Veterinary practice compliance checklist

Work through every section that applies to your practice. Tick off each item when you have confirmed it is in place. If an item does not apply — for example you do not stock controlled drugs or do not have X-ray equipment — skip that section.

Section 1 — Health and safety at work

• Have you identified your general duties as an employer (or self-employed person) under the Health and Safety at Work etc. Act 1974?
• Have you carried out a suitable and sufficient risk assessment covering animal handling, sharps and needlestick injuries, slips, manual handling and lone working?
• If you employ five or more people, is the risk assessment recorded in writing?
• Do you have a written health and safety policy (required if you employ five or more people)?
• Have you appointed a competent person to assist with health and safety?
• Is your employer's liability insurance certificate displayed or accessible to employees?

Section 2 — COSHH

• Have you identified all hazardous substances used in the practice — anaesthetic gases (isoflurane, sevoflurane), cytotoxic drugs, formaldehyde, glutaraldehyde, disinfectants and cleaning chemicals?
• Have you assessed the risk from each substance and recorded the assessment?
• Are anaesthetic gas scavenging systems fitted, maintained and monitored?
• Have you arranged health surveillance for staff exposed to substances known to cause occupational disease (for example latex allergy, zoonotic infections)?
• Have you provided COSHH information, instruction and training to all staff who handle hazardous substances?

Section 3 — Fire safety

• Have you carried out a fire risk assessment for your premises?
• Are escape routes clear, signed and adequately lit?
• Is fire detection and alarm equipment installed and regularly tested?
• Are flammable substances (surgical spirit, oxygen cylinders, anaesthetic agents) stored safely with ignition risks controlled?
• Have all staff received fire safety training?

Section 4 — Employers' liability insurance

• If you employ anyone (including part-time, locum or temporary staff), do you hold employers' liability insurance with at least £5 million cover?
• Is the certificate displayed at your premises or accessible electronically?

Section 5 — Equality and data protection

• Are you aware of your duties under the Equality Act 2010 (or equivalent Northern Ireland legislation) not to discriminate in employment or service provision?
• Have you considered reasonable adjustments for disabled employees and clients?
• Have you registered with the Information Commissioner's Office (ICO) for data protection (unless exempt)?
• Have you identified the lawful basis for each type of personal data you process — client records, staff records, CCTV?
• Can you respond to a subject access request within one calendar month?

Section 6 — RCVS registration

• Is every person practising veterinary surgery at your practice on the RCVS register?
• Are annual retention fees paid and registrations current?
• Are all registrants complying with the RCVS Code of Professional Conduct?
• If you participate in the RCVS Practice Standards Scheme, is your accreditation up to date?

Section 7 — Veterinary medicines

• Are your premises registered or approved with the Veterinary Medicines Directorate (VMD) for the supply of veterinary medicines?
• Are prescription-only medicines administered only by, or under the direction of, a veterinary surgeon?
• Are medicine records maintained — including batch numbers, dates of supply and identity of the animal?
• For food-producing animals, are medicine records kept for at least five years?
• Are withdrawal periods observed and recorded before produce enters the food chain?
• Do you report adverse reactions to VMD?

Section 8 — Clinical waste

• Have you classified all clinical and hazardous waste your practice generates — sharps, pharmaceutical, infectious and anatomical waste?
• Is waste segregated at source into the correct colour-coded containers?
• Do you use a registered waste carrier for collection?
• Are hazardous-waste consignment notes completed and retained for at least three years?

Section 9 — Controlled drugs (if applicable)

• If you stock Schedule 2 or 3 controlled drugs, do you have a controlled-drugs cabinet meeting the Safe Custody Regulations?
• Is a controlled-drugs register maintained recording every receipt and supply?
• Are expired or unwanted controlled drugs destroyed with an authorised witness?

Section 10 — Ionising radiations (if applicable)

• If you operate X-ray or other ionising-radiation equipment, have you notified or registered the work with HSE?
• Have you appointed a radiation protection adviser (RPA) and a radiation protection supervisor (RPS)?
• Are local rules drawn up and available to staff?
• Are controlled and supervised areas designated around the equipment?
• Are personal dose monitors provided to classified workers?