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Information for Licensed Members

Peer Advisory Conversation - Frequently Asked Questions

Are clients and patients directly involved in the Peer Advisory Conversation?

No. Clients and patients are not involved in the discussion. The conversation does include a medical records review and a discussion about patient care, but advisors do not observe treatments.

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Are the questions the advisor will ask me available to review prior to the Peer Advisory Conversation?

Yes. The conversation tools and forms are available on the College website at: http://cvo.org/Peer_Advisory_Conversation

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Can I share my experience with the Peer Advisory Conversation with others?

Yes, participants are free to share their own experience. The conversation tools and forms are available on the College website. Sharing of the discussion details (i.e. the specifics of the cases discussed, etc.) and written report is up to the participant; participants may share these with others if they want to.

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Can the results of my Peer Advisory Conversation be made public on the Public Register?

No, the Peer Advisory Conversation Report is confidential and results will not be made public on the Public Register.

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Can the Peer Advisory Conversation Report be shared with College committees?

No, the Peer Advisory Conversation Report is confidential and cannot be shared with College committees. In rare cases, serious concerns identified by the Peer Advisor may be brought to the Registrar for review. This only happens if public safety is a significant concern and only the area(s) of risk or concerns will be brought forward; the Report will not be shared.

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Do I need client consent to allow the Peer Advisory Conversation advisor to look at medical records?

In order to protect and maintain privacy and confidentiality, the College asks that participants obtain verbal consent from their clients to use their animals’ medical records for the Peer Advisory Conversation.  Consent can be documented in the medical record.

An acceptable alternative to obtaining client consent is to remove or redact any identifiable information of the client and patient from the medical record prior to submission including: the patient and client names, client contact information, emergency contact information, etc.    

The College has strict privacy and security guidelines in place to protect confidential information.

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Do I need to know everything in the College Standards and Policy documents prior to my Peer Advisory Conversation?

You should be familiar with documents and standards that relate to your area of practice and know how to locate relevant information. There is no expectation that you will be able to recite information from the documents.

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Does my employer have to pay me for my time spent in the Peer Advisory Conversation?

An employer is not obligated to pay employees for time spent participating in a Peer Advisory Conversation. Conversations can be scheduled at your convenience. In the Pre-Conversation Questionnaire, you will be asked to select preferred days of the week and preferred times for the conversation which may include morning, afternoon or evening time slots.

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How are the Peer Advisory Conversation advisors selected and trained?

Advisors apply and are selected based on the information they submit as well as an interview. Once selected, an advisor undergoes a rigorous training process. Following that they must complete a full Peer Advisory Conversation of their own before starting to be active as an advisor. Data will be collected around the advisor’s performance. The information will be reviewed and used to provide feedback to the advisor on their activity. Advisors will participate in ongoing training and have an annual performance review.

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How is conflict of interest addressed in the Peer Advisory Conversation?

Each volunteer is provided with a list of Peer Advisors and asked to indicate if there is a conflict of interest with anyone on the list. Questions to guide this decision are:

  1. Have you had a working or personal relationship with this individual in the past (e.g. an acquaintance, a close friend, a competitor)?
  2. How close were your interactions?
  3. How long ago was this relationship?
Could you or the facility in which you work reasonably be viewed as a competitor to the licensed member/Advisor (e.g., for patients, clients, referral sources, etc.)?

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How is the advisor chosen for my Peer Advisory Conversation?

There is an effort to match veterinarians with advisors who have similar experience. When this is not possible, advisors are made aware of the circumstances relevant to your scope of practice.

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How many medical records will be reviewed and discussed during the Peer Advisory Conversation?

For those selected to participate in the Medical Record Review and Chart-Stimulated Recall (CSR)/Case Based Discussion, four medical records will be reviewed and discussed. See the Guidelines for Medical Records Selection for the details of these medical records.

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Is there a cost to me to participate in the Peer Advisory Conversation?

No. There is no cost to participate in the Peer Advisory Conversation. The development of the Peer Advisory Conversation is funded through the College’s Quality Assurance program.

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What happens after the Peer Advisory Conversation?

The Peer Advisor submits a written report to the College. College staff on the Quality Practice Team reviews the report and provides the participant with the final report and a link to a Post-Conversation Questionnaire.  Reports are confidential and information gathered from reports will only be shared in aggregate form. 
It is anticipated that participants will receive the report within five weeks of the conversation. Completion of the Post-Conversation Questionnaire allows the College to determine whether the Peer Advisory Conversation is meeting its objectives – your assistance in this program evaluation is greatly appreciated!

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What information does the advisor receive prior to the Peer Advisory Conversation to help them prepare?

Peer Advisors receive the contact information and the practice information that the participant has provided on the Pre-Conversation Questionnaire.  For those selected to participate in the Medical Record Review and Chart-Stimulated Recall (CSR)/Case Based Discussion, the advisor is also provided with the four medical records that were selected by the participant for review and discussion. The advisor is not informed of previous history, complaints, any published discipline summaries or other College matters.

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What is the timeline for conducting a Peer Advisory Conversation?

During Phases 1 and 2 of the Peer Advisory Conversation Pilot, conversations will be conducted during the months of January (Phase 1) and March (Phase 2) of 2017.

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Who can volunteer to participate in a Peer Advisory Conversation?

Any licensed veterinarian in clinical practice can volunteer to participate.

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Who selects the medical records to be reviewed and discussed during the Peer Advisory Conversation?

Volunteers select their own medical records for review and discussion. See the Guidelines for Medical Records Selection for the details of these medical records.

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Will information about the results of my Peer Advisory Conversation be shared with my employer?

No. The College does not share any information about a participant’s Conversations with his/her employer.

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