£44 of care never made it onto a bill
Meloxicam for Bella and a nail clip for Pip were written in the records and are missing from their invoices. One tap adds each to the right bill.
Features
One day at Rowan Vale Vets.
Follow a three-vet practice through a Tuesday, from the first call before opening to the checks that run overnight. Everything you will see is in Vetdost.
07:52Before opening
The phone is answered before anyone is in.
The phone receptionist books real free times, cancels, takes prescription requests and messages. It only acts for your own clients, and reads everything back first.
- Caller
- "Hi, can I book Bella in for her booster?"
- Vetdost
- Of course. I have tomorrow at 9:30 with Dr Reid, or 2pm. Which would suit?
- Caller
- "Two o'clock, please."
- Vetdost
- Bella's vaccination, tomorrow at 2pm. Shall I book that?
- Caller
- "Yes please."
- Booked, and a text sent to confirm. The practice opens at 8:30.
NeverIf a caller says their dog has eaten chocolate, or presses 1, they are put straight through to a person. Every time, before anything else.
08:30Doors open
The owner reads what slipped yesterday.
A brief, first thing, from the records alone: charges the notes mention that never reached a bill, patients seen with no record, bills left as drafts.
Tuesday 4 NovemberThe Morning BriefRowan Vale Vets
Two patients seen with no record
Luna at 16:20 and Max at 17:05. A record is best written the same day.
One bill left as a draft
INV-2041 for £92.50, started yesterday.
One record missing a dose
Spotted by the record check.
09:00The day begins
One diary for the desk, the website and the phone.
Every booking, wherever it came from, lands in the same diary, against real free time. Nothing is ever booked twice.
9:0010:0011:0012:0013:0014:0015:0016:0017:00
Dr Reid
Max, recheckRocco, theatre
Dr Khan
Luna, onlineFudge, puppyBear
Dr Raman
Dental, ZiggySenior check
Booked at the deskBooked online, on your websiteBooked by the phone receptionist
Luna was booked on your website at 06:12, while everyone was asleep.
10:15Consult room 2
The vet talks. The record writes itself.
With the owner’s agreement the consult is recorded. The AI scribe drafts the clinical record, a summary for the owner and the charges, and a vet reads and signs every word.
Recording, 03:12"She's been lame on the left fore for two days. Pain on flexing the wrist, no swelling. I've given her meloxicam to take home. Let's see her again in a week."
Consult £46 and Meloxicam £26, ready for the bill
SLame on the left fore for two days.
OWeight 24.5 kg. Pain on flexion of the left carpus, no swelling.
ASoft tissue injury, left carpus.
PMeloxicam dispensed. Recheck in 7 days.
Meloxicam has no dose written. Add it before you sign.
11:40The front desk
A busy inbox, already sorted.
Texts arrive in one inbox, on the client’s record, sorted by what they need. The urgent one goes to the top in red, and replies are drafted for a person to send.
BookingCan Max come in Friday after 5?
PrescriptionRunning low on Pip's heart tablets
Urgent, ring nowShe's just eaten a whole bar of dark chocolate
ChangeCan't make Thursday, sorry!
Drafted, not sentHi Sarah, Friday at 5:15 with Dr Khan is free for Max. Shall I book it?
ThanksThank you so much for today
14:20Theatre, then the ward
Every inpatient, by the hour.
A treatment sheet for each patient on the ward: what is done, what is due, and what is late. Doses are worked out from the weight and your own formulary.
08:0010:0012:0014:0016:0018:0020:0022:00Methadone IVFluids checkTemperatureWalk and weeSmall meal
DoneDueLate
Rocco, 31.2 kg, methadone 0.2 mg/kg6.24 mgworked out, shown, and checked by a vet
15:30The controlled drugs
A register an inspector can read.
Built to the Misuse of Drugs Regulations. A running balance on every page, entries that can never be edited or deleted, and claims drafted from the record.
Methadone 10 mg/ml, balance46.0 ml
- 3 NovReceived, 3 vials+60.0
- 4 NovGiven to Rocco, kennel 3-0.6
- 4 NovCorrection, dated and signed+0.2
- 5 NovDestroyed, witnessed by Dr Khan-13.6
16:45The bill
Nothing left off. Everything chased, politely.
VAT on every line. What the notes say was done reaches the bill. And bills that go unpaid get three polite reminders, a week or more apart, never a threat.
- Consultation£46.00
- Meloxicam 32 mlIn the notes, nearly left off the bill+ £26.00
- Pain relief injection£18.50
- Bella, total with VAT£90.50
A friendly reminderthe day after it is due
A second oneat two weeks
A final oneat a month, offering to spread the cost
18:10After the visit
Aftercare lands in their pocket.
When the vet approves the owner summary, it is emailed to the owner, once, in your name. Review replies are drafted too, and never mention a pet, a visit or a bill.
Tuesday 4 November
Rowan Vale VetsnowBella's visit todayGive her Meloxicam with food once a day for five days, and keep to short lead walks...
Rowan Vale Vets2h agoMax's tablets are readyCollect from reception any time before 7pm.
★★☆☆☆
Waited forty minutes past our time and nobody told us why.
Reply drafted for youThank you for telling us, and we are sorry your visit fell short. We would like to put it right: please ring us and ask for the practice manager.
23:00While you sleep
The practice is closed. Vetdost carries on.
The work nobody has time for in the day, done quietly overnight and waiting in the morning.
- Every record from today read for gapsA dose that does not fit the weight, a plan that does not follow the findings.
- Recalls ranked for the morningBy what each is worth and how likely the owner is to book.
- An order drafted for the wholesalerWormer below its reorder line, waiting for a person to approve.
- Backups taken, and checkedEncrypted, and restored now and then to prove they work.
And the rest of the day, in one place.
The client portal, where owners see their pets and bills. Your website, designed, built and hosted. Online registration. Consent signed on screen. Estimates as a range. Health plans you own. Statements. A waiting list. Stock takes on a phone. Reports for the owner. When a pet dies, everything that would carry on stops. Working offline. An audit trail. And your data, always yours.
Your first day, done for you.
We move your records in before you switch, and nothing is written until you have seen it.
01
Your old export
Whatever your old system gives: CSV files, a spreadsheet, a backup.
02
Every column matched
Checked by a person, with you.
03
A dry run first
You see what will come in, and what needs a look.
04
In, with history
And the whole import can be undone.
See your own day in it
Book a demo, or walk through the sample practice yourself.