Introduction
This section allows you to monitor your progress towards compliance with the GVP Code. As you achieve the standards set out in the code you can update the checkboxes on the page with this information, then use the Store Data link in the left hand menu to save this data. If you want to blank the form, use the Reset Data button. Further help can be found under the Help link.

The code is replicated from section 3 only because prior sections are purely background information.

Please also be aware that the Store Data and Reset Data operations can take a little time.

3. Veterinarians

GVP-veterinarians shall:

1. Make public heath and animal welfare their first consideration in seeking to achieve the best protection of public health and to provide the most appropriate attention for animals committed to their care in whatever section of the veterinary profession they work
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2. Ensure that all animals under their care are treated respectfully
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3. Maintain and continue to develop their professional knowledge and skills
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4. Foster and maintain a good relationship with their clients, earning their trust, respecting their views and protecting client confidentiality
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5. Uphold the good reputation of the veterinary profession
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6. Ensure the integrity of veterinary certification
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7. Foster and endeavour to maintain good relationships with their professional colleagues
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8. Familiarise themselves with and observe the relevant legislation and codes of conduct in relation to veterinary surgeons as individual members of the profession, employers, employees and business owners
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9. Have a documented system in place to ensure they have an up-to-date version of the legislation applicable to them
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10. Respond promptly, fully and courteously to complaints and criticism
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11. Comply with all clauses of this Code and of the Schedules to it relevant to them
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4. Veterinary practice

GVP-Veterinary practices shall:

• Have a documented system in place to ensure that all consultations, visits, re-visits, post-mortem examinations or any other service requested are logged.
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• Have a documented system in place to ensure that all telephone calls are answered.
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• Have a documented system in place to ensure the continuity of services.
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• Have a documented referral system in place, for cases beyond their abilities or capacity.
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• Clearly display their tariffs and apply these tariffs in a consistent way.
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• Issue detailed bills stating all services and products with their respective prices.
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• Have written contracts with the farmers for the farms where they provide the animal health controls or the veterinary herd management 1. The same condition applies to all other premises, holdings or situations where the competent authorities oblige to a written contract.
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• Have a documented system to ensure that all legal requirements are met regarding animal health controls and veterinary herd management.
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• Have a file for every farm under contract.
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• Have a yearly planning for these farm visits.
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• Have a documented system in place to ensure all relevant documentation is kept on clients and patients.
• Ensure confidentiality.
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• Have documented systems in place to ensure the safekeeping of drugs.
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• Have documented systems in place to ensure drugs are ordered, received, stored, administered, dispensed, prescribed and destroyed according to the relevant legislation.
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• Only administer, dispense or prescribe medicines, based on a diagnosis obtained after a thorough clinical examination of the animal(s) involved.
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• Have sufficient rooms for the type of services offered.
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• Have a documented cleaning and disinfection schedule in place incorporating all rooms of the practice, the medicines depot, the practice car(s) and the instruments.
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• Have a quality system in place that meets the requirements of this Code and incorporating all documented systems.
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• Comply with the requirements of the schedules relevant to the practice.
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GVP-practitioners shall:

• Be clean and hygienic.
     Goal Status

• Always perform a thorough clinical examination on every patient. This encludes taking the history, observations, a full clinical examination and any necessary additional examinations.
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• Based on these examinations come to a probable diagnosis.
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• Discuss all treatment options with the client and give a reasoned prognosis.
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• Be free in choice of therapy, as long as they are able to show its justification.
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• Use drugs with prudence and according to all relevant legislation.
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• Keep records of all examinations and treatments.
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• Ensure all records comply with the requirements of this Code.
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• Comply with all GVP-requirements for veterinarians.
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• Be a member of the College of Veterinary Surgeons.
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1 KB 27-01-1978, KN 15-02-1995, KB 10-08-1998, KB 28-02-1999

5. Medicines control

GVP-veterinary practices and GVP-veterinarians shall ensure that:

• Veterinary medicines are dispensed and used in a responsible way and with the greatest care.
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• Veterinary medicines are only administered, dispensed or prescribed based on a diagnosis obtained after an adequate clinical examination.
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GVP-veterinary practices and GVP-veterinarians holding a veterinary medicines depot shall ensure that:

• The Provincial Medical Commission is advised in writing by registered mail 1. A copy of the letter shall be present at the practice office. For associations with a single VAT-registration, the letter shall be sent by the association, stating the name of the manager and deputy manager of the depot, as mentioned below.
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• A veterinary Surgeon is appointed as manager of the depot. In group-practices a deputy manager shall be appointed.
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• Non-registered drugs and/or drugs not licensed to be traded, are not present in the depot.
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• Documented procedures are in place for the ordering, the receiving, the storage, the administration, the dispensing and the prescribing of veterinary medicines.
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• At least yearly all medicines stocks are controlled.
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• Documented procedures are in place to guarantee that first in - first out principles are adhered to.
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• Documented procedures are in place to guarantee that no medicines are used after their use by-date.
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• Documented procedures are in place to ensure no veterinary medicines residues are present in food for human consumption.
     Goal Status

• All requirements of schedule 1 to this Code are met.
     Goal Status

1 KB 23-05-2000 on the special conditions on the buying, the depot, the prescribing, the dispensing and the administration of medicines for animals by veterinary surgeons and on the possession and the administration of medicines for animal by the person responsible for the animals

6. Quality system requirements
6.1. Management responsibility
6.1.1. Quality policy

GVP-veterinary practices and GVP-veterinarians shall define their quality policy. This policy shall include the quality objectives and the management commitent to its delivery. The quality policy shall be relevant to the type of veterinary services offered. The quality policy shall be documented.
The management of a GVP-veterinary practice and GVP-veterinarians shall ensure that the quality policy is understood and all its requirements implemented by all employees.

