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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Visit www.cvo.org/portal to access online services. (You will need to know your username and password to access the Professional Practice Portal.)
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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.
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.
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.
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.
Changing the directorship of my practice
A change in director does not require an inspection.
Changing the name of a practice
Once you have submitted your facility name change, this new facility name will now appear on the Public Register. By submitting this change to the name of a facility, you are confirming that the previous name has ceased to exist to prevent confusion to the public. This includes ensuring that all advertising, marketing materials, social media, signage, receipts, medical records, consent forms, stationary etc. reflect this new facility name. There is no fee for the submission of a facility name change and an inspection is not required.
- Log into the Professional Practice Portal
- Click on Forms and Applications
- Click on Facility Accreditation
- Click on Submission of Facility Name Change form – complete and submit the form.
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.
Closing a Veterinary Practice – Mitigate Your Risks
Veterinarians who are closing their veterinary practice often contact the College to seek guidance about the measures they should take before they close their doors to the public. The College also receives calls from clients asking how they can obtain their animal’s medical records because their veterinarian has closed their practice.
Medical records are vulnerable to abandonment and loss when a practice closes if appropriate measures are not taken. The risks include potential privacy breaches and may deprive clients their right to access their animal’s medical records and disrupt continuity of care. Animals with chronic conditions requiring ongoing medication are one example of a vulnerable group of patients whose health may be put at risk if there are delays in access to their medical records.
Here is a helpful checklist:
1) Veterinarians must notify the College of the closure of the veterinary practice as soon as possible, by completing the online Notification of Facility Closure form found in the College’s Professional Practice Portal.
2) Veterinarians shall provide clients with at least 90 days’ notice of a planned closure.
3) Veterinarians shall include the following information when notifying clients of the practice closure:
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The date of closure;
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Information about how to access or request transfer of medical records
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Communicating to clients can be done in a number of ways:
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In writing, letter by mail or secure email
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By telephone or in person at a scheduled appointment
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Printed notice, posted in the office
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A notice posted on practice’s website
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Newspaper advertisement
4) Veterinarians must ensure that clients have continued access to their animal’s 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.
5) Where applicable, veterinarians must notify the Ministry of Labour, Radiation Protection Services for any X-ray machine.
6) Disposal of All Drugs should be Appropriately Documented
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Unopened non-controlled drugs can be returned to the drug wholesaler.
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Disposal of expired controlled and non-controlled drugs follow the College’s Professional Practice Standard – Management and Disposal of Controlled Drugs.
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Unopened or opened controlled drugs are to be disposed of safely and appropriately.
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A veterinarian may not transfer a drug to another veterinarian for resale, unless it is to address a temporary shortage experienced by that other veterinarian.
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A veterinarian is not permitted to donate expired drugs to an individual or organization, such as a rescue group.
For further information about closing a veterinary practice, please contact accreditation@cvo.org