Rabies Vaccination Records (RVR) Program Overview

What is the RVR Program?

If your organization receives—or is interested in receiving—rabies vaccination records from local veterinarians, DocuPet can assist by creating records in our system to support licensing outreach. This approach is highly effective for increasing new pet owners in the system. We typically see 18–20% conversion when reminder letters are sent to encourage licensing following a rabies record upload.

Partner Responsibilities & Policies

Veterinarian Communication:
All communication with clinics must be managed by the partner. DocuPet does not contact vets directly.
Accepted File Formats:
- Spreadsheets (one record per line)
- PDF exports from vet clinics
- Files grouped by vet and labelled with clinic name and date range
- Accepted formats: PDF, XLS, or CSV
Not accepted:
- Handwritten records, TXT files, PNG/JPEG files, or mailed documents.
File Clarity Requirements:
- Spreadsheets: One row per record
- PDFs: Clear, complete, single-page records (no multi-page records)
- Do not convert original formats unless necessary—original, clean files are preferred

Dropbox Submissions

DocuPet provides a secure Dropbox link and template.
Submission Frequency: Monthly

DocuPet recommends as a best practice to submit records from the previous month during the first week of the current month
- (e.g., November records should be submitted the first week of December)

The RVR Record Upload Process

File Received:
Our Data Team reviews and preps files for upload.
OCR Processing (if needed):
Large PDFs are forwarded to our OCR (optical character recognition) provider (7–15 business days turnaround).
Quality Control:
Unprocessable records are rejected with detailed guidance provided.
System Upload:
- Existing pets: Rabies expiry updated
- New pets: New profiles created
Duplicate Management:
Our system flags potential duplicates.
- Duplicates resolved manually based on misspellings or address variations
- If unsure, we generate a report for partner review

RVR Communications

Letter Reminder Schedule:

Day 12: First reminder letter sent if no license is on file
RVR2 (Optional): Second letter boosts conversion by 8–12%
- Sent approximately 3–4 weeks after the first letter, based on engagement

Letter Details:

Features your organization's logo and return address
No email communications are sent as part of the RVR program
Refer to your contract for mailing costs

Performance Benchmarks:

15–20% conversion after the first letter
Additional 8–12% conversion with RVR2
Average return on investment (ROI) of 70% or more

Compliance & Reporting

Each month, a custom report is delivered to your Dropbox folder, summarizing:

Vet clinic name
Number of records received
Number of pets added or updated
Number of unique pet owners
Licenses issued at 10, 20, 30, 40, 50, and 60-day intervals post-upload