Essential Veterinary Compliance Tips for New Practices

Starting a new veterinary practice is exciting, but it comes with many regulatory challenges. In recent years, the veterinary industry has seen significant growth, with an increasing number of professionals launching their own practices to meet the rising demand for pet care. This surge in new veterinary practices brings a fresh wave of innovation and personalized care, but it also highlights the importance of strict compliance with regulatory standards. From managing controlled substances to maintaining rigorous documentation, new veterinary practices must navigate a complex landscape of regulations to ensure smooth operations and avoid legal pitfalls. This blog provides essential tips to ensure your practice complies with all necessary regulations from the start, helping you establish a solid foundation for success in the rapidly evolving veterinary space.

Understanding Veterinary Compliance 

Veterinary compliance involves adhering to various regulations that govern veterinary practices, including patient care standards, controlled substance management, and workplace safety. Ensuring compliance is crucial to avoid legal issues, protect your practice's reputation, and provide high-quality care to your patients.

Setting Up Your Practice

• Licensing and Permits - Ensure you have all the necessary licenses and permits to operate legally. This includes your veterinary license, DEA registration, and any local business permits. Staying compliant with licensing requirements is foundational for your practice. It demonstrates your commitment to legal and ethical standards and ensures you can operate without interruptions.
•  Facility Requirements - Your facility must meet specific standards for sanitation, safety, and accessibility. Regularly inspect and maintain your premises to comply with these standards. This includes proper waste disposal, maintaining clean and safe treatment areas, and ensuring that the facility is accessible to all clients, including those with disabilities.

Controlled Substance Management

• Secure Storage - Store controlled substances in a secure, locked area. To prevent theft and misuse, only authorized personnel should have access to this area. Implementing strict access controls, such as biometric systems or keycard access, can further enhance security.
• Accurate Record-Keeping - Maintain precise records of all controlled substances. Records should include logs of purchases, usage, and disposal. Regular audits can help detect and prevent discrepancies. Accurate record-keeping is not just a regulatory requirement, but also a best practice to ensure accountability and traceability of all medications.

Staff Training and Responsibilities

•  Employee Training Programs - Train your staff on compliance issues, including proper handling of medications, patient care standards, and emergency procedures. Regular refresher courses can ensure everyone remains up-to-date. Comprehensive vet training programs should cover topics like identifying controlled substances, understanding regulations, and knowing the steps to take in the event of a compliance breach.
• Designating Compliance Officers - Assign a compliance officer to oversee regulatory adherence. This person will be responsible for staying informed about relevant laws and ensuring your practice follows them. The compliance officer should regularly update your team on any changes in regulations and oversee the implementation of vet compliance protocols.

Patient Care and Documentation 

• Proper Documentation Practices - Keep thorough records of patient treatments, medication administrations, and any incidents that occur. This documentation is crucial for both legal compliance and high-quality patient care. Proper documentation ensures continuity of care and provides a clear medical history for each patient.
• Ethical Standards and Patient Safety - Uphold the highest ethical standards in all aspects of patient care. Ensure that treatments are necessary and in the best interest of the animal. Adhering to ethical standards not only builds trust with clients but also enhances the overall quality of care provided by your practice.

Regular Audits and Inspections

• Conducting Self-Audits - Regularly audit your own practice to identify any areas of non-compliance. This proactive approach can prevent issues before they become significant problems. Self-audits should include reviewing records, inspecting storage areas, and ensuring all protocols are being followed. If you’re not comfortable conducting your own self-audit, bring in an experienced DEA consultant who can deliver complete peace of mind.
• Preparing for External Inspections - Be prepared for inspections from regulatory bodies. Keep all necessary documents and records organized and easily accessible. Having a well-organized system in place will make the inspection process smoother and demonstrate your commitment to compliance.

Benefits of Maintaining Compliance

Compliance protects your practice from legal issues, enhances your reputation, and ensures high standards of care for your patients. It also builds trust with clients and regulatory bodies. A compliant practice is a reliable and professional practice, attracting more clients and providing peace of mind. Plus, you avoid the potential pitfalls of being non-compliant, the likes of which are many.

By implementing these compliance tips, your new veterinary practice can run smoothly, avoid legal pitfalls, and provide excellent care to your furry patients. Regular updates and training will help maintain these standards over time. Remember — staying compliant is an ongoing process that requires vigilance and dedication, but the benefits far outweigh the efforts.

At TITAN Group, our proven track record in veterinary compliance speaks for itself. In late 2019, Columbia Veterinary Hospital (CVH) faced losing its DEA registration and potentially its entire practice due to multiple compliance violations. By partnering with TITAN Group and following our guidance, CVH reduced potential fines by 92%, saving $325,000, and avoided the loss of more than $1M in annual revenue. 

We implemented a comprehensive compliance overhaul, including record-keeping, inventory management, and controlled substances security. To learn more about how we helped CVH turn a dire situation into a success story, check out our detailed case study.

Our team is dedicated to ensuring your practice remains compliant, enabling you to focus on delivering exceptional care to pets in need. Partner with us to secure your practice's compliance and achieve long-term success.