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Procedures for Handling Complaints and Misconduct
The VHMA has a Code of Ethics which details the general conduct expected from its members. The VHMA Ethics Committee investigates specific complaints about VHMA members relating to ethics and misconduct. The Ethics Committee will investigate and make recommendations to the VHMA Board of Directors regarding complaints made against its members. The Ethics Committee will also be responsible for reviewing and revising the Ethics Committee procedures to keep them in-line with the objectives of the VHMA annually or as necessary.
The Start of the Complaint Process
The complaint’s process begins with a written letter of complaint to the Ethics Committee. The letter should clearly state the following information:
- The name of the complainant and their contact information
- The name of the VHMA member for which the complaint is being submitted
- A description of the concern
- Relevant supporting documentation
- Relevant dates
- Specific issues that the EC should consider should be summarized in point form
- No oral or anonymous complaints will be considered
The Ethics Committee and VHMA Board of Directors take complaints very seriously, all information should be factual, relevant to the specific complaint and documented where possible. Complaints must be specific to a member manager or the manager's job. Complaints regarding a veterinarian's diagnosis and treatment should be reported to the appropriate state/provincial agency or licensing board.
Maximum Time Frame for Complaint
Screening of Complaint - 1 week
Notification to Ethics Committee and Member - 2 weeks
Response from the Member - 4 weeks
Deliberation by Ethics Committee - 5 weeks
Notification to Member and Complainant - 2 weeks
Possible outcomes from a complaint to the Ethics Committee include:
- The complaint can be deemed frivolous, without merit or inappropriately lodged for malicious intent.
- The Ethics Committee has no concerns with the member’s activities and will take no further action.
- The Ethics Committee has some concerns with the member’s actions and feels they can be adequately addressed through peer coaching/instruction/teaching, or a private reprimand in writing.
- The Ethics Committee has serious concerns about the member’s behavior and makes a recommendation to the VHMA BOD to suspend or terminate their membership.
- The Ethics Committee may report the member's behavior to the appropriate regulatory board, certification board or other authority/organization.
Notification to Member and Complainant
The subject and complainant will be notified by registered mail of the decision of the Ethics Committee.
Suspension/Termination of Membership
In the event the Ethics Committee recommends membership suspension or termination, the subject will be processed according to the bylaws of the VHMA and published as legally recommended.
Complaints may be submitted on-line or may be submitted using the reporting form.
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