If more than one person works in the GVP-veterinary practice or when GVP-veterinarians have employees the following will be clearly defined and documented:

• the responsibilities of all staff
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• the interrelation of the management duties
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• at least the following duties will be assigned and clearly documented:
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• quality system manager, with authority to take the necessary actions to prevent the re-occurrence of non-conformities
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• veterinary medicines depot manager, with authority to take all necessary action related to the control over the medicines used
     Goal Status

• internal auditor
     Goal Status

• environment manager, responsible for all matters relating to the environment and waste, with authority to take all necessary actions
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• schedules for weekly duties, holiday cover, sickness cover
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• a formal decision-taking structure.
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The management of a GVP-veterinary practice and GVP-veterinarians shall at least yearly formally review the quality system to ensure its continuing effectiveness and suitability.
The management review procedures shall be documented.
Records of these reviews and their outcome shall be kept.
Relevant data to include in the assessment are amongst others:

• epidemiological trends, changes in patient population
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• changes in legislation or protocols
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• review of complaints
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• results of internal audits
     Goal Status

GVP-veterinary practices and GVP-veterinarians shall establish, document and maintain a quality system.
The management shall prepare a quality manual covering the requirements of this Code of Good Veterinary Practices and of all Schedules to it relevant to the veterinary services offered.
The quality manual shall include the quality system protocols and procedures and shall outline the structure and layout of all documentation used.
The quality system protocols and procedures shall be consistent with the requirements of this Code and its schedules and the quality policy.
GVP-veterinary practices and GVP-veterinarians shall ensure that all protocols and procedures are effectively implemented.

GVP-veterinary practices and GVP-veterinarians shall establish documented procedures for contracts, orders and requests for veterinary services.
Before any contract, order or request is accepted, GVP-veterinary practices and GVP-veterinarians shall ensure that:

• all requirements are adequately defined and understood
     Goal Status

• if the requirements are received verbally, they shall be agreed and documented
     Goal Status

• all requirements can be met.
     Goal Status

The quality manual shall outline documented procedures to control all documents and data.

All documents and data shall be reviewed and authorised by assigned personnel prior to issue. A master list stating the current issues of all documents in the quality system shall be readily available. All documents shall:

• Be dated and signed for approval
     Goal Status

• State the issue version
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• Be printed or typed
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• Be centrally available and accessible to all personnel
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• Be available at the workstations relevant to them
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Changes to any document shall be reviewed and approved by the same personnel responsible for the original issue. The nature of the changes shall be identified in the document.

When purchasing products or subcontracting services specific requirements shall be documented and agreed with the subcontractor.
Documented procedures shall be in place to ensure that purchased products, or subcontracted services meet the specified requirements.

A list of subcontractors shall be kept.

Records of non-conformities shall be kept.

Purchasing documents shall clearly state:

• precise identification of product or service ordered
     Goal Status

• the quality requirements
     Goal Status

• the quantity ordered
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• where applicable adequate reference shall be made to client and patient details.
     Goal Status

Documented procedures shall be in place to inspect incoming goods and provided services upon delivery to ensure they meet the agreed requirements.

In those cases where product identification or traceability are a requirement, documented procedures shall be in place to ensure those products are suitably identified and traceability is maintained from reception to delivery.

The processes with an impact on the quality of service provided shall be carried out under controlled conditions, which shall include:

• documented work-instructions, where the absence of them could adversely affect quality
     Goal Status

• the use of suitable equipment, maintained and, where applicable, calibrated as required by the producer
     Goal Status

• compliance with legislation, standards, codes, procedures
     Goal Status

Documented procedures shall be established for the storage and the disposition of nonconforming products and waste materials.

Documented procedures shall be established and maintained for implementing corrective and preventive action. Records shall be kept of any changes to documents in the quality system resulting from corrective or preventive actions.

The procedures for corrective action shall include:

1. the effective handling of customer complaints or any other feedback from customers
      Goal Status

2. dealing with the findings of internal audits
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3. investigation into the cause of complaints or nonconformities
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4. determination of the corrective action needed to eliminate those causes
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5. application of controls to ensure that the corrective action is taken and is effective.
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The procedures for preventive action shall include:

1. determination of the steps needed to prevent the re-occurrence of non-conformities
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2. initiation of preventive action
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3. application of controls to ensure that the preventive action is taken and is effective
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4. ensuring that relevant information is submitted for management review.
      Goal Status

Documented procedures shall be established for handling, storage, packaging, preservation and delivery of products.
The procedures shall include adequate measures against damage, spillage, deterioration and contamination of or by products.

Documented procedures shall be established for identification, filing, storage, maintenance and disposition of the records related to the quality system.
All such records shall be legible and easily retrievable.
Retention times shall be established and recorded.
Where part of any agreements with customers, records shall be made available to the customer or his representative.

Regular internal audits shall be established to verify if all requirements of this Code are met, and whether the quality system is working effectively.
The audits shall be planned upfront and the schedule shall be based on the importance of the activities audited.
A yearly planner of the internal audits shall be available.
The audits shall be performed by authorised personnel, independent of the activities being audited.
The results of the audits shall be recorded and discussed.
Follow-up audits shall be performed to verify if corrective and/or preventive action is taken and effective.

All GVP-veterinarians shall spend at least 35 hours per year on continuous professional development.
A record shall be kept stating date, type of material, hours spent on it and a short description of what was gained from the activity.
Sufficient time should be spent on general development, on increasing expertise in the chosen species or field of veterinary science and for the managers in the field they were appointed in.
Other employees shall have the right qualifications for their duties and records shall be kept of their training.

Schedule 1: GVP-requirements regarding the depot of veterinary medicines

All GVP-veterinary practices with a medicines depot shall ensure they comply with the requirements of this schedule.

