Protecting Pet Records: Essential IT & Data Policies for Veterinary Practices in Kentucky

As a veterinary professional in Kentucky, your priority is providing quality care to animals—but there's another vital responsibility you carry: safeguarding patient medical records. Under Kentucky law, veterinarians are legally obligated to maintain confidentiality and secure access to these records. Failure to do so could result in disciplinary action—or worse, a data breach that damages your practice's reputation.

So, what does it take to protect pet data while staying compliant? Let's break it down.

The Laws You Must Follow

Two key legal frameworks outline your responsibility as a Kentucky veterinarian:

- KRS 321.187(6) - This statute mandates that an animal's medical records are confidential. They may only be shared with the client or other authorized individuals unless disclosure is required by law or through client consent.
- 201 KAR 16:701 - This regulation requires you to safeguard records from tampering, loss, and unauthorized access. Records must be maintained and disposed of in a secure, professional manner.

Together, these laws form the basis for how you handle, store, and protect your medical data—and they're enforceable by the Kentucky Board of Veterinary Examiners (KBVE).

8 Essential Policies to Stay Compliant

1. Medical Records Confidentiality Policy

· Restrict access to client/patient medical records to only authorized personnel.

· Require written client consent before sharing records.

· Document all releases of information.

2. Data Access Control Policy

· Require unique login credentials for each user of your practice management software.

· Enforce role-based permissions (e.g., vets vs. reception).

· Immediately revoke access when an employee leaves.

3. Record Retention & Disposal Policy

· Retain medical records for a minimum of five years from the date of last treatment.

· Securely destroy expired paper records (e.g., shredding).

· Wipe hard drives or securely delete digital records no longer needed.

4. Data Backup & Recovery Policy

· Perform regular (preferably daily) encrypted backups of patient data.

· Store backups in secure, offsite, or cloud-based environments.

· Test your restoration process quarterly to ensure reliability.

5. IT Security Policy

· Require antivirus and firewall protection on all devices.

· Encrypt all devices used to access or store patient data.

· Use VPNs for remote access and prohibit the use of unsecured Wi-Fi networks.

6. Physical Security Policy

· Lock rooms or cabinets that house paper records or server equipment.

· Use alarm systems and access controls to limit after-hours entry.

· Implement secure disposal bins for sensitive information.

7. Employee Training Policy

· Train new staff on confidentiality, security, and record access during onboarding.

· Offer annual compliance refresher courses.

· Document employee acknowledgments and completions.

8. Incident Response & Breach Notification Policy

· Define what counts as a breach (e.g., stolen laptop, unauthorized access).

· Outline steps to contain and investigate incidents.

· Inform affected clients and, if required, notify regulatory authorities.

Why These Policies Matter

These policies aren't just legal checkboxes—they help protect your patients, preserve your reputation, and prevent financial or legal consequences. With cyber threats increasing and veterinary data becoming more digitized, a proactive approach to compliance is critical.

And the good news? You don't have to do it alone.

How a Managed Service Provider (MSP) Can Help

Working with an outsourced IT provider can help you implement these policies efficiently. From cybersecurity and data backups to veterinary-specific best practices, an MSP ensures your systems are professionally managed and regularly audited for compliance.

Final Thought

Staying compliant with Kentucky's veterinary laws isn't just about ticking boxes—it's about protecting the trust your clients place in you every day.

If you're unsure where your clinic stands or need help creating these policies, consider working with an IT provider that specializes in veterinary practices.

Need help setting up compliant IT policies? Click here or give us a call at 859-245-0582 to schedule your FREE Discovery Call on protecting your patient records and securing your veterinary practice.