Notice to Industry 5: Requirements for veterinarians working with horses at the Mickleham Quarantine Facility

This information is for private veterinarians to understand the biosecurity requirements and their obligations to comply with them when managing imported horses at the Mickleham Quarantine Facility (MQF).

To the extent that this information is inconsistent with an import permit, direction, or authorisation to enter a quarantine facility, the conditions of the import permit, direction or authorisation take precedence and will apply.

Failure to follow these instructions or specific directions by department staff will result in removal from the facility. Additionally, failure to comply with these conditions may constitute an offence under the Criminal Code Act 1995 or Biosecurity Act 2015 and penalties may apply.

Each year, hundreds of horses are imported into Australia from the northern hemisphere. Each consignment poses a biosecurity risk for equine diseases such as equine influenza (EI), equine viral arteritis, contagious equine metritis, piroplasmosis and surra, among others. Additionally, the import of horses presents a plant biosecurity risk due to weed seeds present in air stalls, equipment and manure.

The import of horses is regulated by the Department of Agriculture, Fisheries and Forestry. The department has developed conditions for the import of horses to reduce the risk of diseases of biosecurity concern from entering Australia. Strict pre-export and post-arrival quarantine (PAQ) requirements apply to all imported horses (except those from New Zealand and New Caledonia). Strict requirements are also in place for people and goods in contact with imported horses.

The Biosecurity Act 2015 provides biosecurity officers with the authority to give decontamination directions to people if they are suspected of exposure to a disease of biosecurity concern to Australia.

All personnel are required to comply with the following general requirements:

• MQF is a non-smoking, drug and alcohol-free site. If alcohol or recreational drugs are found on site, or if personnel are suspected of being under the influence of alcohol or recreational drugs, they will be removed from MQF and further investigations will be conducted.
• Disorderly and antisocial behaviour will not be tolerated. If such behaviour occurs, the offending party will be removed from MQF and further investigations will be conducted. CCTV is in operation 24 hours a day throughout the horse compounds.
• All gates are to be kept closed and locked.
• Loss of keys or access cards, or damage to property, must be reported to department officers immediately.
• Vehicles are to be parked in the designated car park spaces only.
• Driving speed limits must be obeyed.
• Respect other people on site by keeping noise to a minimum and by entering and leaving the site quietly.

• Private veterinarians may only enter the horse compound if they:
  • are essential to horse health or biosecurity
  • have been nominated by the horse importer for the consignment or for surgery
  • are registered with a veterinary board in an Australian state or territory

  • have completed all essential online site and biosecurity training
    Training for private veterinarians includes:

    • PEQ induction - whole of site
    • PEQ induction – horse compound
    • Monitoring imported horses for diseases of biosecurity concern
    • How to tick search a horse

    Training for equine surgeons includes:

    • PEQ induction - whole of site
    • PEQ induction – horse compound
    • Attending a surgery at MQF – a guide for the equine surgical team
  • have been authorised by the department.
• Veterinarians are authorised by the department to enter the horse compound for a 12-month period after all required training has been completed annually.
• Veterinarians will be issued with an access card by security on the first day of duty for the intake. This card may be retained by the veterinarian but will only be activated for the duration of each quarantine period.
• Non-inducted veterinarians may enter for a veterinary emergency but must be accompanied at all times by a department biosecurity officer (biosecurity officer).
• The compound entry and exit log must be completed in the presence of a biosecurity officer before entering and leaving the horse compound.
• Any attendee that breaches biosecurity procedures or witnesses a breach in biosecurity procedures must report the incident to the horse compound manager (or delegate) as soon as possible.
• Veterinarians must observe all relevant animal welfare legislation when handling and treating horses within the facility.

The private veterinarian must ensure that:

• all waste generated, and sharps they use, are disposed of in the designated containers within the horse compound.
• needles are capped at all times, when not in use.
• all relevant WH&S control measures are followed and all WH&S incidents are reported to a biosecurity officer as soon as possible.

