OAR 875-010-0031: Registration of Veterinary Facilities; Managing Veterinarian; Registration Denial, Suspension, Revocation; Inspection

(1) Each veterinary medical facility in Oregon as defined in 875-005-0005 must register with the Board and designate a Managing Veterinarian with the following exceptions: (a) Any locations owned and operated by a local, regional, state or federal government agency (b) Locations where privately owned animals are housed and where mobile veterinarians or mobile veterinary clinics may routinely come to provide veterinary services, e.g., private barn, home, boarding stable or animal event location (c) Locations where animals are undergoing a medical crisis and conditions preclude transport to a veterinary facility (accident site) (d) Temporary facilities established under a declared emergency (e) Teaching facilities as established by AVMA-accredited schools of veterinary science or veterinary technology. (2) Requirements for registered Veterinary Facilities (a) Each facility registration expires on December 31st or upon a change in facility ownership. (b) Each facility identified by a separate physical address will be considered a separate facility requiring registration. (c) Mobile facilities, unless operated as a satellite of a registered fixed facility, will require individual registration. (d) Temporary facilities, providing only spay/neuter, vaccinations, micro-chipping and examinations may operate up to 15 days per year at any one location under the registration of an Oregon fixed-location facility and under the oversight of the fixed-location’s Managing Veterinarian, unless otherwise approved by the Board. (3) Requirements for the Managing Veterinarian. (a) Provide the Board with documented authority from the facility owner to maintain the facility within the standards set forth by this chapter. (b) Ensure facilities maintain and post a valid facility registration issued by the Board. (c) Ensure timely provision of medical record copies from the facility when requested. (d) A veterinary intern (OAR 875-010-0026) may not be designated as Managing Veterinarian. (e) A licensee with a relevant disciplinary history or who has been or currently is under a disciplinary order of the Board may be denied designation as Managing Veterinarian. (4) Procedures for any change in the Managing Veterinarian. The Managing Veterinarian on record with the Board as responsible for a facility remains responsible for that facility until one of the following occurs: (a) The Board is notified in writing of a new Managing Veterinarian that has accepted responsibility. (b) The Board is notified in writing that the Managing Veterinarian wishes to be relieved of the position and associated responsibilities. (c) The Managing Veterinarian is incapacitated to the extent that they cannot provide oversight of any facility. (5) Applicants for facility registration must complete an application form available from the Board. (6) A completed application will include payment of the $225 registration fee, inspector’s or self-certification of compliance with minimum standards of OAR 875-015-0020 and 875-015-0030, and designation of a Managing Veterinarian as defined in 875-015-0065. (7) Denial of Facility Registration Application. The Board may deny an application for facility registration or renewal if: (a) The application is incomplete or the registration fee is not submitted. (b) The facility fails to meet minimum standards or fails to correct deficiencies within an appropriate time frame following inspection. (c) The designated Managing Veterinarian fails meet the minimum facility standards listed in OAR 875-015-0020 and 875-015-0030. (d) No Managing Veterinarian, meeting all requirements of this chapter, has been designated. (8) Suspension or Revocation of a Facility Registration. The Board may withhold, suspend or revoke a facility registration if: (a) No Managing Veterinarian is designated for the facility for more than 15 consecutive days. An interim Managing Veterinarian may be designated for a period not to exceed 30 days total. (b) When it has been determined by the Board that the managing Veterinarian has failed to meet all the minimum facility standards as provided for in the rules of this act. (c) Investigation or inspection has revealed unresolved public health and safety risks or other conditions noncompliant with OAR 875-015-0020 and 875-015-0030. (9) All Facility Registrations terminate upon a change in the facility owner. (10) Inspection of Facilities: The purpose of inspection is to ensure that public health and safely is maintained by meeting the minimum facility standards listed in OAR 875-015-0020 and 875-015-0030. The Board may designate or employ qualified persons to do the inspections and may delegate inspections to other state or federal agency regulators. Prior to January 2017 the Board may accept self-certification of compliance by the Managing Veterinarian in-lieu-of inspection. This self-certification shall be submitted using a form provided by the Board. (a) The Board may inspect each veterinary facility: (A) Before a new facility receives an initial facility registration (B) Periodically, at least once every three years (b) The board may inspect any veterinary facility: (A) At any time upon receipt of a complaint or if it has cause to believe the facility is noncompliant with OAR 875-015-0020 or 875-015-0030. (B) Upon a change in ownership or a change in the Managing Veterinarian (C) As follow-up at any time after an inspection has found non-compliant conditions. (c) Initial and periodic facility inspections may be waived for facilities holding a current American Animal Hospital Association (AHAA) certification. (d) Inspections may be documented in writing and by audio, video and still picture recording. (e) Upon an inspection finding of non-compliance with OAR 875-015-0020 or 875-015-0030, the Board or its representative may do any or all of the following: (A) Establish a reasonable time line for bringing the facility into compliance (B) Issue a civil penalty or citation (C) Restrict facility operations when the failure to meet minimum facility standards poses an unresolved risk to public health and safety or other conditions noncompliant with OAR 875-015-0020 or 875-015-0030. (11) Facility closure. In the event that a registered facility will be closed and no longer providing patient care: (a) Within 15 days of the closure, the Board must be notified in writing by the facility of the closure, including the effective date, and a plan for the disposition of any patient records, if applicable. (b) The facility must notify all clients of the closure, including the effective date, and instructions for obtaining patient records as required by (c), if applicable. (c) The facility must make arrangements for any patient records to be made available to clients for a period of three years after clinic closure date. Patient records may be released directly to clients, transferred to the custody of another veterinary facility, or stored appropriately and released promptly upon receipt of client request as required by OAR 875-011-0010. (d) The managing veterinarian at the time of closure shall be responsible for ensuring that all requirements of the Veterinary Practice Act are met.