EHA Pet Services- Recording the Service Transaction

Why and How EHA Pet Services are Processed

Documenting EHA Pet Services is important, as we have to report back to our state funder and provide proper tracking.  

The steps involved in the process are:

1) Shelter providers make the referral to the animal service provider (Pro-Bone-O or Greenhill) 

2) After completing the service, the animal service provider sends that information back to you via a Cognito form 

3) You enter that information as a service transaction into HMIS

How to document transactions in HMIS 

1) When doing a service transaction using EHA pet funding, use one of the categories below.

If you do not have these services in your drop-down list, you can search for them or send an email to the help desk and we will add them. 

2) In the notes section of the transaction put specifically what was done or purchased.  

Pro-Bone-O

Pet Care Supplies PD-6250.6400

• Leashes, collars, harnesses, other
• Litter
• Crate

Pet Care Services PD-6250

• Wellness Exam
• Wound Care
• Vaccination
• Flea Treatment
• Euthanasia
• Spay/Neuter

Greenhill

Pet Care Supplies PD-6250.6400

• Dry Dog/Cat Food
• Canned Dog/Cat Food
• Cat Litter/Box/Scoop
• Crate
• Kennels
• Collars, leashes

Pet Care Services PD-6250

• Veterinary Exam (required for additional services) Parasite control (flea treatment & de-wormer) included w/exam
• Vaccine: Feline FVRCP (required for additional services unless proof of current status is provided)
• Vaccine: Canine DA2PPv (required for additional services unless proof of current status is provided)
• Vaccine: Canine Rabies (required for additional services unless proof of current status is provided)
• Vaccine: Canine Bordetella (required for additional services unless proof of current status is provided)
• Spay / Neuter (Feline) includes nail trim and ear cleaning at n/c
• Spay / Neuter (Canine) includes nail trim and ear cleaning at n/c
• Additional veterinary services as recommended by a veterinarian. Examples include treatment for ear infections, conjunctivitis, mange, skin care for severe allergies, abscess wound care, etc

Pet Grooming Services PD-6250.6650

• Basic Grooming for the purpose of health or safety: includes nail trims and ear cleaning
• Sedated Grooming for the purpose of health or safety: If sedation is required because the animal will not tolerate basic handling or if grooming is medically necessary

Pet Boarding/Sitting Services PD-6250.6000

• Overnight Boarding

Pet Tracking Microchips PD-9000.6650

• Microchip & Registration

Pet Fee/Deposit Payment Assistance BH-3800.7250-620

• Lane County or City of Eugene animal license (determined by where the owner resides or is receiving services) and a shelter ID tag

3) Attach the vendor:

• Pro-Bone-O, Vendor ID # 1986
• Greenhill, Vendor ID #1987

4) For the Funding Source, use:

• Funding Source- EHA Pets
• Cost- $1

We are not tracking the service cost in HMIS but we still have to add a value in order for the system to accept the transaction. 

Example