Medicines shall be ordered through a pharmacist open to the public ; with the exception of the distribution of the vaccines mentioned in the Ministerial Ruling of 10 July 1964 regarding the control and distribution of certain medicines.
Orders of medicines shall be made using the medicines ordering document. This document shall have the following details pre-printed:

• full name of the veterinary surgeon or the association of veterinary surgeons,
     Goal Status

• full address were the depot is kept and
     Goal Status

• a serial number in the following format: 0 (Flemish) or 1 (Walloon) / registration number with College of Veterinary surgeons / last two digits of the year the document was printed / continuous serial number.
     Goal Status

Incoming medicines shall be checked for damaged packaging, whether delivered quantities tally with ordered ones, use-by date and if the identity of the pharmacist is present.
The identification of the GVP-veterinary practice shall be put on the primary packaging together with a unique refernce to the ordering document.
GVP-veterinary practices shall have a documented procedure to return non-conforming products to the pharmacist. Whenever products are returned, this is stated on the order forms, with the reason.
All accepted products will be entered in the incoming medicines logbook on the day of delivery. This logbook shall have at least the following details: date of delivery, identification of the medicines, lotnumber, quantity received, name and address of supplier. The register has to be easily readable and accessible 1. If it is computerised, a printout shall be possible at all times.
All medicines will then be stocked in the depot.

The medicines depot will be seen as the total of the main depot and the extensions.
The main depot is where the stock of medicines is kept.
Extensions of the depot are:

• the surgery stock 
     Goal Status

• the stock in the bags used for house calls
     Goal Status

• the car stock(s).
     Goal Status

 1.3.2. The depot

The depot-room shall be a closed facility. 
The depotroom shall be such that it is easily cleanable and shall always be clean and orderly. It shall be kept vermin- and dustfree at all times.
GVP-veterinary practices shall ensure that the following categories of products are stored physically separated from one another:

• Medicines registered for use in companion animals only.
     Goal Status

• Medicines registered for use in humans only.
     Goal Status

• Feeds, feeds with a special purpose (e.g. diets) and feeds registered by the Ministry of Agriculture.
     Goal Status

• Pesticides/weed-killers for non-agricultural use.
     Goal Status

• Sedatives, anaesthetics and euthanasia drugs. These drugs shall have a separate register. A closed cabinet for narcotic drugs is present, with a separate register.
     Goal Status

• Medicines to be returned to the pharmacist.
     Goal Status

The stock shall be kept as small as possible, in relation to the size and the throughput of the practice.
All medicines shall be stored as required by the producer.
The classification shall be orderly, hygienic and according to the keeping requirements issued with the medicines.
Multi-dose packages shall have the date of first opening or first use of bottle written on the packaging.
In use flacons or unsealed packages shall be used for a period of maximum 2 months, unless otherwise stated on the requirements.
Documented procedures shall be in place to ensure that products beyond their use-by date or broken into more than 2 months are removed from the depot and disposed of as appropriate.
There shall be sufficient measures to protect the medicines from spillage, breakage and theft.

The car depot will be defined as the medicines permanently kept in the car and the medicines in the bag used by the GVP-practitioner on house-calls.
The stock shall be kept as small as possible, in relation to the size and throughput of the practice.
All medicines shall be stored as required by the producer.
The classification shall be orderly, hygienic and according to the keeping requirements issued with the medicines.
Medicines shall be transported in such a way that:

• they are kept in their primary packaging
     Goal Status

• they are identifiable
     Goal Status

• they cannot contaminate other products or materials or vice versa
     Goal Status

• there are sufficient measures against spillage, breakage and theft.
     Goal Status

All outgoing medicines shall be registered in the relevant logbook, stating date 1, identification of the medicines 1, lotnumber 1, quantity 1, number of the administration or dispensing document if required 1, client and patient details if required or reason for removal out of depot.
In multivet GVP-veterinary practices, outgoing medicines shall be registered per vet.

GVP-veterinary practices shall ensure that all relevant data are registered 1. See the relevant schedules to the type of veterinary services offered.

GVP-veterinary practices shall ensure that:

• Medicines are dispensed in their primary packaging 2.
     Goal Status

• The practice identification is put onto the primary packaging of any dispensed medicines 1.
     Goal Status

• Any other required information is put onto the primary packaging of the medicines dispensed: see the relevant schedules to the type of veterinary services offered.
     Goal Status

• All relevant data are registered as required.
     Goal Status

Documented procedures shall be in place for the destruction of any medicines that no longer can be used.
These include:

• Medicines beyond their use-by date.
     Goal Status

• Medicines of which the primary packaging was opened over 2 months.
     Goal Status

• Returned medicines from clients.
     Goal Status

• Medicines that were contaminated in any way.
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• Medicines that should no longer be used for any reason.
     Goal Status

All these shall be registered in the outgoing logbook, with lotnumber, stating the reason why they were removed. 1.5. Stock controls

At least once a year the total medicines stock shall be reconciled with the register data. Any differences shall be reasoned on a report. The reports shall be kept for a period of 10 years.

All administered/dispensed drugs shall be specified on the outgoing bills.
A recent veterinary medicines compendium shall be present.
A compendium on the legislation on veterinary medicines and the instructions of the competent authorities shall be present and kept up-to-date.
Clear job descriptions shall be available for all personnel involved in the ordering, receiving, stocking or use of veterinary medicines.

The depot manager and the deputy shall dedicate an appropriate proportion of their continuous professional development to the developments in the depot and the use of veterinary medicines.

There shall be documented procedures to ensure that empty medicine bottles and medicines removed out of the depot for whatever reason are removed and siposed of in the correct manner.
All bottles shall be kept in rigid impervious containers, shock, cut and tear-resistant, stating hazardous clinical waste . All containers awaiting removal for destruction shall be stored in a room, separated from the living room and to which non-autorised persons have no acces 3, which shall be incorporated in the cleaning and disinfection schedule. On the door to the room shall be a sign stating "CLINICAL WASTE - NO ENTRY".
Records of the removal shall be kept. They shall be dated, signed by the removal and/or destruction company and kept for a period of 5 years.

