Referring Veterinarian (rDVM) Communication

Implementation Date: 5/2021

Date of Last Revision: 5/2021

Next Review Due: 5/2023

 

Reviewed by VTH Administrative Team: 5/11/2021

Reviewed by VTH Board: 5/2021

 

Reviewed by Legal Counsel: N/A

Reviewed by Biosecurity Subcommittee: N/A

Subject to modification by the VTH Director without approval.

Policy

Referring veterinarians (rDVM) must be updated on mutual patients currently in the Veterinary Teaching Hospital (VTH) at key times during the patient’s stay, depending on the patient’s status as an inpatient or outpatient.

Outpatients –

• Communication with the rDVM about the patient visit shall occur when the rDVM is sent an electronic copy of the patient Visit/Discharge Report at the time of patient discharge (VTH Policy # MR207).
• Additional communication with the rDVM about the patient visit shall occur when the rDVM is sent an electronic copy of the Visit/Discharge Report when it is finalized by the coordinating clinician, within 3 business days of patient discharge (VTH Policy # MR207).

Inpatients –

• Communication with the rDVM about the patient visit shall occur when the VTH service receiving the patient has assessed the patient and has confirmed a diagnostic/treatment plan with the patient’s owner.
• Communication with the rDVM of patients received through the Emergency Service will occur once the patient has been transferred to the coordinating service.
• The rDVM should be contacted by the coordinating service at any time during the patient visit when there are major changes to report such as a change in status or patient death.
• Additional communication with the rDVM about the inpatient’s visit shall occur as described above for outpatients.

All rDVM communications must be documented in the patient’s medical record communication log.

The rDVM should be contacted to communicate any pending laboratory, imaging, or pathology findings

Guidelines

Referring veterinarians are our patient care partners, are critical to the success of the VTH, and thus should be treated as a priority. 

The purpose of this policy is to improve communication with referring veterinarians, specifically in cases where the referred patient is currently under the care of a veterinarian at the VTH. 

This priority response does not apply to rDVMs seeking general information

Procedure (if applicable)

1. Upon patient admission to the VTH, rDVM information will be collected/confirmed for the patient visit and a facsimile (FAX) will be initiated by client services notifying the rDVM that the patient has arrived if FAX is the method of communication chosen by the rDVM.
   
   
2. If the patient is hospitalized, the service receiving the patient (if other than the Emergency Service) or the service to which the patient is transferred from the Emergency Service will call or email the rDVM to communicate the patient care plan.
   a. The communication must be recorded in the patient’s medical record communication log.
   
   
3. The rDVM will be contacted throughout the patient visit by the clinician of record, via telephone or email, to report any major changes in the patient’s care, including changes in status, diagnosis, or death/euthanasia.
   a. The communication must be recorded in the patient’s medical record communication log.
4. If the patient dies or is euthanized while a patient of the VTH, a FAX will be sent to the rDVM automatically, as available, when the corresponding entry is entered into the Health Information System.
   a. This FAX communication does not replace the need for the coordinating clinician to contact the rDVM.
   
   
5. A Visit/Discharge Report is required for all patient visits in the VTH, including those that are discharged without hospitalization, that are discharged after hospitalization, that are euthanized or that die while in the VTH.
   a. The Report will be electronically sent to the rDVM at the time of discharge in either draft or finalized form by the student of record or attending clinician.
   b. If a draft report is sent at patient discharge, the finalized Report will be sent electronically to the rDVM within three (3) business day by the attending clinician.
   c. Medical Records will run a report each day, notifying clinicians of Visit/Discharge Reports not finalized.
   d. Medical Records will electronically send the rDVM any Visit/Discharge Report that has been finalized but not sent.
6. Clinicians must provide follow-up communication to rDVMs regarding pending laboratory, imaging, or pathology findings

Definitions (if applicable)

Finalized – Report/Documentation has been e-signed and is a permanent part of the patient medical record 
and is locked from editing.

rDVM – A veterinarian who refers a patient for care in the VTH, or whose patient otherwise receives care in the VTH and is identified by the owner as the patient’s veterinary care provider.

Veterinary Teaching Hospital (VTH): The collective clinical services of the Large Animal Clinic, Midwest Equine, the Small Animal Clinic, and the Veterinary Medicine South Clinic.