Your Credential Packet: What Every Clinic Expects Before Your First Shift
Before you see your first patient at a new clinic, you need to hand over a stack of documents. Here's the complete checklist, how to organize it, and how to keep everything current.
You've booked a shift at a new clinic. You show up Monday morning, and the practice manager asks for your credentials. Do you have everything ready?
For employed associates, the clinic handles credentialing. For relief vets, it's on you. And a missing document can delay your start, cost you a shift, or — in the worst case — put you in legal jeopardy.
Here's every document clinics expect, why they need it, and how to keep it all organized.
The Complete Credential Checklist
1. State Veterinary License
What it is: Your license to practice veterinary medicine in the state where the clinic is located.
Why they need it: It's illegal to practice without one. The clinic can be held liable for allowing unlicensed practice on their premises.
Details:
You need a separate license for each state where you work — there is no national veterinary license
Renewal cycles vary by state (typically every 1-3 years)
Some states require a jurisprudence exam on state-specific laws
Always carry a current copy (digital is fine for initial verification, but some clinics want the original or a certified copy on file)
2. DEA Registration Certificate
What it is: Your federal registration to handle controlled substances (Schedule II-V drugs).
Why they need it: You cannot prescribe, administer, or dispense controlled substances without your own DEA number. You cannot use the clinic's DEA number as a relief vet.
Details:
Costs $888 for a three-year term
You need a separate DEA for each state where you handle controlled substances
Register at your home address
The clinic needs your DEA number for medical records and prescription logs
3. State Controlled Substance License/Registration
What it is: Many states require a separate state-level registration for controlled substances in addition to the federal DEA.
Why they need it: State requirements often exceed federal requirements. Some states require you to register with the state pharmacy board.
Details:
Not every state requires this — check your state(s)
Fees and renewal cycles vary
Some states require it even if you only administer (not prescribe) controlled substances
4. Professional Liability Insurance (Certificate of Insurance)
What it is: A Certificate of Insurance (COI) proving you carry your own professional liability/malpractice coverage.
Why they need it: The clinic's insurance typically does NOT cover relief workers. If a malpractice claim arises from your work, your personal policy is the first line of defense.
Details:
Standard coverage: $1,000,000 per occurrence / $3,000,000 aggregate
Major providers: AVMA PLIT (~$248/year + $370 AVMA membership), Safehold
License defense rider (~$50/year extra) is strongly recommended
Clinics want a current COI — most insurers can generate one on demand
Some clinics require being listed as an "additional insured" on your policy
5. Current W-9 Form
What it is: IRS Form W-9 (Request for Taxpayer Identification Number and Certification).
Why they need it: The clinic or agency needs your tax information to issue you a 1099-NEC at year end.
Details:
Fill it out once and keep a current version ready
Update it if you change your business entity (e.g., switch from sole proprietor to LLC)
Include your EIN (Employer Identification Number) if you have one, or your SSN
Clinics should request this before your first payment, not after
6. Curriculum Vitae (CV) or Resume
What it is: A summary of your education, training, experience, and clinical capabilities.
Why they need it: Clinics want to know what you're comfortable handling. Can you do surgery? Exotics? Dentistry? Ultrasound?
Details:
Keep it to 1-2 pages
Highlight clinical skills and special interests
List any specialty training or certifications
Include years of experience and types of practice (GP, ER, specialty, mixed)
Update it annually or when you gain new skills
7. Professional References
What it is: Contact information for 2-3 veterinary professionals who can vouch for your clinical skills and reliability.
Why they need it: Clinics are trusting you with their patients and clients. References build confidence.
Details:
Include a mix: a former employer or colleague, a clinic where you've done regular relief work, a veterinary mentor
Ask permission before listing someone as a reference
Keep references current — don't list someone you haven't worked with in 5 years
8. USDA Accreditation (If Applicable)
What it is: National Veterinary Accreditation Program (NVAP) certification from the USDA.
Why they need it: Required if you'll be issuing interstate health certificates, import/export certificates, or other official veterinary documents.
Details:
Category I: Companion animals only
Category II: All animal species
Renewed every 3 years with online training modules (3 for Cat I, 6 for Cat II)
Not every relief shift requires it, but clinics that do export certificates or issue interstate health papers will need to see yours
9. Proof of Rabies Vaccination (Titer or Vaccination Record)
What it is: Documentation of your personal rabies vaccination or titer.
Why they need it: You're handling potentially rabid animals. Pre-exposure vaccination is standard for veterinary professionals, and some clinics and state regulations require documentation.
Details:
Pre-exposure series: 3 doses over 21-28 days
Titer check every 2 years (or as your occupational health provider recommends)
Some clinics also ask for evidence of other vaccinations (flu, tetanus)
How to Organize Your Credential Packet
Digital Master Folder
Create a cloud-based folder (Google Drive, Dropbox, or iCloud) with the following structure:
Save a template email that you can customize for each new clinic:
Subject: Credential Packet — Dr. [Your Name] — [Shift Date]
Hi [Practice Manager],
Attached is my credential packet for my upcoming shift on [date]. You'll find:
State veterinary license
DEA certificate
Certificate of insurance ($1M/$3M)
W-9
CV
Please let me know if you need anything else. Looking forward to working with your team.
Send this at least one week before your first shift at a new clinic. It shows professionalism and avoids day-of surprises.
Renewal Tracking
The biggest credentialing risk isn't missing a document — it's letting one expire without realizing it.
Build a Renewal Calendar
Credential
Expiration Date
Renewal Lead Time
Annual Cost
[State] Vet License
[Date]
60-90 days
$200-$500
DEA Registration
[Date]
90 days
$296/year
[State] Controlled Sub
[Date]
60 days
$50-$200
PLIT Insurance
[Date]
30 days
$250-$500
USDA Accreditation
[Date]
90 days
Training time
Rabies Titer
[Date]
30 days
$100-$200
CE Requirements
[Date]
6 months
$500-$2,000
Set calendar reminders at each lead time. Budget $2,000-$5,000 per year for credential maintenance across all items.
The Bottom Line
Your credential packet is the first impression you make on a new clinic — before you ever touch a patient. A complete, organized, proactively shared packet signals that you're a professional who takes their business seriously.
Get it right once, keep it updated, and it becomes a competitive advantage. Clinics remember the relief vet who showed up prepared.
Kal Saad