1 KB 23-05-2000 on the special conditions on the buying, the depot, the prescribing, the dispensing and the administration of medicines for animals by veterinary surgeons and on the possession and the administration of medicines for animals by the person responsible for the animals
2 KB 29-06-1999 on the requirements on dispensing veterinary medicines
3 Decreet 02-07-1981 on the prevention and the management of waste materials (as amended by the decreet of 20-04-1994), Vlarea and Arrete du Gouvernement wallon 30-06-1994 on clinical waste

Schedule 2: GVP-requirements regarding the veterinary practice on food-producing animals

All GVP-veterinary practices involved with food-producing animals will comply with the requirements of the Code of Good Veterinary Practices and with the requirements of this schedule.

GVP-veterinary practices that provide services to farms complying with the requirements of a stable-to-table programme shall comply with the requirements of those programmes and with the schedules to the Code of Good Veterinary Practices applicable to those schemes.

GVP-veterinary practices with a medicine depot will comply with the requirements of the schedule regarding the veterinary medicines depot.

• Daybook
  GVP-veterinary practices shall have a daybook, recording all visits and re-visits scheduled for the day.
     Goal Status

• Telephone service
  GVP-veterinary practices shall have a telephone service informing the clientele or delegating them if absent.
     Goal Status

• On-call service
  To enable a guaranteed good veterinary service, GVP-veterinary practices shall have a written agreement with other local practices.
     Goal Status

• Referrals
  GVP-veterinary practices shall have a written agreement with other veterinary practices on referrals. These agreements shall be signed by both parties and shall be available to the clientele.
     Goal Status

• Contracts
  
  • Contracts with farms:
    GVP-veterinary practices shall have a file for every farm, stating:
    • name, address, person responsible
         Goal Status

    • number of animal places + specification of species
         Goal Status

    • official herd number and related numbers
         Goal Status

    • number of stables + plan
         Goal Status

    • sanitel status + any antecedents
         Goal Status

    Also present per farm shall be:
    • a copy of the contract for the veterinary herd management
         Goal Status

    • a copy of the contract for the animal health guidance/control
         Goal Status

    • protocols regarding these contracts
         Goal Status

    • findings on visits regarding these contracts
         Goal Status

    • reports on routine visits
         Goal Status

    • reports on visits requested by the farmer
         Goal Status

    • logbooks of drugs administered, dispensed, prescribed
         Goal Status

    • lab results
         Goal Status

    • abattoir data if any
         Goal Status

    • feed data The reports mentioned shall include the farm details, identification of the animal(s) involved, history, results of the clinical examination, results of any additional tests, diagnosis, treatment, notes for follow-up visits, results of follow-up visits.
         Goal Status

    Copies of all contracts with farmers shall be sent to the College Of Veterinary Surgeons and the local Veterinary Officer.
       Goal Status

  • Other contracts
    GVP-veterinary practices shall keep a copy of all contracts with third parties.
    GVP-practitioners shall ensure that all agreements with other veterinary surgeons, veterinary students and veterinary assistants are written down in a contract, where applicable according to the rules of the Guide of Professional Conduct of the College of Veterinary Surgeons.
    GVP-veterinary practices shall ensure that a copy of a contract is sent to the College of Veterinary Surgeons if required by the Code of Professional Conduct of the College.
       Goal Status

• Yearly planning
  GVP-practices shall have a yearly planning available stating all visits to be done with regards to the veterinary herd management and the animal health control.
     Goal Status

• Logbooks
  GVP-veterinary practices shall ensure that all logbooks requested in the legislation are kept as required.
     Goal Status

• Accounts
  GVP-veterinary practices shall at least once every month create the outgoing bills based on all documents available.
  GVP-veterinary practices shall ensure that all accounts are correct and as legally required.
  GVP-veterinary practices shall ensure that all VAT-requirements are met monthly or quarterly as legally required.
  GVP-veterinary practices shall ensure that the outgoing medicines logbook tallies with the medicines stated on the outgoing bills.
     Goal Status

GVP-veterinary practices shall ensure that whenever a clinical examination of an animal or a group of animals is necessary this will be done according the latest developments in veterinary science and will always include taking the history and performing a thorough clinical examination to come to a probable diagnosis. If necessary samples shall be taken for lab-analysis.
If there are any recurrent problems on a farm or increased mortality figures become apparent, the necessary lab-tests will be carried out.
Carcasses for lab-testing will be accompanied by the necessary documents when transported, with sufficient information for the lab.

GVP-veterinary practices shall ensure that any veterinary surgeon is free in his choice of therapy, as long as it is a justified one.

• use of medicines
  1. Before using drugs, GVP-veterinary practitioners shall ensure that they are satisfied that the animal(s) would benefit from medication, particularly in the case of antibiotics or hormones.
        Goal Status

  2. GVP-veterinary practitioners shall ensure that the selected product is authorised for use in Belgium or is licensed in Europe in the target species for the condition being treated and used at the manufacturer's recommended dosage.
        Goal Status

  3. If no product authorised for use in Belgium or with a European license exists for a condition in a particular species, in order to avoid unacceptable suffering GVP-veterinary practitioners may exercise their clinical judgement by resorting to the 'Cascade' 1 2 to treat a small number of animals, whereby they select in this order:
     1. a product authorised in Belgium or with a European license for the same condition in another species or a different condition in the same species (off label use) 1 2
           Goal Status

     2. or, if such a product doesn't exist, a medicine authorised in Belgium or with a European license for human use 1 2
           Goal Status

     3. or, if such a product does not exist, a medicine made up on a one-off basis - a "veterinary special" - by a pharmacist. This right however does not exist for products for parenteric use, except if they only contain sodiumchloride, potassiumchloride, calciumchloride, magnesiumchloride, Na2HCO3, sodiumacetate or glucose in an aqueous solution 1 2
           Goal Status

