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.

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(You will need to know your username and password to access the Professional Practice Portal.)

I am...

• Renewing the accreditation on my practice
• Relocating my practice
• Purchasing an existing practice
• Adding or changing a category for my practice
• Changing the directorship of my practice
• Changing the name of a practice
• Closing my facility

Renewing the accreditation on my practice

A letter and email will be sent to the facility director 3 months in advance of the expiry date of the Certificate of Accreditation. Upon receipt of the notification, log into the Professional Practice Portal.

• Click on Forms and Applications
• Click on Facility Accreditation
• Click on Renewal of Certificate of Accreditation
• Select a Practice from the drop down list.
• Complete and submit the form.  The form and inspection fee must be paid before an inspection will be scheduled. Complete this early to ensure that the Certificate of Accreditation does not expire.

The Accreditation Inspector will send an email with the date and time of the inspection. Please Note: Inspectors’ are generally booking 3 weeks in advance.

“What Happens after the Inspection is Done?”

1. An email will be sent letting the facility director know that the Inspection Summary Report is available in the Professional Practice Portal. Any deficiencies noted during the inspection will be outlined in this report and instructions on how to correct these deficiencies are explained in the Professional Practice Portal
   1. 30 days are provided to provide proof of correction of any noted deficiencies.
2. The certificate of accreditation is issued and mailed once all items are rectified.
3. If there are no deficiencies noted, an email will be sent confirming this information and the certificate will be issued and mailed.

Relocating my practice

Ontario’s veterinary facilities are inspected after the practice has moved. The practice does not need to close prior to the inspection being scheduled.

• Log into the Professional Practice Portal
• Click on Forms and Applications
• Click on Facility Accreditation
• Click on Change of Information for Accredited Facility
• Select a Practice from the drop down list.
• Verify Information and at the bottom of the page click on Relocation.
• Complete and submit the form.
• The inspection fee must be paid before an inspection will be scheduled.

The Accreditation Inspector will send an email with the date and time of the inspection. Please Note: Inspectors’ are generally booking 3 weeks in advance.

“What Happens after the Inspection is Done?”

1. An email will be sent letting the facility director know that the Inspection Summary Report is available in the Professional Practice Portal. Any deficiencies noted during the inspection will be outlined in this report and instructions on how to correct these deficiencies are explained in the Professional Practice Portal
   1. 30 days are provided to provide proof of correction of any noted deficiencies.
2. The certificate of accreditation is issued and mailed once all items are rectified.
3. If there are no deficiencies noted, an email will be sent confirming this information and the certificate will be issued and mailed.

Purchasing an existing practice

Ontario’s veterinary facilities are inspected when there is a change in ownership due to purchasing an existing practice.

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.

• Log into the Professional Practice Portal
• Click on Forms and Applications
• Click on Facility Accreditation
• Click on Application to Purchase a Facility
• Select a Practice from the drop down list.
• Complete and submit the form
• The inspection fee must be paid before an inspection will be scheduled.

The Accreditation Inspector will send an email with the date and time of the inspection. Please Note: Inspectors’ are generally booking 3 weeks in advance.

“What Happens after the Inspection is Done?”

1. An email will be sent letting the facility director know that the Inspection Summary Report is available in the Professional Practice Portal. Any deficiencies noted during the inspection will be outlined in this report and instructions on how to correct these deficiencies are explained in the Professional Practice Portal
   1. 30 days are provided to provide proof of correction of any noted deficiencies.
2. The certificate of accreditation is issued and mailed once all items are rectified.
3. If there are no deficiencies noted, an email will be sent confirming this information and the certificate will be issued and mailed.

Adding or changing a category for my practice

The addition of a facility type or change to a facility type requires an inspection. The facility which is being added or changed, may not be used until the inspection has been completed.

• Log into the Professional Practice Portal
• Click on Forms and Applications
• Click on Facility Accreditation
• Click on Change of Information for Accredited Facility
• Select a Practice from the drop down list.
• Verify Information and at the bottom of the page click on Updates to Facility Type.
• If you wish to change the facility type: click on Edit, Select the new category type and put in today’s date in the Discontinued Date
• If you wish to add a facility type: click on Add New and Select the new category
• Complete and submit the form.
• The inspection fee must be paid before an inspection will be scheduled.

The Accreditation Inspector will send an email with the date and time of the inspection. Please Note: Inspectors’ are generally booking 3 weeks in advance.

“What Happens after the Inspection is Done?”

1. An email will be sent letting the facility director know that the Inspection Summary Report is available in the Professional Practice Portal. Any deficiencies noted during the inspection will be outlined in this report and instructions on how to correct these deficiencies are explained in the Professional Practice Portal
   1. 30 days are provided to provide proof of correction of any noted deficiencies.
2. The certificate of accreditation is issued and mailed once all items are rectified.
3. If there are no deficiencies noted, an email will be sent confirming this information and the certificate will be issued and mailed.

Changing the directorship of my practice

• Log into the Professional Practice Portal
• Click on Forms and Applications
• Click on Facility Accreditation
• Click on Change of Information for Accredited Facility
• Select a Practice from the drop down list.
• Verify Information and at the bottom of the page click on Change in Director
• Complete and submit the form. There is no fee.

A change in director does not require an inspection.

Changing the name of a practice

• Log into the Professional Practice Portal
• Click on Forms and Applications
• Click on Facility Accreditation
• Complete and submit Application for Facility Name Change

There is no fee for the application for facility name change.
 
An email will be sent in 1-2 weeks regarding the decision on your application for facility name. The changing of a practice name does not require an inspection.

Changes to Ownership of my practice 

• Log into the Professional Practice Portal
• Click on Forms and Applications
• Click on Facility Accreditation
• Click on Change of Information for Accredited Facility
• Select a Practice from the drop down list.
• Verify Information and at the bottom of the page click on Updates to Owners
• Complete and submit the form.

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 medical records.

• Log into the Professional Practice Portal
• Click on Forms and Applications
• Click on Facility Accreditation
• Click on Change of Information for Accredited Facility
• Select a Practice from the drop down list.
• Verify Information and at the bottom of the page click on Practice Closure
• Complete and submit the form.

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.

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.