If the appointment is for a surgical procedure, confirm with the foster that the animal has not eaten or had water since midnight the night before, per vet instructions.
• Kindly ask the vet clinic to take photos and/or short videos during the appointment whenever possible. These are vital to HHA's ability to fund ongoing care and show donors where their support goes. Upload any content received to the animal's Google Drive folder: HHA Foster Content Folder
• Log the scheduled appointment in the HHA Vet Log.

• Confirm the animal returned safely to the foster home after the appointment.
• Review the discharge instructions with the foster. Make sure they understand every step: wound care, activity restrictions, feeding changes, medication schedule.
• If new medications were prescribed, confirm the foster received them and knows the correct dosing schedule and duration.
• Log the vet visit outcome in the HHA case record: what was done, what was prescribed, and what the next steps are.
• Communicate the update to Tamy (dogs) or Ann (cats).
• Schedule any required follow-up appointments immediately if the clinic provided a timeframe.

• Animal name and ID number (A-number from the shelter)
• Foster name, phone number, and email
• Foster placement start date
• Reason for medical foster and initial diagnosis or procedure
• All veterinary visits: date, clinic, reason for visit, outcome, and any medications or instructions prescribed
• Current medications: name, dose, schedule, and refill dates
• Supplies provided to the foster and when
• Any concerns raised by the foster and how they were resolved
• Case close date and outcome (returned to shelter, adopted, moved to a new foster, or other)

• When medications or prescription food are prescribed at a vet visit, coordinate pickup and delivery to the foster home promptly. Do not let a gap in medication coverage occur.
• Make sure all medications are properly labeled with the animal's name, the medication name, the dose, and the schedule before they reach the foster.
• Walk the foster through the medication instructions verbally in addition to written instructions. Confirm they understand and feel comfortable administering the medication.
• Track when refills will be needed and arrange them in advance. Do not wait until the foster runs out.
• Track all supplies provided to each foster: crates, bedding, prescription food, syringes, bandaging materials, or other items.
• Before authorizing any significant purchase, confirm with Tamy or Ann. Healthcare for Homeless Animals funds approved items, but all significant expenses require leadership approval.

1. Receive confirmation from HHA Animal Leads or shelter staff that the case is closing and what the outcome will be.
2. Coordinate the animal's return to the shelter or transition to adoption, per instructions from leadership and DACC.
3. Collect all final medical notes, discharge records, and medication information from the foster or vet clinic. Make sure the complete medical history travels with the animal.
4. Thank the foster sincerely for their time, care, and commitment. A personal note or message goes a long way.
5. Update the case log with the close date and outcome. File the completed record.
6. If the animal was adopted, note the outcome in HHA records. If the foster is the adopter, connect them with DACC or shelter staff -- adoption decisions belong to DACC, not HHA.

• Share foster success stories with the HHA team (with foster permission). Positive outcomes inspire other volunteers and support HHA fundraising efforts.
• Identify gaps in the program: animals that needed medical fosters but could not be placed, or geographic areas with no available fosters.
• Work with HHA Animal Leads to expand outreach and foster recruitment in underserved areas or for specific animal types that are harder to place.
• Document what is working well and what needs improvement after each case closes. Bring observations to HHA Animal Leads regularly.
• Help HHA Animal Leads develop resources, written guides, or onboarding materials for new medical fosters if requested.

• Ask fosters to take photos and short videos of the animals in their care, especially at key moments: arrival, first day home, recovery milestones, and when the animal is thriving.
• Encourage fosters to capture candid moments: the animal sleeping comfortably, eating well, showing curiosity, or interacting with the foster family.
• If the foster prefers not to appear in photos or videos, that is fine. The animal should always be the focus.
• Also ask the vet clinic to take photos or short videos during appointments whenever possible. These help show donors exactly where their funding goes.

Connect the foster with DACC or Agoura Animal Care Center staff. Adoption decisions belong to DACC, not HHA. Let the foster know you will help them connect with the right people, but do not facilitate or approve adoptions yourself. Log the request in the case record and notify HHA Animal Leads.

If a foster is going on vacation, traveling, or temporarily unable to care for the animal, get all the details upfront: exact dates away, when they will be back, and whether their absence is planned or unexpected. Bring this to Tamy or Ann for approval before making any arrangements -- do not commit to a solution on your own.

Once approved, work through the following options in order of preference:

• Temporary foster: First option whenever possible. Reach out to available fosters on the HHA roster who can take the animal for the dates needed. Share full medical details with the temporary foster and make sure they are fully prepared before the animal arrives.
• Return to shelter: If no temporary foster is available, check with Tamy or Ann on whether a return to the shelter is medically safe for the animal and whether kennel space is available. This decision rests with HHA Animal Leads and DACC -- not the coordinator.
• Boarding: A last resort only, and only if medically appropriate. Any boarding arrangement requires approval from Tamy or Ann before it is confirmed. Never book boarding without that sign-off.

Contact Tamy Rieder (dogs) or Ann Adrianse (cats) immediately to arrange an emergency placement with another approved foster or a return to the shelter. Do not leave the situation unresolved. Make sure the animal is never left without care. Document the situation and the steps taken.

Contact HHA Animal Leads immediately -- the animal's safety comes first. Do not wait for a scheduled check-in. Provide all available information: what changed, when it started, any photos or video, and current medication status. Follow their direction for next steps. If you cannot reach Tamy or Ann and the animal is in immediate danger, coordinate emergency veterinary care and continue attempting to reach them.

If the foster has a personal emergency and cannot care for the animal, coordinate return of the animal to the shelter or transfer to another approved foster as quickly as possible. Contact Tamy or Ann for guidance. The animal's care cannot be interrupted, and the foster should not feel burdened to find their own solution in an emergency.