     
        Goal Status

  Only medicines which contain pharmaceutically active ingredients contained in list I? II or III of the MRL-Directive and authorised for use in Belgium or with a European license for use in food producing animals may be used off licence to treat food-producing animals 1 2
  GVP-veterinary practices shall ensure that a medicine which is not authorised for the condition in the species being treated is never used where an authorised one is available.
  GVP-veterinary practices shall ensure that clients are made aware of the intended use of unauthorised medicines and given a clear indication of potential side effects. Their consent should be obtained in writing.
  GVP-veterinary practices shall ensure that when a product is administered, dispensed or prescribed off-label, a withdrawal period is stated. This shall be no less than 7 days for eggs, 7 days for milk, 28 days for meat from poultry and mammals and 500 degree-days for fish 1 2
  GVP-practices shall ensure that records are kept every time a medicine is used under the cascade-rules, stating practice and practitioner details, farm details, animal(s) details, diagnosis, products used, withdrawal period set and client's consent.
     Goal Status

• administering drugs 3
  GVP-veterinary practices shall ensure that medicines are only administered based on a diagnosis obtained after a clinical examination.

  GVP-veterinary practices shall ensure that when a medicine is administered, the administration or dispensing document required in the legislation is completed.
  This document will have pre-printed the following details: full name of the veterinary surgeon, address of his medicines depot, a serial number consisting of a 0 for Flemish veterinary surgeons or a 1 for Walloon veterinary surgeons, the registration number with the College of Veterinary Surgeons, the last two figures of the year the document was printed and a continuous number.
  The GVP-practitioner will complete the document with the following details: date of administration of the drugs, full name and address of the person responsible for the animal(s), full address where the animal(s) is/are kept, the identification of the animal(s) treated, the number of animals, diagnosis, specific name of drug(s) used, lotnumber, quantity, guidelines for the use of the medicine(s), the treatment period and the withdrawal period and then sign it.
  The document will be made in two copies: the yellow copy will be given to the person responsible for the animal(s) and the pink copy will be kept by the GVP-practitioner.
  GVP-practitioners shall ensure that they complete the GVP-veterinary practice's logbook of outgoing medicines on a daily basis with the following details: the date, specific identification of the drug, lotnumber, quantity administered and the number of the administration or dispensing document.
     Goal Status

• dispensing drugs 3 4
  GVP-practices shall ensure that medicines are only dispensed based on a diagnosis obtained after a clinical examination in a quantity for no more than to cover a period of 5 days, unless as as described in the next paragraph.
  GVP-veterinary practices shall ensure that veterinary medicines other than in paragraph 1, are only dispensed on farms under contract for veterinary herd management and subject to agreed protocols, that are available in writing on the farm and at the practice.
  GVP-veterinary practices shall ensure that when a medicine is dispensed, the administration or dispensing document required in the legislation is completed.
  This document will have pre-printed the following details: full name of the veterinary surgeon, address of his medicines depot, a serial number consisting of a 0 for Flemish veterinary surgeons or a 1 for Walloon veterinary surgeons, the registration number with the College of Veterinary Surgeons, the last two figures of the year the document was printed and a continuous number.
  The GVP-practitioner will complete the document with the following details: date of dispensing the drugs, full name and address of the person responsible for the animal(s), full address where the animal(s) is/are kept, the identification of the animal(s) treated, the number of animals, diagnosis, specific name of drug(s) used, lotnumber, quantity, guidelines for the use of the medicine(s), the treatment period and the withdrawal period and then sign it.
  The document will be made in two copies: the yellow copy will be given to the person responsible for the animal(s) and the pink copy will be kept by the GVP-practitioner.

  GVP-practitioners shall ensure that they complete the GVP-veterinary practice's logbook of outgoing medicines on a daily basis with the following details: the date, specific identification of the drug, lotnumber, quantity administered and the number of the administration or dispensing document.

  GVP-veterinary practices will only dispense registered drugs.
  GVP-veterinary practitioners will only dispense medicines in their primary packaging, leave the leaflet or a copy of it with the medicines and state their identification, date of dispensing and serial number of the administration or dispensing document on the primary packaging of the drugs.
     Goal Status

• prescribing drugs
  GVP-practices shall ensure that medicines are only prescribed based on a diagnosis obtained after a clinical examination in a quantity no more than to cover a period of 5 days, unless as part of any legal protocol 4.
  GVP-veterinary practices shall ensure that when a medicine is prescribed, the prescription document required in the legislation is completed 3.
  This document will have pre-printed the following details: full name of the veterinary surgeon, address of his medicines depot, a serial number consisting of a 0 for Flemish veterinary surgeons or a 1 for Walloon veterinary surgeons, the registration number with the College of Veterinary Surgeons, the last two figures of the year the document was printed and a continuous number.
  The GVP-practitioner will complete the document with the following details: date of prescribing the drugs, full name and address of the person responsible for the animal(s), full address where the animal(s) is/are kept, the identification of the animal(s) treated, the number of animals, diagnosis, specific name of drug(s) used, guidelines for the use of the medicine(s) with dosage, posology, the treatment period, the withdrawal period, the validity period of the document and signature.
  The document will be made in three copies: the white copy is for the pharmacist, the yellow copy will be given to the person responsible for the animal(s) and the pink copy will be kept by the GVP-practitioner 3
  GVP-veterinary practices shall only prescribe medicated feeds using a form with lay-out as described in the legislation 5. GVP-practitioners shall only prescribe medicated feeds for animals under their care and after a full clinical examination. They shall establish that there is no risk of interference between the medicated feeds and any other therapy (whether through medication or present in the normal feed) ongoing at the same time. The medication prescribed shall be justified for the species and the diagnosis treated. A prescription for medicated feeds shall only be valid for one week and for one treatment. It shall be made in four copies, marked A, B, C and D, taken out of a booklet. The amount prescribed cannot be higher than the amount needed to achieve the desired outcome. In no circumstances shall the amount prescribed last longer than one month. The two top copies are given to the owner of the animals, the third is sent to the relevant Inspectorate and the fourth copy is kept in the booklet 5 for a period of 5 years. The prescriptions shall be serially numbered, with format 0 for Flemish veterinary surgeons or a 1 for Walloon veterinary surgeons, the registration number with the College of Veterinary Surgeons, the last two figures of the year, and a continuous number.
     Goal Status

• Pharmacovigilance

GVP-veterinary practices shall ensure that all adverse reactions are reported to the producer of the medicines and the National Centre for medicines control.

