Veterinary Practice Mgmt connects scheduled visits with animal patient records, vaccination events and attributed clinical work. Encounters hold the appointment and visit state, linked to Patients and the responsible clinician.
Encounters in one list
Clinical Reviewer inspects the permitted clinical evidence and approves encounter completion.
Every feature works on the same records. Pick one to see the screen your team works in.
Keep the pet, owner and operational encounter connected.
Animal patients
| Id | Owner name | Pet name | Species | Breed | Birth date | |
|---|---|---|---|---|---|---|
| VET-2026-1041 | Maya Patel | Luna | Dog | Mixed breed dog | 13 Oct | |
| VET-2026-1042 | Elena Ruiz | Milo | Cat | Domestic shorthair cat | 12 Oct | |
| VET-2026-1043 | Noah Kim | Pippa | Rabbit | Lop-eared rabbit | 19 Oct | |
| VET-2026-1044 | Amina Yusuf | Basil | Guinea pig | Abyssinian guinea pig | 16 Oct | |
| VET-2026-1045 | Jonas Keller | Nori | Ferret | Sable ferret | 11 Oct |
Record the administered vaccine and due date under the attending veterinarian.
Animal vaccinations
| Id | Animal | Vaccine name | Lot number | Administered at | Next due date | |
|---|---|---|---|---|---|---|
| VET-2026-1041 | Lina Haddad | Luna rabies booster | L26-7608 | 16 Oct | 23 Oct | |
| VET-2026-1042 | Elena Ruiz | Milo canine distemper booster | L26-3524 | 03 Nov | 23 Oct | |
| VET-2026-1043 | Amina Yusuf | Pippa puppy parvovirus dose | L26-2402 | 29 Oct | 23 Oct | |
| VET-2026-1044 | Ravi Desai | Basil feline rabies booster | L26-6551 | 24 Oct | 23 Oct | |
| VET-2026-1045 | Lina Haddad | Nori feline leukemia booster | L26-5734 | 21 Oct | 23 Oct |
Move scheduled visits into documented care and licensed review.
Completion waits for the clinical reviewer
| Id | Patient | Clinician | Visit type | Started at | Ended at | |
|---|---|---|---|---|---|---|
| VET-2026-1041 | Jonas Keller | Noah Kim | Annual wellness exam | 19 Oct | 24 Oct | |
| VET-2026-1042 | Noah Kim | Marcus Reed | Vaccination visit | 20 Oct | 28 Oct | |
| VET-2026-1043 | Lina Haddad | Maya Patel | Dental follow-up | 29 Oct | 06 Nov | |
| VET-2026-1044 | Lina Haddad | Ravi Desai | Illness consultation | 20 Oct | 23 Oct | |
| VET-2026-1045 | Sofia Costa | Jonas Keller | Postoperative check | 29 Oct | 31 Oct |
Keep clinical notes and measurements connected to the encounter and author.
Clinical notes
| Id | Encounter | Author | Note type | Note text | Signed at | |
|---|---|---|---|---|---|---|
| VET-2026-1041 | Juniper post-op check | Elena Ruiz | Wellness exam | Appetite and energy normal; exam unremarkable | 11 Oct | |
| VET-2026-1042 | Nori senior bloodwork visit | Jonas Keller | Dental follow-up | Gums healing well after dental cleaning | 22 Oct | |
| VET-2026-1043 | Nori senior bloodwork visit | Maya Patel | Vaccination note | Vaccine given; no immediate reaction | 19 Oct | |
| VET-2026-1044 | Nori senior bloodwork visit | Amina Yusuf | Sick visit | Ear redness improved with prescribed drops | 25 Oct | |
| VET-2026-1045 | Basil ear infection recheck | Amina Yusuf | Lab review | Bloodwork reviewed; kidney values stable | 04 Nov |
Use purpose-specific consent and effective clinical authority at the point of care.
Approval conditions
| Id | Clinician | Privilege type | License number | Issuing authority | Verification evidence | |
|---|---|---|---|---|---|---|
| VET-2026-1041 | Maya Patel | Document | CP-19103 | California Veterinary Medical Board | patel_license_check_2026.pdf | |
| VET-2026-1042 | Sofia Costa | