Understanding your pet healthcare records
Nibbles needs your pet’s medical records to process claims quickly and accurately. Submitting vet records ahead of filing your first claim confirms your pet is up-to-date on their routine wellness exams, and mitigates any claim denial due to assumed associated pre-existing conditions.
Whether you are switching vets, traveling with your pet, or visiting an emergency clinic after hours, having this information ready ensures your pet gets the right treatment.
What should a medical record include?
Nibbles requires 24 months of your pet’s medical records, or all of their medical records if they are younger than 24 months. You will only need to send these records the very first time you submit a claim for your pet.
To help us support your pet’s health, a complete record should include:
- Identification details: Your pet’s name, breed, age, and microchip number.
- Veterinary visits: Dates and reasons for all routine check-ups and emergency consultations.
- Preventive care records: Information about flea, tick, and heartworm preventatives.
- Vaccination history: Dates and types of all vaccinations.
- Medical history: All past and present health conditions, treatments, and procedures.
- SOAP notes: Subjective, Objective, Assessment, and Plan details from your vet that help us track treatments for your claims.
- Medication records: Current and past medications, dosages, and duration.
- Diagnostic test results: Results from blood tests, X-rays, and ultrasounds.
Here is an example:
Requesting your records
You can request medical records directly from your veterinarian via email or phone. You will need to submit these to Nibbles before you file your first claim.
If your pet has visited multiple clinics, you may need to provide written consent to transfer those files to a central location. We recommend requesting all available records rather than specific fragments to ensure nothing is missed. Some vets may charge a nominal fee for compiling these records.
What to do if records are lost
We know how stressful it can be to lose important documents. If you’ve lost vet records, please contact your veterinarian and any clinics or emergency rooms that can share your pet’s visit information with you.
Email example to send to vet for records
Subject: Request for Pet Medical Records: [Pet full name]
Hi [Vet's Name/Clinic Name],
I'm writing to request a copy of my pet's complete medical records for the past 24 months. To ensure nothing is missed, I'd appreciate a full record including:
- Identification details (name, breed, age, microchip number)
- Veterinary visit history
- Vaccination records
- Preventive care information
- Any diagnoses, treatments, or procedures
- SOAP notes
- Medication history
- Diagnostic test results (bloodwork, X-rays, etc.)
Please let me know if there's a release form to sign or any associated fees. I'm happy to provide any additional information needed to process this request.
Thank you for your help!