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Spring 2025

Understanding veterinary medical records

Learn the importance of veterinary medical records and how to submit them
Picture of By Nationwide
By Nationwide

If you've received a request for your pet's medical records, you might be wondering what exactly you need to provide. This article will guide you through understanding veterinary medical records, their importance, and how to submit them to ensure your pet's insurance claims are processed smoothly.

What are veterinary medical records?

Veterinary medical records, also known as treatment records, are detailed notes taken by your veterinarian during your pet's visit. These notes, often referred to as SOAP notes (Subjective, Objective, Assessment, Plan), include dates of treatment, symptoms, diagnoses, physical examination findings, laboratory reports, treatments received, and other test results. It's important to note that summary reports, vaccine certificates, and invoices do not qualify as medical records since they lack the detailed doctor's notes.

Why do we need medical records?

Medical records are crucial for establishing a medical history for your pet, which helps in assessing insurance applications or processing claims accurately. They also help in understanding your pet's condition when secondary benefits are available, such as when your pet is treated for multiple conditions during the same visit. While medical records are not always requested, submitting them promptly when needed can prevent delays in underwriting reviews or claim processing.

What medical documents might be needed?

When requested, the following documents may be required:

  • Detailed doctor’s and technician exams, SOAP notes, and patient history from all veterinary care providers (including emergency clinics and specialty/referral practices) that saw your pet during the timeframe requested
  • Procedure and diagnostic reports with results and diagnoses
  • Results of all tests performed, including blood work, urinalysis, radiograph reports, and more
  • All communications between you and your veterinary healthcare team

Your veterinarian can assist in gathering these documents. Ensure that all records are submitted with your name and your pet's policy number to the specified email address.

Submitting your medical records

Once you've collected the necessary documents, submit them to medicalrecords@petinsurance.com. After submission, the medical records will be reviewed to process your claim or evaluate your application. If additional information is needed, the medical records team will reach out to you.

Have questions?

If you have any questions about medical records or how they are used, contact our Member Care team at 800-540-2016 for assistance. You can also watch our medical records video.

VetHelpline

Nationwide® pet insurance members have 24/7 telehealth access to connect with veterinary professionals for pet health advice. Download the Nationwide VetHelpline® app from the App Store or Google Play—it’s included with every Nationwide pet insurance policy! Get advice
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Take advantage of your multi-pet discount when you add a pet to your policy. When covering two or three pets, you can receive a 5% discount. When covering four or more pets, you'll save 10% on your base premium. Visit the member portal to add a pet. 

Enroll a new pet
Add-a-pet

Take advantage of your multi-pet discount when you add a pet to your policy. When covering two or three pets, you can receive a 5% discount. When covering four or more pets, you'll save 10% on your base premium. Visit the member portal to add a pet. 

Enroll a new pet
Add-a-pet

Take advantage of your multi-pet discount when you add a pet to your policy. When covering two or three pets, you can receive a 5% discount. When covering four or more pets, you'll save 10% on your base premium. Visit the member portal to add a pet. 

Enroll a new pet
Add-a-pet

Take advantage of your multi-pet discount when you add a pet to your policy. When covering two or three pets, you can receive a 5% discount. When covering four or more pets, you'll save 10% on your base premium. Visit the member portal to add a pet. 

Enroll a new pet
Add-a-pet

Take advantage of your multi-pet discount when you add a pet to your policy. When covering two or three pets, you can receive a 5% discount. When covering four or more pets, you'll save 10% on your base premium. Visit the member portal to add a pet. 

Enroll a new pet
Add-a-pet

Take advantage of your multi-pet discount when you add a pet to your policy. When covering two or three pets, you can receive a 5% discount. When covering four or more pets, you'll save 10% on your base premium. Visit the member portal to add a pet. 

Enroll a new pet
Add-a-pet

Take advantage of your multi-pet discount when you add a pet to your policy. When covering two or three pets, you can receive a 5% discount. When covering four or more pets, you'll save 10% on your base premium. Visit the member portal to add a pet. 

Enroll a new pet
Add-a-pet

Take advantage of your multi-pet discount when you add a pet to your policy. When covering two or three pets, you can receive a 5% discount. When covering four or more pets, you'll save 10% on your base premium. Visit the member portal to add a pet. 

Enroll a new pet
Add-a-pet

Take advantage of your multi-pet discount when you add a pet to your policy. When covering two or three pets, you can receive a 5% discount. When covering four or more pets, you'll save 10% on your base premium. Visit the member portal to add a pet. 

Enroll a new pet
Add-a-pet

Take advantage of your multi-pet discount when you add a pet to your policy. When covering two or three pets, you can receive a 5% discount. When covering four or more pets, you'll save 10% on your base premium. Visit the member portal to add a pet. 

Enroll a new pet
Add-a-pet

Take advantage of your multi-pet discount when you add a pet to your policy. When covering two or three pets, you can receive a 5% discount. When covering four or more pets, you'll save 10% on your base premium. Visit the member portal to add a pet. 

Enroll a new pet
Add-a-pet

Take advantage of your multi-pet discount when you add a pet to your policy. When covering two or three pets, you can receive a 5% discount. When covering four or more pets, you'll save 10% on your base premium. Visit the member portal to add a pet. 

Enroll a new pet
Add-a-pet

Take advantage of your multi-pet discount when you add a pet to your policy. When covering two or three pets, you can receive a 5% discount. When covering four or more pets, you'll save 10% on your base premium. Visit the member portal to add a pet. 

Enroll a new pet
Pet care

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