Herd documents: VCPR and drug records review

Clinical › Herd Documents, and the Herd documents card on a farm’s client page. The list shows what is due for renewal first, then what waits for the farm owner, then drafts, then what is in force.

The National Dairy FARM Program asks for a VCPR signed by the farm owner and the vet every year, and for the vet to review the farm’s drug treatment records. Herd documents makes both. The wording is fixed: no AI writes it. Only dairy herds are covered.

A signed VCPR records a relationship that exists. It does not create one, and it does not change who may prescribe: prescribing still follows the vet’s signed visits.

On the client’s page, or Herd Documents › New herd document, choose the document, the farm’s premises, the herds it covers and the effective date. The renewal date is a year later. The client needs a premises and at least one dairy herd first.

A draft can be changed until the vet signs it. The drug treatment records review has a Comments box for the vet: write what you found, or leave it empty, then tick the box that says you have read and confirm it.

The vet opens the draft and types the clinic PIN, the same one that signs a SOAP note. The vet’s name, licence number and licence state must be on file, and the licence state must match the state the animals are kept in.

A VCPR can be signed only when the clinic has a signed visit to one of its herds in the last 12 months. A visit imported from a previous system does not count.

Signing makes the PDF, with the clinic’s logo and colour. After that the document cannot be changed.

A VCPR then waits for the farm owner or a facility representative. The farm owner signs on the clinic tablet with a staff member beside them: the staff member who is signed in is recorded as the witness. The owner reads the agreement to sign electronically, ticks it, and types their full name.

The finished PDF carries both signatures and is filed on every covered herd’s chart. A drug treatment records review needs no owner signature: it is final when the vet signs.

Renew on a document in force starts a new draft for the next year with the same herds. The old document stays in force until the new one is signed by everyone it needs, then it is marked replaced. Both PDFs stay on the chart.

Only one document of each kind can be in force for a herd. A second one for the same herd cannot be signed: renew the first instead.