Personnel decontamination

Veterinarians attending the horse compound at MQF are required to:

• Take only essential personnel effects into the horse compound.
• Wear dedicated clothing, including underwear, socks and footwear in the horse compound, which must remain in the compound until the horses have been released from biosecurity control.
• Undertake a complete head to toe, 3-minute shower before leaving the horse compound, including washing hair, cleaning under fingernails and washing the change room access card with soap whist in the shower.
• After showering, change into clothing that has not entered the horse compound, including underwear, socks, and footwear, immediately prior to leaving the horse compound.
• Veterinarians required to attend horses in both compounds on the same day must follow all personnel and equipment decontamination procedures when leaving each compound.

Personal effects decontamination

Some personal effects are permitted to enter the horse compound. Any personal effects that enter the compound must either:

• Undergo decontamination by a biosecurity officer, prior to leaving the horse compound, by wiping down with alcohol wipes or spraying with alcohol spray. This is only permitted for items deemed appropriate for disinfection by this method (e.g. mobile phones, tablets).
  OR
• Be removed from the horse compound through the shower where they will be washed thoroughly with soap during the showering process. This is only permitted for simple wedding bands, eyeglasses and security access passes.
  OR
• Remain in the horse compound until the horses have been released from biosecurity control.

A list of permitted personal effects and the approved decontamination method for these items is located at the sign in/out counter and on the pass-through box.

Notes:

• Limited secure storage is available at the entrance to each compound for small personal items that you do not wish to take into the facility.

Veterinary equipment decontamination

• The horse compound manager (or delegate) must grant permission for equipment to enter the horse compound. All equipment brought into the horse compound:
  • must be new or cleaned and disinfected before entry
  • must only be used in one horse compound for the duration of the quarantine period, unless otherwise authorised by the department
  • must remain in the horse compound until the horses have been released from biosecurity control unless it can be adequately disinfected and removal from the compound is authorised by the department. This will be determined on a case-by-case basis.

During PAQ, private veterinarians must perform the following examinations and sample collections on each horse under the supervision of a department Veterinary Officer (VO). These requirements are stipulated in the import permit conditions.

• Collect a reference serum sample on arrival, to be stored at the Australian Centre for Disease Preparedness (ACDP).
• Take the first rectal temperature of each horse after it has arrived at the horse compound. Thermometers must be disinfected with an Isowipe between horses
• Collect nasopharyngeal swabs (nasal swabs for foals under 6 months of age) on designated days of the quarantine period for EI testing.
• Note: Nasopharyngeal swabs must be inserted to a sufficient depth to ensure that the sample is collected from the nasopharynx and not the nasal cavity.
• Carry out any additional testing or examinations as directed by the VO or biosecurity officers.
• Perform a thorough clinical examination on each horse within 24 hours of the horse arriving at the horse compound.
• Complete a thorough examination for ticks and ectoparasites for each horse, within 24 hours of the horse arriving at the horse compound.
  Ectoparasite examination requirements:
  • The examination must include close examination of ears, nostrils, under-body areas (axilla, inguinal region, submandibular), perineum, mane and tail and general examination of all other areas, using fingertips to feel for ticks including any lumps, swellings, bumps and scabs on the skin.
  • Report ticks or other ectoparasites found during the arrival examination to the supervising VO immediately.
  • The ectoparasite examination must be conducted in a systematic fashion beginning at the head and working towards the tail (on both sides), to ensure no areas are missed.
  • Close attention must be paid to any pre-existing wounds, for signs of screwworm fly larvae infestation (myiasis). Such wounds may exhibit draining, suppuration and/or enlargement; signs of infestation with serosanguineous discharge often accompanied by distinctive odour. Surveillance for such wounds should continue throughout the PAQ period, noting that they are likely to become most apparent during the first week of PAQ.

Important:

• Needles and syringes must not be re-used between horses.
• The private veterinarian must be available to attend to any horse requiring veterinary attention during PAQ.
• The private veterinarian must be present or available to attend the quarantine facility during loading of the horses where a horse has a history of behaviour that indicates it may be difficult to load onto trucks and/or there is an increased risk of harm to horses or people.
• The private veterinarian must ensure there is a sufficient supply of blood collection tubes and medications that are not past expiry date and must remove expired tubes/medications at the end or prior to each consignment.
• If the private veterinarian wishes to conduct any additional testing for equine diseases, this will require approval from the VO prior to the collection of samples.

Disease testing for horses being prepared for export after release from quarantine is not permitted throughout the quarantine period (e.g. onward movement to New Zealand at the end of the quarantine period).