Adverse reactions to report are adverse reactions in animals towards veterinary or human medicines as well as adverse reactions in humans towards veterinary or human medicines, e.g. after accidental self-injection.

The GVP-veterinary practice shall ensure that all instruments necessary to be able to practice veterinary medicine according to the modern way of good veterinary practising relevant to the type of veterinary services offered are present.
The GVP-veterinary practice will ensure that all instruments are kept in a good state of maintenance and hygienic.
GVP-veterinary practices will ensure that surgical procedures are only performed with sterile instruments, proven by the use of sterilisation-indicators and date of sterilisation on their packaging.
GVP-veterinary practices shall ensure that all surgical procedures are performed according the latest developments in veterinary science and that all is done to operate as sterile as possible.

General requirements:

• GVP-veterinary practices shall be clearly recognisable as such from the outside.
     Goal Status

• The consultation hours shall be clearly visible, as well as contacts outside these hours.
     Goal Status

• A room to see clients or representatives shall be present. This room shall be worthy of the profession. The same room can be used as the practice office, but all measures are to be in place to safeguard discretion regarding client data.
     Goal Status

• a consultation and treatment room, with all the necessary equipment relevant to the type of services provided. Any equipment that has to be sterile will be marked with indicators and the date of sterilisation.
     Goal Status

• A waiting room for the clients with sufficient seating. A toilet has to be available for the clients.
     Goal Status

• An operation room. This can be the treatment room, but then there has to be a separate consultation room. The necessary equipment relevant to the operation services provided is present and sterile, proven by the use of sterilisation-indicators and the date of sterilisation.
     Goal Status

• If the practice has its own lab, it has to be in relation to the size of the practice, the workload and the type of services offered.
  As lab are also seen equipment for bloodtesting, urine, faeces, skin etc. The necessary equipment for testing has to be present: microscope, centrifuge, reagents, and testkits. Calibration records shall be kept for all relevant equipment.
  A separate fridge shall be present to store any samples.
  Per test the following details shall be recorded: date, patient, species, staff, test result.
  An instructions manual shall be present outlining all the procedures for all tests available in the lab.
  All lab-waste materials shall be stored and disposed of in the correct manner (see also waste procedures).
     Goal Status

• Where a GVP-practice has its own radiology-room, it has to be in relation to the size of the practice, the workload, the type of services offered. The equipment has to be ready for use at all times.
  • The positioning of the equipment shall be such that there is no risk for clients, patients or staff.
       Goal Status

  • All walls and doors of the room, especially those towards the waiting room, shall be adequately protected.
       Goal Status

  • All doors to the room shall have a hazard light, which shall be switched on whenever the room is in use.
       Goal Status

  • There shall be sufficient equipment for the personal protection
       Goal Status

  • All staff shall have their own dosimeter. A register shall be kept on all doses for staff involved.
       Goal Status

  • A register shall be kept keeping the following details: date, patient details, species, bodypart examined, age, name of staff, keV, mAS, lighting time, film used.
       Goal Status

  • The equipment shall be maintained, logged in a maintenance logbook.
       Goal Status

  • A separate room shall be present for the development of the films, with the necessary equipment.
       Goal Status

  • All personnel shall be verbally instructed on safety measures regarding radiography, and a safety sheet shall be given to all staff at that time. All female staff shall be notified of the risk of radiation to the unborn child. Safety instructions shall be present, clearly visible, in the room.
       Goal Status

  • GVP- veterinary practices shall nominate a radiation protection officer responsible to ensure the safety at all times. Documented procedures shall be in place to ensure that the radiation protection officer is consulted on everything relating to the radiology room.
  • All waste materials shall be stored and disposed of in the correct manner (see also waste procedures).
       Goal Status

• If the GVP-veterinary practice keeps food-producing animals in for observation, the stables and pens provided shall be in relation to the type of animals and the size and throughput of the practice.
  • All walls, floors and ceilings shall be easily cleanable and disinfectable.
       Goal Status

  • Hygiene stations shall be within easy access enabling staff to wash and disinfect their hands.
       Goal Status

  • A register shall be kept of all animals present. Details to be recorded are: patient, species, age, owner, date of admittance, date of release.
       Goal Status

  • On all pens/stables a chart will be present stating: animal ID, admittance date, diagnosis, and treatments per day.
       Goal Status

  
     Goal Status

• If a GVP-veterinary practice offers post-mortem services, a room for these purposes shall be present, adequately separated from the other rooms. Entrance to this room shall not be possible from the consultation, the treatment nor the operation rooms.
  • Walls, floor and ceiling shall be easily cleanable and disinfectable.
       Goal Status

  • Documented procedures shall be in place to ensure that no equipment used in the post-mortem room is used for any other purpose, especially treatments and surgery.
       Goal Status

  • A register shall be kept stating date, patient, species, age, reason for PM-test, staff and results.
       Goal Status

  • A separate room shall be provided to store waste from the sections. This room shall be cooled. There shall be a protocol stating the collection details.
       Goal Status

  
     Goal Status

GVP-veterinary practices shall ensure that all practice cars and the equipment kept in them are in a good state of repair, are kept clean and hygienic and that containers are present for the collection of sharpes (needles, empty bottles, …) and other waste materials (see waste materials control).
If veterinary medicines are transported in the car, then the requirements of the schedule regarding the veterinary medicines depot apply.

The contract of association or collaboration has to be approved by the College of Veterinary Surgeons and has to be present 6. All GVP-multivet practices shall have a clear daily schedule.
Work and holiday schedules shall be prepared at least 3 months upfront and are available to all persons concerned.

