Guidelines for Submitting Referrals to UTCVM

Referral Submission

A referral from practicing veterinarian is required for all UTCVM specialty services except for the following:

• After-hour Emergency
• Behavior (referral recommended)
• Physical Rehabilitation (referral recommended)
• Zoological Companion Animal

If a patient has been referred to the UT Veterinary Medical Center for the same health concern within the past 12 months, a new referral is not required, regardless of the specialty service to which the patient is being referred. However, we do ask that the referring veterinarian provide updated medical records and any recent diagnostic test results related to the condition being treated.

Submitting a Referral through the rVetPortal

The rVetLink Portal is the preferred method of submitting referrals to the UT Veterinary Medical Center. This portal streamlines the referral process and provides convenient access to your patients’ medical records. For more information visit  rVetLink Portal registration, login, FAQs

Transition period

During our transition to the rVetLink, referring veterinarians may still choose to download, complete and submit the referral forms manually. Referral forms are available on our Veterinary Resources page. 

Completing the Referral Form

• Complete all fields: Referral forms must be filled out in their entirety. Incomplete forms will not be accepted and will delay the referral process.
• Contact information: Appointment scheduling communications are primarily conducted via phone and email. Clients will receive booking confirmations and pre-visit instructions by email. Appointment reminders are sent via text message (to clients who have opted in) approximately 3–5 days prior to the scheduled appointment.
• Please ensure that a valid client email address and cell phone number are included on the referral form.
• Reason for Referral and Pertinent History: These sections must include a brief summary of the case. Phrases such as “see attached,” “see history,” or similar will not be accepted. Incomplete information will result in the referral being returned for completion. This information is essential for efficient appointment scheduling.
• Diagnostic information: Please indicate whether lab testing and/or radiographs have been performed. Be sure to specify how we should expect to receive these results.
• Service designation: Identify the specific service you are referring to in the bottom right-hand corner of the form.
• If you are unsure which service is most appropriate, please contact the referral coordinator before submitting the form.
• If a client arrives and it is determined that the patient was referred to the incorrect service, the appointment will need to be rescheduled for the first available opening with the appropriate service.
• Please note that multiple service referrals cannot be accommodated on the same day. Clients will need to schedule separate visits for additional services.
• Submission timeline: Please submit referral forms and pertinent medical history at least 48 business hours before the scheduled appointment.
• Submission method: Email is the preferred method for sending referral forms and medical records due to the unreliability of fax transmissions.
• Questions? Reach out to the Referral Coordinators by phone: 865-974-3939 or email: utvetref@utk.edu

Pertinent medical history and diagnostic imaging

In addition to the Referral form, please include:

• Case History:
  • Provide pertinent medical records from the previous six months to one year. Please do not submit the entire medical record—only information relevant to the current case.
  • When submitting records digitally, combine all pages into one (1) PDF file before attaching it to your electronic referral.
  • We cannot accept emails with numerous attachments (maximum of three attachments per email) or zipped files, and please do not send multiple emails for a single case.
  • It is preferred that the case history and referral form are sent together in the same email.
  • Most veterinary medical record systems allow you to export records as a single PDF by date range—contact your software provider for assistance if needed.
  • All documents should be sent as attachments, not embedded in the body of the email.
  • If you are unable to combine documents into a single file, please fax or mail them instead.
  • The above does not apply to radiographs or other image files.
• Current List of Medications
• Recent Laboratory Results: Include lab work completed within the past six months to one year.
• Most Current Vaccination Record: Provides proof of vaccination and assists in diagnostic evaluation.
• Previous Surgeries Related to the Current Complaint
• Radiographs and Imaging (detailed submission instructions below)

Submit the referral form and pertinent medical history

• Email vetclientservices@utk.edu 
• Or mail to:
  UTCVM Veterinary Medical Center
  Attn: Appointment Desk
  2407 River Drive
  Knoxville, TN 37996-4546

Diagnostic images and imaging reports 

• Images should pertain to admitting complaint. If anesthesia is required and you have performed recent chest radiographs, please include those as well. 
• All images should be in DICOM format as Bitmap, JPEG, and TIFF images are not of digital quality and will not be accepted. Please send original images and not photographs or screenshots.
• Radiographs and/or images are best sent directly to our Picture Archiving and Communication System (PACS) or emailed to vetclientservices@utk.edu.You may request our PACS connection information via phone or email. Image submissions are not for radiographic interpretation and should only be submitted as part of a case consultation or referral. Please include the name of the pet, client, date or exams and pertinent information for all imaging submitted. 
• Google Drive links cannot be retrieved when sent to vetclientservices@utk.edu. Large files can be shared via PACS or sent to a personal email. Please contact the Image Facilitator for further instructions.
  
  If you need copies of your patient’s diagnostic images or have questions, please reach out to our Image Facilitator by phone at 865-974-2223, Radiology at 865-974-5809 or by emailing vetclientservices@utk.edu.