College Connection | Spring 2026
Communication tips to support conversations with clients about requirements for a physical examination
College Connection | Spring 2026
PRACTICE ADVISORY SERVICE
Communication tips to support conversations with clients about requirements for a physical examination
The Practice Advisory Service often gets questions from the public about whether a physical examination is required for their animal( s) to receive veterinary services. This question is usually asked in relation to the timing of the physical exam(“ Does my pet need an annual exam?”) or the circumstances specific to that animal(“ Why is a physical exam needed to refill my pet’ s prescription?”). Communicating the veterinarian’ s reasons for recommending a physical examination can help with clients’ understanding and avoid misperceptions. It is worth taking the time to hear client’ s questions, understand their perspective, and provide the rationale for performing a physical examination if one is recommended.
In our last article in College Connection, we outlined the professional obligations for a veterinarian to maintain recent and sufficient knowledge of a patient to prescribe or refill a drug. This includes gathering a history and either physical examination or medically appropriate and timely visits to the premises where the animal is kept to reach at least a general or preliminary diagnosis.
There is no regulatory requirement for an annual physical examination; it is up to the veterinarian to determine the interval between physical exams for an animal they are treating. A veterinarian may determine a physical examination is necessary depending on the history they gather and when the last physical exam was performed. There may be times when they decide that the findings of the last exam are no longer valid or reliable for them to have recent and sufficient knowledge of the animal.
A veterinarian may decide to share this professional obligation with the client and reference regulation and College policy. If they do, it is important to avoid legal jargon and use plain language to avoid miscommunication.
A veterinarian can educate a client on what a physical examination is and what information is gathered. By describing the steps and reporting the physical examination findings during a visit, the client can gain an understanding of the information gathered in a physical examination and how it assists with making shared decisions about the animal’ s care.
When obtaining informed client consent to proceed with a recommended treatment plan, the conversation may include the need for a future physical examination. The interval between physical examinations can be discussed proactively. This is helpful for animals with chronic disease where periodic re-assessments are needed to maintain recent and sufficient knowledge of the patient and their condition.
It is helpful for a veterinarian to recognize when it is appropriate to be flexible with their recommendations for a physical examination given the individual circumstances for both the animal( s) and client( s). Offering options along a spectrum and engaging in shared decision making with the client helps to create partnerships and build trust around the care of an animal.
Proactive conversations and providing team communication training can
ensure that clients receive accurate and helpful information when they have questions about the recommendation or need for a physical examination for their animal. Effective communication skills are essential and can prevent miscommunication and de-escalate conflict.
The College offers self-study communication modules, such as Building Trust with Clients: Essential Tools for Communication, Elephant in the Room: Money Talk with Clients, and Enhancing Client Adherence, that equip teams with communication skills to navigate client conversations that result in better adherence to treatment plans and better health outcomes for the animal.
The Practice Advisory Service can assist you with information about regulations, policy, and expectations associated with the practice of veterinary medicine in Ontario.
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