GVP-veterinary practices shall ensure that:

• They have a compendium on all legal requirements and guidance issued by the authorities regarding animal health controls. This compendium shall be kept up-to-date.
     Goal Status

• A list is present stating all farms for which the practice is responsible regarding animal health controls.
     Goal Status

• All official tasks are performed conform the guidance/instructions received from the Ministry.
     Goal Status

• On all official documentation, the inspectorate is notified in case of delegation of the official work to a colleague of another GVP-practice. This has to be double signed.
     Goal Status

• On all official documentation, the inspectorate is notified in case of delegation of the official work to a colleague of another GVP-practice7. This has to be double signed.
     Goal Status

• GVP-veterinary practices and GVP-veterinarians shall ensure that all documentation and certificates resulting from animal health control work is according to the requirements of clause 2.5.
     Goal Status

GVP-veterinary practices shall ensure that:

• They have a compendium on all legal requirements and guidance issued by the authorities regarding the veterinary herd management.
     Goal Status

• There are no more than 150 farms under contract, per GVP-veterinarian 4.
     Goal Status

• All contracts with farms are submitted to the College of Veterinary Surgeons and the relevant veterinarian-inspector 4.
     Goal Status

• All farms under contract are visited 6 times (every two months)a year with a maximal period of 2 months between 2 visits 4
     Goal Status

• All farms under contract are inspected every 4 months for a global evaluation of all animals present. Records of these evaluations shall be made in double and shall be kept 4 for a period of 5 years 4. This evaluation report shall include comments on the animal health status and the animal welfare status.
     Goal Status

• All farms under contract with more than 6 production rounds per year, are visited every production round 4
     Goal Status

.
• All farms under contract, with a medicine depot on farm:
  • Keep their medicines as requested by the GVP-veterinary practice 4.
       Goal Status

  • Have no more medicines in stock than necessary for the period between 2 visits 4.
       Goal Status

  • Have their medicines logbook inspected on every visit 4. After this inspection the logbook shall be signed off. If any irregularities are noted, they shall be recorded and reported to the appropriate authorities. The report shall be kept for a period of 10 years.
       Goal Status

  
     Goal Status

• GVP-veterinary practices and GVP-veterinarians shall ensure that all documentation and certificates resulting from animal health control work is according to the requirements of clause 2.5.
     Goal Status

• All farms under contract are visited 6 times a year with a maximal period of 2 months between 2 visits 4.
     Goal Status

• All farms under contract with more than 6 production rounds per year, are visited every production round 4.
     Goal Status

• All farms under contract, with a medicine depot on farm:
  • Keep their medicines as requested by the GVP-veterinary practice 4.
       Goal Status

  • Have no more medicines in stock than necessary for the period between 2 visits4.
       Goal Status

  • Have their medicines logbook inspected on every visit 4.
       Goal Status

  
     Goal Status

GVP-veterinary practices shall have documented procedures in place to ensure that:

• Emergency slaughter follows all requirements stated in the Regulations.
     Goal Status

• Any certification relating to it is only based on own ante-mortem findings and own therapies and is according clause 2.5.
     Goal Status

• No animal unfit to travel is transported to a slaughterhouse. If necessary, the animal will be shot and bled on farm. 7
     Goal Status

GVP-veterinary practices shall ensure that any certificate produced, whether official or not, shall always be complete and truthful 8; they shall thereto always follow these principles:
THE TWELVE PRINCIPLES OF CERTIFICATION

1. A veterinarian should be asked to certify only those matters which are within his own knowledge, can be ascertained by him personally or are the subject of a supporting certificate from another veterinarian who does have personal knowledge of the matters in question and is authorised to provide such a supporting document. Matters not within the knowledge of a veterinarian and not the subject of such a supporting certificate but known to other persons, e.g. the farmer, the breeder or the truck driver, should be the subject of a declaration by those persons only.
      Goal Status

2. Neither a veterinarian nor any person described in 1. above should be requested or required to sign anything relating to matters which cannot be verified by the signatory.
      Goal Status

3. Veterinarians should not issue a certificate, which might raise questions of a possible conflict of interest e.g. in relation to their own animals.
      Goal Status

4. All certificates should be written in terms, which are as simple and easy to understand as possible.
      Goal Status

5. Certificates should not use words or phrases, which are capable of more than one interpretation.
      Goal Status

6. Certificates should be:
      Goal Status

1. produced on one sheet of paper or, where more than one page is required, in such a form that any two or more pages are part of an integrated whole and indivisible;
      Goal Status

2. given a unique number, with records being retained by the issuing authority of the persons to whom certificates bearing particular numbers were supplied.
      Goal Status


   Goal Status
7. Certificates should be written in the language of the veterinarian signing them, and accompanied by an official translation of the certificate into a language of the country of ultimate destination.
      Goal Status

8. Certificates should identify animals individually except in cases where this is impractical e.g. day old chicks.
      Goal Status

9. Certificates should not require a veterinarian to certify that there has been compliance with the law of the European Union or a third country unless the provisions of the law are set out clearly on the certificate or have been provided to him by the issuing authority.
      Goal Status

10. Where appropriate, notes for guidance should be provided to the certifying veterinarian by the issuing authority indicating the extent of the enquiries he is expected to make, the examinations he is required to carry out, or to clarify any details of the certificate which may require further interpretation.
11. Certificates should always be issued and presented in the original. Photocopies are not acceptable. Provided that:
    1. a copy of the certificate (clearly marked 'COPY') should always be provided to the authority by whom the certificates were issued - see 6. above; and
          Goal Status

    2. where, for any good and sufficient reason (such as damage in transit) a duplicate certificate is authorised and supplied by the issuing authority, this must be clearly marked 'duplicate' before issue.
          Goal Status

    
       Goal Status

12. When signing a certificate, a veterinarian should ensure that:
    1. the signs, stamps and completes any manuscript portions in a colour of ink, which does not readily photocopy i.e. a colour other than black;
          Goal Status

