FAQs

THE BASICS

How much time can OVForm save me?

Once you're familiar with the system, and if you have all the information you need to hand, you can generate an AHC on OVForm in around 5 minutes. Even less time for a repeat client with client and pet information already in OVForm.
We've found that total time including the consult, administering wormer (if required), scanning the vaccination cards, generating the AHC, and stamping and signing can be as quick as 20-30 minutes.
  • You can shave even more off this time if you have administrative staff generate the AHC ahead of time, or during the consult. And by asking the owner to scan and email their pets' vaccination cards before the appointment - if they have the means.

Which regulations do AHCs follow?

OVForm’s AHC system has been created in line with the Government's Animal & Plant Health Agency (APHA - a division of the Department for Environment, Food & Rural Affairs (DEFRA)) guidance on Animal Health Certificate (AHC) requirements – please visit their website for further details.
Guidance for completing AHCs can be found here.

How many pets can travel on one certificate?

You can include up to 5 pets per AHC:
  • They must all have the same owner.
  • They must all be travelling on the same dates and to the same destinations.
  • They must each have a unique microchip number.
  • They must each have proof of vaccination against rabies.

How long is the AHC valid for?


  • Each AHC is valid for the dates of travel specified on the certificate.
  • Travel can start up to 10 days from the date of issue.
  • For returning to the UK, it is valid for up to 120 days from the date of departure.
  • Dogs must have an up-to-date rabies vaccination to return to the UK. They must also have tapeworm treatment 1-5 days before returning to the UK.

Is the AHC complete once it is printed out?

No, it must still be signed and stamped by the OV.
  • Each page must be signed and stamped.
  • NB: The signature and stamp must be in a different colour to the printed AHC.

How long must we keep AHC records?

The APHA requires copies of all AHCs to be kept for three years.
NB: You must keep a copy of the stamped and signed document. The document stored on OVForm is not sufficient to meet this requirement.

COMPLETING THE FORMS

Why can’t I generate the AHC?

This usually means mandatory details are missing or incorrect.
When you get to the “Generate” step, you’ll see a block on the right that lists any possible issues with a brief description.
Issues in red will invalidate the generated AHC and will prevent you from clicking "Generate"
You can click 'fix' on each issue to jump to the relevant section to correct it.

I can’t upload supporting documentation.

Check your file type – it has to be a PDF, JPG or PNG, not any other file format.
PDF is the recommended format. If you’re scanning a document, check your settings so that it saves as a PDF.

Which supporting documents do I need?

Rabies vaccination certificate
  • All pets need a rabies vaccination certificate / record card. The vaccination date is extremely important.
  • The vaccination date must be at least 21 days before the date of travel, or they will not be allowed into the EU.
  • Make sure the rabies date on the AHC matches the date on the rabies vaccination certificate / record – this is one of the most common problems that results in people being denied entry at borders!
Tapeworm treatment
  • Dogs travelling from the UK to Malta, Ireland, Norway, Finland and Northern Ireland must be treated for tapeworm.
  • This must happen 24-120 hours (1-5 days) before arriving in the destination country.
  • Treatment can be administered by any veterinarian – it must be praziquantel or an equivalent.
  • Use an OV stamp or practice stamp to confirm in the relevant box on the AHC.
Proof of identity
  • If the microchip number is not on the rabies vaccination card, you will need to provide proof of identity, eg. Old EU/UK passport. In addition, you will need evidence that the microchip was implanted/ read on or before the date of rabies vaccination.

What if the pet(s) will be travelling with someone other than their owner?

The owner will need to provide an authorisation letter. This won’t be part of the AHC, but all parties (owner, authorised person, and OV) must have a copy in case it is required.
OVForm will generate an authorisation letter that you can use if you wish.

The client is going to a few different countries. Should the AHC be in all those languages?

The first country of entry to the EU determines what language AHC is required.
OVForm will automatically determine the language for you.

Can I use an AHC for birds, horses, or other animals?

No. The AHC is only valid for dogs, cats, and ferrets.

How old do the pets need to be?

Pets must be older than 12 weeks to receive their rabies vaccination. The rabies vaccination is valid 21 days later. Therefore the pets need to be 15 weeks on the date of departure.
Travelling with pets younger than 15 weeks is permitted to a small number of EU countries under certain conditions. OVForm does not support this yet so you will need to complete the AHC manually. We may support this context in the future so let us know if this situation comes up for your practice regularly.

What if a pet has a tattoo for identification, and no microchip?

While this is technically allowed, OVForm does not currently support this option.
Tattoos are only allowed if legible and the owner can show evidence that it was applied before 2011.

MAKING CHANGES TO AN AHC

I created an AHC and allocated a Certificate Reference Number, but the client is no longer travelling. What can I do?


  • You can never edit the Certificate Reference Number (once it has been allocated) but you can edit all other details.
  • If the Certificate Reference Number is not going to be used then you can use that certificate for another client.
  • When you change the client the pet data will be erased, but the travel details and document uploads will remain. Be sure to remove any documents and update the travel details to avoid any errors or confusion.
  • Always update your control sheet (the form APHA sends with the Certificate numbers) to make sure the date of issue, species and language are correct.

I've spotted an error on the form that is not related to the fields I've entered. What can I do?

If you spot an error in the strikeouts, page numbering or a missing field that has been added in the steps but doesn't appear on the form, then please report the error to [email protected]. In your email please describe the error (tell us exactly what needs to change) and attach the form with the error. We will attempt to resolve it ASAP.

Can I make changes to the AHC by hand?

Technically this is allowed if the OV stamps and signs each change, but this is a risk. It is much better to have all details correct before generating the AHC.

OTHER

How can I transfer a Team to another Owner?

You currently can't transfer a Team to another user yourself, however we can do this for you if you email us at [email protected]
Otherwise, if you wish to use a different email address, i.e. you signed up with a personal address to try out OVForm and now wish to use a work address, you can change your email address on your profile.
  • Click your name in the top right corner.
  • Select 'Profile'
  • Enter your new email address next to 'email' in the 'Profile information' section, and click save.
A confirmation email will be sent to the new address.
Once you have clicked the link the email, the email address you use to log in will change to the new address you entered.

I have a question that is not answered here

Ask us at [email protected]