Wellness Day Volunteer Guide
Why Wellness Day Matters
Wellness Day is an essential resource for our foster families and the senior dogs in our care. It provides fosters the opportunity to:
Meet with a Grey Face Rescue partner veterinarian
Receive updated professional photos to help increase adoption opportunities
Pick up needed supplies and medication refills
Wellness Day ensures our dogs remain healthy, adoption-ready, and fully supported.
Required Services at Wellness Day
It is important that every animal attending Wellness Day receives the following (unless medically exempt):
Microchip (if not already done)
Heartworm test
Nail trim
Ear cleaning
Medication refills (from medications we have on hand)
Consistency is critical to ensure proper medical records and continuity of care.
Documentation & Record Keeping
Accurate documentation is one of the most important parts of Wellness Day.
All volunteers must ensure:
Detailed notes are taken during each appointment
All notes are entered into the Wellness Day Exam Form in ShelterLuv
Medication orders are clear and precise
Medication refill requests are emailed to scheduling@greyfacerescue.org
Copies of veterinary records are emailed to vetting@greyfacerescue.org
Clear notes and complete records are essential for ongoing medical care and communication.
Volunteer Roles & Responsibilities
Veterinarian
Stays with the foster and animal during the appointment
Performs medical services
Discusses concerns with the foster
Veterinarian Volunteer
Assists with handling and holding animals
Takes clear, thorough notes
Ensures all notes are entered into ShelterLuv
Sends follow-up emails to vetting and scheduling with notes and medication refills
Cleans the veterinary room and supplies after Wellness Day
Photographer
Takes profile and social media photos of animals attending Wellness Day
Photos should preferably be taken outdoors in natural light
Have fun! Use props, outfits, and creative setups to showcase each dog’s personality
Professional photos significantly increase adoption interest.
Foster Volunteer
Ensures fosters remain in their vehicle until their appointment time
Welcomes fosters when it is time for their appointment
Assists with distributing supplies
Remains outside the vetting room to assist fosters as needed
Cleans main areas and bathroom after Wellness Day before departure
Day-Of Expectations
Arrive 20–30 minutes early to set up and prepare.
Review the day’s schedule and supplies before appointments begin.
Things can get hectic — remain calm and organized.
Fosters receive both an email and text reminder to remain in their vehicle until their appointment time. If needed, kindly remind them to wait in their vehicle.
Checklists & Instructions
A detailed checklist and step-by-step instructions for adding Wellness Day notes into ShelterLuv can be found:
Posted above the vetting computer
Inside the Wellness Day binder located on the vetting desk
Please review these materials before appointments begin to ensure accuracy and efficiency.
Thank you for volunteering your time and energy. Because of you, our senior dogs receive the care, attention, and support they deserve.
Above, photos of ‘Appointment In Progress’ signs. Below, Vetting & Wellness Day desk.
Below, Wellness Day Checklist and Wellness Day Exam notes in ShelterLuv and Wellness Day binder.
FAQ’s
Do foster’s know what to expect prior to arriving?
Foster’s receive an email after scheduling their appointment with information. They also receive an email 1-day prior and a text 1-hour prior. They are instructed to stay in their vehicle until a volunteer comes to their vehicle and invite them in for their appointment.What if we don’t have the supplies a foster is needing/wanting?
We have additional supplies at our storage garage at the end of the block (30489 Pearl Dr, St Joseph). Animal supplies is in storage unit 18. Keys to the storage unit are in the key lockbox in the supply closet at the office.