    2. the certificate contains no deletions or alterations, other than those which are indicated on the face of the certificate to be permissible, and subject to such changes being initialled and stamped by the certifying veterinarian;
          Goal Status

    3. the certificate bears not only his signature but also, in clear lettering, his name, qualifications and address and (where appropriate) his official or practice stamps;
          Goal Status

    4. the certificate bears the date on which the certificate was signed and issued and (where appropriate) the time for which the certificate will remain valid;
          Goal Status

    5. no portion of the certificate is left blank, so that it could subsequently be completed by some person other than the certifying veterinarian.
          Goal Status

    
       Goal Status

GVP-veterinary practices shall have documented procedures to ensure that all different types of waste are kept separate and disposed of as required 9. The following categories of waste shall be kept and removed separate:

• household waste
     Goal Status

• normal glass
     Goal Status

• paper
     Goal Status

• small dangerous waste
     Goal Status

• hazardous clinical waste
     Goal Status

• non-hazardous clinical waste
     Goal Status

• sharps
     Goal Status

• empty medicines bottles
     Goal Status

• medicines taken out of the depot for whatever reason.
     Goal Status

Clinical waste, sharps, empty medicines bottles and out-of-use medicines shall be kept in rigid impervious containers, shock, cut and tear-resistant, stating hazardous clinical waste3. All containers awaiting removal for destruction shall be stored in a locked room 3, which shall be incorporated in the cleaning and disinfection schedule. On the door to the room shall be a sign stating "CLINICAL WASTE - NO ENTRY".
Records of the removal shall be kept. They shall be dated, signed by the removal and/or destruction company and kept for a period of 5 years.

Animal carcass shall be stored in a cooled environment.

Records shall be kept of the removal of all different types of waste and kept for a period of 5 years.

GVP-veterinary practices shall ensure that the practice as well as all staff are insured for legal and professional responsibility.

1 KB 26-09-1999 on the conditions on the dispensing of veterinary medicines
2 KB 26-09-1999 on the conditions on the prescription of medicines by veterinary surgeons
3 KB 23-05-2000 on the special conditions on the buying, the depot, the prescribing, the dispensing and the administration of medicines for animals by veterinary surgeons and on the possession and the administration of medicines for animals by the person responsible for the animals
4 KB 10-04-2000 on the requirements on the veterinary herd management
5 KB 30-03-1995 on medicated premixes and animal feeds
6 Guide to Professional Conduct of the College of Veterinary Surgeons chapter 16, art. 52
7 KB 20-12-1996 on the protection of animals during transport and KB 16-01-1998 on the protection of animals during slaughter or killing
8 Guide to Professional Conduct of the College of Veterinary Surgeons, Chapter 5, art. 19.5
9 Decreet 02-07-1981 on the prevention and the management of waste materilas (as amended by the decreet of 20-04-1994), Vlarea, and Arrete du Gouvernement Wallon 30-06-1994 on clinical waste

Schedule 3: GVP-requirements for GVP-veterinarians working for third parties
3.1. Contract

GVP-veterinarians working for third parties shall have a contract with this third party. The contract shall comprehend at least all the statements required by the Code of Professional Conduct 1. The third party shall specifically agree that the GVP-veterinarian will always follow all legal requirements as well those of the Code of Professional Conduct and those of this Code of Good Veterinary Practices.

The relevant clauses of Schedule 2 of the Code of Good Veterinary Practices are applicable to GVP-veterinarians providing veterinary services on food-producing animals.
GVP-veterinarians working for a third party who wish to provide veterinary herd management services shall only do this for the following species:

• poultry
     Goal Status

• rabbits
     Goal Status

• veal
     Goal Status

• pigs.
     Goal Status

• poultry an rabbits: max 150
     Goal Status

• veal: max 75
     Goal Status

• pigs: max 75.
     Goal Status

If GVP-veterinarians working for third parties hold a veterinary medicines depot, all requirements of Schedule 1 apply.
GVP-veterinarians shall only use or provide medication after a full clinical examination and based on a diagnosis.
Any administration or dispensing of medicines shall be logged in the logbook as described in the Schedules 1 and 2 of this Code of Good Veterinary Practices, the requirements of which shall be followed at all times.

The requirements of Schedule 2 of the Code of Good Veterinary Practices apply.
If the farms are involved in a stable-to-table scheme for which there is a Schedule to the Code of Good Veterinary Practices, then all requirements in the scheme and the relevant Schedule will apply.
Definitions:

• Animals subject to a contract with a third party: the animals present on a farm that has a contract with the third party, and for which the contract with the third party states clearly that thy are subject to the contract. The corresponding group or groups of animals must be clearly identified in the contract. The contract must be available to the contract veterinarian and to GVP auditors at all times.
     Goal Status

• Animals not owned by a third party: all animals present on a farm, that are not subject to a contract with a third party as described in the previous definition
     Goal Status

Where the GVP-veterinarian working for the third party holds the contract for veterinary herd management, he shall follow all requirements as described in Schedule 2 of this Code of Good Veterinary Practices.

In case the GVP-veterinarian working for a third party does not hold the contract for veterinary herd management he shall act as a consultant only.

Where he does not hold the contract, he will act as described in paragraph 3.4.2. of this Schedule.
All records produced shall be available for audits.

In these cases the GVP-veterinarian shall operate as a self-employed person, billing the person responsible for the animals in his own name, not that of the third party 1.
On these animals the GVP-veterinarian working for a third party cannot hold the contracts for animal health and veterinary herd management.
GVP-veterinarians shall record all results of the clinical examination, the diagnosis and the treatment. A copy of this record shall be kept for 5 years, a copy shall be given to the farmer and another copy shall be sent to the veterinary surgeon with whom the farmer has a contract for veterinary herd management.
All records produced shall be available for audits.

1  Guide to Professional Conduct, chapter XV