Accreditation Process - Renewal, Changes, Closure
A Guide to the Accreditation Process explains the need for facilities to demonstrate compliance with the Minimum Standards for Veterinary Facilities in Ontario, as well as the procedures for the College with respect to the accreditation of facilities.
Renewing the accreditation on my practice
Ontario's veterinary facilities are inspected by the College every five years. Facility directors will receive written notice from the College three months in advance of an upcoming renewal.
When your facility is due for inspection for accreditation renewal, you are required to complete the Application for inspection and accreditation of a veterinary facility (PDF)
Relocating my practice
Ontario’s veterinary facilities are inspected upon relocation.
If you are planning to relocate a veterinary facility, you are required to complete the Application for inspection and accreditation of a veterinary facility (PDF)
Purchasing an existing practice
Ontario’s veterinary facilities are inspected when there is a change in ownership.
If you are planning to purchase an existing veterinary facility, you are required to complete the Application for inspection and accreditation of a veterinary facility (PDF) after the date of sale.
In addition, the facility purchaser is required to contact the Ministry of Labour, Radiation Protection Services at 416-235-5922 to let the Ministry know of a change in ownership of the facility's x-ray machine.
The practice may continue operation, business as usual, during the ownership change with no need to close the facility.
Adding or changing a category for my practice
Ontario’s veterinary facilities are inspected when the practice makes changes to the type of practice and the animals served.
If you are planning to add or change a category for a practice, you are required to complete the Application for inspection and accreditation of a veterinary facility (PDF)
Changing the directorship of my practice
Ontario veterinary facilities are required to notify the College when the director changes at the facility.
If you are planning a change in directorship, you are required to complete the Notification of Change in Directorship of an Accredited Facility (PDF)
Changing the name of a practice
The names of Ontario’s veterinary facilities require approval of the Registrar or the Accreditation Committee.
If you wish to change the name of your facility, you are required to complete the Application for a Facility Name (PDF)
Closing my facility
The College must be notified if a veterinary facility is closing. If you are planning to close a facility, you are asked to inform the College and make appropriate arrangements for the records.
Notification of Facility Closure
Procedure to Close a Practice
- Notify College by completing the Notification of Facility Closure form.
- Notify clients, within a reasonable time, of closure.
- Provide clients with instruction on how to access their medical records.
- Veterinarians are required to retain medical records for a period of two years after the date of closure or ceases to practice veterinary medicine
- Contact Ministry of Labour, Radiation Protection Services to advice of closure regarding X-ray registration
- For controlled drugs contact Office of Controlled Substances.
- Other unopened drugs can be sent back to manufacturer.
- Disposal of expired drugs – contact local pharmacy for proper disposal instructions
- Discontinue social media.
Veterinary facilities must meet, or qualify for exemption from the Minimum Standards for Veterinary Facilities in Ontario. Inspected facilities are granted a Certificate of Accreditation, usually for a five-year period.
Outside of the regular renewal cycle, an inspection is needed for:
- Change in ownership
- Adding/Changes to the facility
- New practice
Renewal - When your facility is due for an inspection, you will be notified by the College and will receive the Application for Inspection and Accreditation of a Facility. The inspector will contact you via letter to inform you of the date for inspection.
For all inspections, inspectors are scheduling three weeks in advance.
The Accreditation Committee:
- May exempt an applicant or veterinary facility from compliance with any qualification, requirement or standard for a Certificate of Accreditation
- Determines the eligibility of applicants and facilities for Certificates of Accreditation that have been referred to the committee and after considering application for issuance or renewal of the Certificate of Accreditation, may direct Registrar.
- To issue or to renew the Certificate of Accreditation
- To refuse to issue or to renew the Certificate of Accreditation
- To issue or to renew the Certificate of Accreditation subject to the conditions and limitations the Accreditation Committee specifies
- Reviews existing policy and considers new policy items, as directed by Council and makes recommendations for changes or additions to/updates of the Minimum Standards for Veterinary Facilities in Ontario
- Has the authority over facility name approvals
- Shall appoint a time for, give notice of and hold a hearing to determine the allegations in respect of a Certificate of Accreditation
- Make referral to the Registrar over concerns about potential professional misconduct
Health Professions Appeal and Review Board (HPARB):
The HPARB is an independent tribunal established by the provincial government whose function is to review decisions of statutory committees of all the regulated health professions in Ontario.
If the owner/director of the veterinary facility is not satisfied with a decision of the Accreditation Committee, the he/she has 30 days from receipt of the decision to file an appeal with HPARB.
The powers of HPARB regarding certificates of accreditation are as follows:
- Confirm the proposed decision of the Accreditation Committee;
- Require the Accreditation Committee to direct the Registrar to issue or renew a certificate of accreditation for the appropriate class of veterinary facility; or
- Refer the matter back to the Accreditation Committee for further consideration and the Board may make recommendations.