Create Veterinarian Record or Edit Veterinarian Record

The title of this VSPS application page depends on what task you are doing:

The procedures for all three tasks appear in this help file; just scroll down to the task you want to do.

 

 

Important: Your VSPS user role determines which Vet Accreditation Module pages, forms, features, and commands you will see and can use.

 

 

NOTES:

Fields marked with an asterisk (*) are required.

Some drop-down lists allow you to select multiple items by pressing and holding the CTRL key while highlighting each item.

Dates can usually be entered in two ways: using the Calendar calendar.gif, or typing them manually in the mm/dd/yyyy format.

Phone numbers: VSPS defaults to the U.S. country code of (1).  If you are entering:

 

 

 

Creating an "O" Record

To access the Create Veterinarian Record page:

  1. On the VSPS Home page, log into VSPS.

  2. From the left menu, select Vet Accreditation.

  3. In the Vet Accreditation Module, click Find Vet.

  4. Use the Find Vet page to enter search criteria; then click the Search button to execute a search for a veterinarian.  By doing a search, you are verifying that the veterinarian does not yet have any records stored in VSPS.

  5. This message appears at the bottom of the screen: Nothing found to display.  

  6. Click [Add Veterinarian from Criteria].

  7. The Create Veterinarian Record page appears with a veterinarian record displayed in it.

 

To enter a veterinarian's orientation data:

  1. In the veterinarian record, fill out the Main tab:

  1. Add Oriented Vet - Check this button.

  2. Accreditation Authorization - Leave this button unchecked.

  3. Veterinarian Information block:

  1. Home Address block:

  1. Click the Save button.  

  2. This message appears: The veterinarian record was saved.

  3. The Create Veterinarian Record page has now changed to the Edit Veterinarian Record page.  On it are the following new features:

  1. Click the Cancel button to return to the Find Vet page.  

 

 

 

Creating an Accreditation Authorization Record

Note: This task should be done only if an NVAP electronic veterinarian record cannot be found in VSPS for an already-accredited veterinarian.  Because no existing record can be found, you need to create a new record for this veterinarian.

 

To access the Create Veterinarian Record page:

  1. On the VSPS Home page, log into VSPS.

  2. From the left menu, select Vet Accreditation.

  3. In the Vet Accreditation Module, click Find Vet.

  4. Use the Find Vet page to enter search criteria; then click the Search button to execute a search for a veterinarian.  By doing a search, you are verifying that the veterinarian does not yet have any records stored in VSPS.

  5. This message appears at the bottom of the screen: Nothing found to display.  

  6. Click [Add Veterinarian from Criteria].

  7. The Create Veterinarian Record page appears with a veterinarian record displayed in it.

 

To enter a veterinarian's accreditation authorization data:

  1. In the veterinarian record, above the Veterinarian Information block:

  1. Add Oriented Vet - Leave this button unchecked.

  2. Accreditation Authorization - Check this button.

  1. Several more tabs (State Accreditations, Employment Details, Accreditation Renewal, Program Certification, and Confirm Contact Info) appear. (Some VSPS user roles also see a Federal Actions tab.)

  2. On the Main tab, in the Veterinarian Information block, fill out these fields:

  1. Name of Veterinarian (Last, First, M, Suffix) * - Name of the veterinarian.

  2. School of Veterinary Medicine * - School from which the veterinarian graduated.  (Note: If the school name does not appear in the drop-down list, click search.gif to open a search box.)

  3. Year Graduated * - Year in which the veterinarian graduated from veterinary school.

  4. State where Orientation Completed * - State in which the veterinarian completed his orientation training.

  5. Date Orientation Completed * - Date on which the veterinarian completed his orientation training.

  6. New Status * - Federal accreditation status of the veterinarian.

  1. Click the Save button.

  2. This message appears: The veterinarian record was saved.

  3. Continue entering data and completing required fields on the other tabs. (Note: For help on any fields, scroll down to the To make changes to the veterinarian record, Steps 2-9 section below.)

  4. After entering all available data, click the Save button again.

  5. These messages appear: The veterinarian record was saved.  You have updated the contact information.

  6. The Create Veterinarian Record page has now changed to the Edit Veterinarian Record page.  On it are the following new features:

 

 

Editing an Existing Veterinarian Record

To access the Edit Veterinarian Record page:

  1. On the VSPS Home page, log into VSPS.

  2. From the left menu, select Vet Accreditation.

  3. In the Vet Accreditation Module, click Find Vet.

  4. Use the Find Vet page to enter search criteria; then click the Search button to execute a search for a veterinarian.

  5. In the search results list, click [Edit] in the Action column next to the veterinarian whose record you want to update.  

  6. The Edit Veterinarian Record page appears with a veterinarian record displayed in it.

 

To make changes to the veterinarian record:

  1. The Veterinarian Summary block is view-only.  There are two actions in it that you can do:

  1. [View Vet Profile Change History] - Click to view a list of changes that have been made to the veterinarian record.

