Chapter 17: Veterinary Practice Logs

Objectives

  • Define the importance of logs in a veterinary practice.
  • Develop a practical log for each area of the practice.

Log Books

  • Veterinary practices use many log books to keep items organized, and some are required by law.
  • State laws should be reviewed to determine which logs are required and for how long they must be kept on the premises.

Controlled Substance Log

  • The U.S. Drug Enforcement Administration (DEA) requires this log.
  • The state board of pharmacy may require this log.
  • The state board of veterinary medicine in some states requires this log.
  • These logs must be kept for two years beyond the last recorded date.
  • Logs should be easily retrievable for inspection.
  • Individual controlled drug logs must include:
    • Date
    • Owner’s name
    • Person responsible for the drug
  • All drugs must be accounted for, and a running drug log must be kept to indicate the balance of each drug at any time.

Radiology Log

  • Some states require a radiology log.
  • Technicians taking radiographs can record the information needed as they prepare for the x-ray.
  • Radiology logs include:
    • Owner’s name
    • Pet’s name
    • The body part being radiographed
    • Position
    • Kilovolt
    • Milliamperes
    • Initials of the technician

Radiology Log (continued)

  • If radiographs (analog) are checked out to owners or are sent out for referral, a log needs to be kept to document the removal of the radiographs from the premises.
    • This helps when team members are looking for radiographs and cannot find them.
  • Radiographs are the property of the practice and should remain on the premises at all times.
  • Digital radiographs can be copied to a CD.

Radiology Check Out Log

  • Radiology check out logs should include:
    • Date
    • Owner’s name
    • Pet’s name
    • Who took the radiographs (owner or sent by mail)
    • Where they went
    • Team member’s initials
    • Date of return
    • Team member initials for date of return
  • This log prevents a lawsuit by accounting for radiographs as it shows who the radiographs were released to.
  • The practice is liable for accounting for the radiographs, so if they are missing, the practice knows where they were released to.

Surgical Log

  • Some states may require a surgery log listing all patients that have received anesthesia within the practice.
  • The surgery log can be a great reference when looking for a lost controlled substance, when estimating the time an anesthetic machine has been in use, or for reviewing surgical cases.
  • Surgical logs should contain:
    • Date
    • Time
    • Owner’s name
    • Patient’s name
    • Surgical procedure
    • Drugs used
    • Initials of the team member overseeing the surgical case

Laboratory Log

  • Used to record laboratory tests and results on a sheet for referencing if needed.
  • In-house testing can be recorded (e.g., fecal examinations, urinalyses, heartworm tests, parvovirus tests, and feline leukemia/FIV tests).
  • Samples sent to an outside lab can also be recorded and easily referenced if needed.
  • An outside laboratory log can be used to compare with monthly statements to ensure the practice was billed correctly.

Miscellaneous Logs

  • Maintenance logs for:
    • Radiograph developers
    • Anesthetic machines
    • Autoclaves
    • Laboratory machine cleaning and quality control
  • Repairs can be noted on the maintenance log.
  • Logs may be kept for incoming phone calls for a veterinary practice.
  • Notes from telephone calls and conversations with current clients should be kept in those client’s files so that all team members can be current with the conversation that occurred.