Moving Vets: How to Transfer Your Dog's Health Records

Switching vets is more common than people expect - moving house, a practice closing, a change in the vets available, or simply finding a practice that's a better fit. When it happens, the process of getting your dog's history across is straightforward in principle and occasionally frustrating in practice. The RCVS (Royal College of Veterinary Surgeons) sets the standards for veterinary record keeping in the UK, requiring practices to maintain adequate clinical records - but there is no standardised electronic transfer system, meaning record transfers vary significantly in completeness and format.

Here's how to do it, what to expect, and how to fill the gaps when the official transfer doesn't fully cover things.

Requesting a record transfer

Veterinary practices in the UK will transfer records to a new practice on request. The standard process is:

1. Register with the new practice
2. Either ask the new practice to request records from the old one, or contact the old practice directly to authorise the transfer
3. Allow a reasonable amount of time - typically a few days to two weeks, though practices vary

There's no standardised electronic system for transferring records in UK veterinary practice the way there is in human medicine. Records often transfer as a PDF summary, printed clinical notes, or sometimes just a summary letter written by the vet. The completeness and legibility of what arrives varies significantly.

What to do when records are incomplete

If records arrive late, incomplete, or in a format the new practice finds difficult to use:

Call the old practice directly. Ask specifically what was sent and whether anything was omitted. Clinical notes, discharge summaries from any hospitalisations, specialist referral reports, and results from blood tests or imaging are all worth asking about specifically.

Request a copy for yourself. You're entitled to request a copy of your dog's records under UK data protection law (GDPR covers personal data, and data about an animal's health can constitute personal data in some contexts - many practices apply the same principles). Having your own copy means you're not dependent on the transfer being complete.

Use your own records to fill gaps. This is where a maintained health journal becomes directly useful. Even if the official records are incomplete or delayed, your own log of notable events, diagnoses, medications, and consultations provides context the new vet needs.

What to tell a new vet at the first appointment

Don't assume the records have arrived or been reviewed. At the first appointment with a new practice, come prepared to give:

• Any current medications (name, dose, frequency)
• Any known conditions and how they're being managed
• Vaccination status and when boosters are due
• Any previous surgeries or significant procedures
• Any known drug reactions, allergies, or breed-specific sensitivities
• The name of the previous practice and approximate date of last visit

If your dog has a complex history - chronic conditions, multiple medications, specialist care - a brief written summary is worth preparing in advance. Five minutes to write it before the appointment saves explaining the whole history verbally under time pressure.

When you're switching practices mid-treatment

If you switch while your dog is undergoing treatment for a condition - mid-course of antibiotics, mid-workup for a new symptom, ongoing management of a chronic condition - flag this explicitly when registering with the new practice. Ask them to make a priority request for the specific clinical notes related to the current condition, rather than waiting for a general transfer.

For conditions requiring prescription medications, the new practice will need to assess your dog before they can continue prescribing. This is legally required, not bureaucratic inconvenience - a vet who prescribes without examining the patient has no basis for their clinical judgment. Book that appointment early to avoid a gap in medication.

Emergency situations and unfamiliar practices

If you end up at an emergency practice - your own vet is unavailable and your dog is unwell - you'll be presenting a dog's history from scratch. What the practice can access quickly: your regular vet's out-of-hours number (who will often have overnight access to records), whatever you can tell them, and whatever you can show them from your phone.

This is the clearest argument for keeping a simple, accessible health summary. Even a notes app file with current medications, known conditions, and known sensitivities takes ten minutes to set up and could matter enormously. According to the PDSA PAW Mini Report 2025, 64% of UK dogs are insured - and insurers require access to complete clinical histories when assessing claims, making owner-maintained records a direct safeguard against claims being disputed due to gaps in transferred veterinary notes.

Frequently Asked Questions

Does my new vet need to re-examine my dog even if they have full records? Yes. Records provide context; examination provides current assessment. A vet who's treating your dog needs to see them. For prescription medications, this is required rather than optional.

Can I take records from my old vet before I've registered somewhere new? Yes. You can request a copy of your dog's records at any time, regardless of whether you're immediately moving to a new practice. It's worth doing when you decide to leave, rather than after - some practices are slow to respond to requests once you've deregistered.

What if my old vet is reluctant to transfer records? Practices have a professional obligation to transfer records when a patient moves to another provider. If there's resistance, you can escalate to the practice manager. The RCVS (Royal College of Veterinary Surgeons) provides guidance on record keeping obligations for veterinary surgeons.

Should I keep originals of any documents? Keep the physical vaccination certificate or passport - this is the document you'll need for kennels, groomers, and travel, and practices don't always keep or transfer copies. Everything else can be requested as copies.