About the Peer Review of Medical Records
The Peer Review of Medical Records (PRMR) is a mandatory component of the College’s Quality Assurance Program. With direction from the Quality Assurance Committee, the College redeveloped the PRMR in 2018 to strengthen record-keeping. Participation in the PRMR is mandatory and helps veterinarians identify areas to enhance their record-keeping and meet the standards.
Update on selection for a PRMR, July 2026
At its June meeting, the Legacy Council decided to end the random selection of veterinary facilities for a PRMR, effective July 2026. This decision supports the transition to the modernized legislation and a future mandatory quality assurance program that will be developed under the Veterinary Professionals Act which will include both veterinarian members and veterinary technician members.
Veterinary facilities selected for PRMR before July 2026 who did not receive a successful result on their most recent PRMR report will undergo re-evaluation of their records at a future date and will be notified by the College when to submit their records. If the re-evaluation does not demonstrate a successful result, this will be referred to the Registrar for review and further action may be required.
Evaluating the Impact of the Peer Review of Medical Records Program, June 2026
ACER Consulting recently completed an evaluation of the three full cycles of random selection for initial assessment and reassessment of the PRMR program. The evaluation assessed the program’s impact on the quality and completeness of medical records, as well as looking at trends in reassessment outcomes and the effectiveness of the program in improving record-keeping practices.
PRMR 2025 Aggregate Report
Through PRMR, trained Peer Reviewers assess medical records of randomly selected facilities and for those who wish to improve their record-keeping by volunteering for a peer review. Facilities participating in PRMR gain insights into their record-keeping practices. The PRMR helps to identify areas for improvement and also confirms areas of strength.
The 2025 Aggregate Report is an informative read to assist with record-keeping. The report shares data from the first three years of the new PRMR process and highlights opportunities for all veterinarians to enhance their record-keeping practices. The report incorporates the results from a participant survey and the scoring results from those facilities who have completed the PRMR.
Process
Trained Peer Reviewers assess medical records of facilities by using assessment tools that provide a total score which will classify facilities into a ‘successful’ category, ‘partially successful’, or ‘not successful’. These categories correspond to a series of evidence-based cut-off scores. Assessments of medical records are based on legislative requirements and professional expectations for medical record keeping. Facilities receive a final report and gain valuable insights into their record keeping processes.
To assist veterinary facilities with preparing for a peer review, and as a resource to others, the assessment questions are provided:
Assessment Questions, Companion Animal
Assessment Questions, Food-Producing Animal, Equine, and Poultry
Records Submission
The facility director will receive a letter of notification from the College to submit their records package within 30 days.
Participant Information Package
The records package submission includes complete copies of medical records for eight recent cases including relevant components. It is recommended that the selected records include two each of the following case types: acute medical, chronic medical, surgical, and wellness or herd-health. Once the records package is received by the College, it will be assigned to a trained Peer Reviewer. The College's aim is to complete the assessment and report within three months from receipt of the records package. The report will be sent to the facility director. It will include a total score which will indicate whether the facility was successful or not in the assessment.
Case Cover Sheets - Companion Animal
Case Cover Sheets - Food Production Animal, Equine, Poultry
Self-Assessment
A self-assessment tool is provided to veterinarians for their use in assessing the quality of their own medical records. The self-assessment can be completed by an individual veterinarian or by the veterinary team.
Self-Assessment Information Sheet
Self-Assessment Form - Companion Animal
Self-Assessment Form - Food Producing Animal, Equine and Poultry