  2. [View Form 1-36A PDF History] - Click to view a list of VS 1-36A Forms that have been submitted and attached to the veterinarian record.  Each VS 1-36A Form file may have one or more items in it, such as a printable letter or certificate, a mailing label, and a printable 1-36A form.

  1. Click the veterinarian record's Main tab to bring it forward.  This tab contains personal data about the veterinarian.  Make any needed changes:

  1. Veterinarian Information block:

  1. Home Address block:

  1. Business Address block:

  1. Click the State Accreditations tab to bring it forward.  This tab lists any accreditation records associated with the veterinarian.  Make any needed changes:

  1. [View] - Click to open a Display Accreditation page containing the selected accreditation record.

  2. [Edit] - Click to open an Edit Accreditation page containing the selected accreditation record.  On this page you can make any needed changes.

  3. [Approval Letter] - Click to view a printable Accreditation Approval Letter that can be sent to the veterinarian.

  4. Click the Add Accreditation button to start a new accreditation record.  An Add Additional 1-36A to Veterinarian Record page appears for you to fill out.

  1. Click the Employment Details tab.  This tab displays employment-related information about the veterinarian.  Make any needed changes:

  1. Employment Type * - Workforce category to which the veterinarian belongs.

  2. Primary Medical Discipline - Discipline in which the veterinarian specializes.

  3. Species Category * - Select 1 or 2 animal categories that the veterinarian's practice focuses on.  (Note: To select multiple items, press and hold the CTRL key while selecting each item.  To verify your selections, click the Show button.)

  4. Species Codes * - Select 1, 2, 3, or 4 codes for the animal species that the veterinarian specializes in treating.  (Note: To select multiple items, press and hold the CTRL key while selecting each item.  To verify your selections, click the Show button.)

  5. Click the Save button.

  6. These messages appear: The veterinarian record was saved. You have updated the contact information.

  1. Click the Accreditation Renewal tab.  This tab displays any formal training courses taken by the veterinarian to meet accreditation renewal requirements.  Make any needed changes:

  1. Course Title - Name of the course completed by the veterinarian.

  2. Organization Administering Course - Name of the organization that sponsored/taught the course.

  3. Course Type - Presentation format used to deliver the course.

  4. Units - Number of accreditation units awarded for completing the course.

  5. Date Completed - Date on which the veterinarian completed the course.

  6. Click the Save button.

  7. This message appears: The veterinarian record was saved.

  1. Click the Program Certification tab.  This tab displays any specialty training or animal disease program certifications earned by the veterinarian.  Make any needed changes:

  1. Certification * - Description of the specific animal disease program for which the veterinarian is certified.

  2. Training State * - State in which the veterinarian is certified for a specific animal disease program.

  3. First Certification Date * - Date on which the veterinarian was initially accredited for a specific animal disease program.

  4. Certification Renewal Date - Date on which the veterinarian needs to be re-accredited for a specific animal disease program.

  5. Click the Add button.

  6. This message appears: The program certification was created.

  7. In the results list, the following items may appear in the Action column next to each certification record:

  1. Click the Confirm Contact Info tab.  This tab displays primary and business contact information about the veterinarian.  Make any needed changes:

  1. Main Mailing Address block - View this data to verify that it is correct, then click the Confirm button.  This message appears: The Main contact information was confirmed.

  2. State Business Address block - View this data to verify that it is correct, then click the Confirm button.  This message appears: The Business contact information was confirmed.

  3. Click the Save button.

  1. Click the Federal Actions tab.  This tab displays any Federal Action Records associated with the veterinarian.  Make any needed changes:

  1. [Edit] - Click to edit an existing Federal Action Record.

  2. Click the Add button to open a new Federal Action Information page for you to fill out.

  1. Below the tabs, a User Profile block may appear.  This block enables you to link or unlink the NVAP veterinarian record with the veterinarian's email address stored in a separate VSPS Personal Profile Record.  Linking the veterinarian record with the Personal Profile Record gives the veterinarian additional capabilities within VSPS - he will be able to create/issue Certificates of Veterinary Inspection from within the Interstate and Labs Modules in VSPS.

Note: Before using this block, the veterinarian must have already done the following: (a) Obtain a USDA Level-2 eAuthentication account; (b) Logged into VSPS and set up his Personal Profile Record; and (c) Logged into VSPS, request, and be granted a VSPS veterinarian role.

  1. In the User Profile field, enter the veterinarian's email address (the address that is stored in his Personal Profile Record).

  2. Click the View Contact button to display a pop-up window containing address/phone contact information for the veterinarian.

  3. Click the Link button to link a veterinarian record with a Personal Profile Record.

  4. Click the Un-Link button to break an existing linkage between the two records.

  1. Click the Main tab.

  2. Click the Save button again to save all your changes.