In addition to the horse examination and testing requirements, responsibilities of veterinarians during PAQ include:

• Recording details of all horse health examinations, clinical findings (including a diagnosis or differential diagnoses), abnormalities, treatments and the reason for treatment prescribed on the forms provided by the department for each horse.
  Note: If the veterinarian prescribes a course of medication that has anti-pyretic effects (which can affect the reliability of rectal temperatures), additional clinical examinations and/or the collection of additional nasopharyngeal swabs may be directed by the VO.
• Ensuring all records are complete, clear and legible and include the name and signature of the veterinarian and the date.
• Completing a clinical examination of the horse before prescribing medication.
  Important: Prescription of medication without a clinical examination is only acceptable if it complies with all relevant Veterinary Practitioners Registration Board of Victoria legislation and guidelines, including ‘Telemedicine in the provision of veterinary services’ and ‘Supply and use of veterinary medications’ AND:
  • it is a recurrence of a condition previously examined and treated by that veterinarian
    OR
  • the private veterinarian has recently examined the animal and has enough personal knowledge of the animal and the consignment to establish a therapeutic need for the treatment.
    OR
  • the treatment is prescribed offsite. For treatments prescribed offsite, the veterinarian must attend MQF as soon as practicable to examine the horse and provide further treatment as necessary, AND
  • complete an offsite prescription form and email it to the required recipients within 24 hours, or on the next business day.
• Notifying the VO or Assistant Director, Horses (or delegate) immediately if a horse is suspected to be suffering from an exotic or notifiable disease

• Notifying the VO as soon as possible, either in person or by phone, if there are significant abnormalities in any horse. Abnormalities include (but are not limited to):

  • nasal discharge
  • ocular discharge
  • coughing
  • reduced appetite (for more than 3 days)
  • diarrhoea/loose stools (for more than 3 days)
  • signs of colic
  • a sudden change in health or behaviour
  • the rectal temperature of a horse is 38.5°C or higher (39°C or higher for foals under 6 months of age) on two consecutive readings.

  The VO will advise whether an additional nasopharyngeal swab (nasal swab for foals under 6 months of age) is required, to test for equine influenza virus or if any other examinations or testing are required.

Notes:

• During PAQ, each horse must have its rectal temperature taken twice daily, with a minimum of 8 hours between readings. The first temperature taken at least 8 hours after the previous temperature is the official temperature which must be recorded. If additional temperatures are taken for monitoring purposes, they can be recorded but are not considered to be official temperatures. If an additional temperature is recorded on the monitoring form, it must be clearly noted that it is not the official temperature.
• In instances where a horse has a persistently elevated temperature (over 38.5°C for more than 4 consecutive days), the importer may apply to the Horse, Livestock and Bird Imports Program in Canberra to reduce the frequency of swabbing. The application must include all relevant details of the affected horse/s. Each case will be assessed on a case-by-case basis.

• Collection of samples and testing for non-biosecurity and non-export purposes (e.g. blood profiles) is permitted during PAQ. The collection of non-biosecurity samples does not require supervision.
• Samples must be sent to an approved laboratory for testing.
• Veterinarians must be trained by the department VO to package samples collected for non-biosecurity purposes, prior to undertaking this activity. Veterinarians may delegate preparation and packaging of samples to a groom if the groom has completed the required training.

All veterinary medicines must be:

• labelled according to the key requirements for veterinary practitioners in Victoria.
• stored correctly, including storage in the locked cabinet or safe (S8 drugs) within the horse compound.
• prescribed and dispensed for use in the best interests of the animal.
• recorded accurately in clinical records. Schedule 8 drugs must be recorded in both the horse’s clinical record and in a controlled substances register with all dosage amounts included.

Storage of medications

• The storage of medications is the responsibility of the private veterinarian. All medications should be stored in accordance with the manufacturer’s guidelines.
• The veterinary medicines cabinet or fridge must be used to store all veterinary medicines and must remain locked when not in use by a veterinarian.
• The only medications that may be left in the fridge or outside the locked medicine cabinet, are those labelled and dispensed for specified horses with written instructions for the groom on how they must be administered.
• Medications which have been labelled and prepared by a private veterinarian, for IV injection by nominated grooms must be kept in the locked medicine cabinet or locked fridge, and only accessed under the supervision of a biosecurity officer. Access to these medications will only be provided when the requirements in Section: IV injections administered by nominated grooms of this NTI have been met.
• If the locked safe is used to store controlled medications (Schedule 8 drugs) each veterinarian will use their own allocated section of the safe. Each veterinarian must maintain their own controlled drug register to record the use of their Schedule 8 drugs at the site. The register must be kept within the safe with the medicines.

Labelling of medications

Labelling of single dose syringes or medication bottles must comply with key requirements for Veterinary practitioners in Victoria and include:

1. The following details (which may already be printed on the label):

   • The approved name of the substance or a proprietary name that unambiguously identifies the substance plus the strength, form (e.g. tablets) and quantity supplied.
   • The words “FOR ANIMAL TREATMENT ONLY”.
   • The words “KEEP OUT OF REACH OF CHILDREN” in red on a white background.
   • If the medicine is intended for external use only: The word “POISON”, or the words “FOR EXTERNAL USE ONLY”, in red on a white background.
   • The name, address and telephone number of the veterinarian supplying the medicine.

   AND

2. The following details (which may need to be hand-written by the veterinarian):
   • horses in intake
   • the importer name
   • the date it was dispensed and labelled
   • directions for use: refer to ‘Veterinary health record’ or ‘Offsite prescription form’ (whichever is relevant).

Dispensing medications for administration by grooms

• If the veterinarian will not be administering the medication themselves, they may dispense the medication to be administered by a groom but must provide clear, written instructions for the groom and be confident that the medication will be administered as intended.
• The veterinarian must label the medication and store it in the dispensing cupboard or fridge.
• Medication that has not been labelled and dispensed for a specific intake or specific horses (as per the requirements listed in Section: Labelling of medications of this NTI) must not be stored in the dispensing cupboard at any time.
• Grooms must:
  • not have access to the safe or the locked medicines cabinet holding restricted drugs.
  • only administer medications that are Schedule 4 or lower.
  • only administer medications for topical, oral, sub-cutaneous or intramuscular administration.
  • not be permitted to administer intravenous (IV) medications unless in exceptional cases as outlined below.

IV injections for administration by nominated grooms

In exceptional cases where the private veterinarian is not present on site but considers the health of a horse to be compromised and requiring urgent treatment, they may direct a nominated groom who has previously been deemed competent in administering IV injections to administer an IV injection to a horse.

Examples of situations where this may apply, include cases of acute illness or injury (e.g. colic, suspected limb fracture etc.) where the private veterinarian considers that the welfare of the horse and/or the prognosis for recovery will benefit from IV treatment administered before it is possible for them to attend site.

To prepare for the administration of IV injections by grooms, the private veterinarian may draw a single dose into a syringe and label it in advance, or label the bottle in advance as per the requirements listed in Section: Labelling of medications of this NTI.

This procedure is permitted for the following medications:

• Flunixin
• Buscopan®

Requirements for IV administration of medications by nominated grooms:

• The private veterinarian may only direct a nominated groom to administer an IV injection if they have first trained, observed and confirmed that the nominated groom is competent to perform the procedure under their direction.
• The private veterinarian must complete written advice for each nominated groom and submit to the department annually, to confirm that the nominated groom is competent prior to directing the nominated groom to administer any IV treatment. A sample letter for authorisation of IV injections by grooms is attached to the Notice to Industry 5 webpage.
• The direction for the treatment, and the effects of any treatment administered by the nominated groom, are the responsibility of the private veterinarian.
• The private veterinarian must complete Form: Offsite prescription of treatment for horses at the Mickleham Quarantine Facility and record directions for administration of the prescribed medication in the section entitled ‘Authorisation for a nominated groom to administer an IV injection’.
• The private veterinarian must attend MQF as soon as practicable to examine the horse and provide further treatment as necessary.
• With no exceptions, a nominated groom must only administer an IV injection to a horse when directed by the private veterinarian. A new direction must be given by the private veterinarian for each individual IV injection that a nominated groom administers.
• The private veterinarian must ensure they comply at all times with the Veterinary Practitioners Registration Board of Victoria legislation and guidelines.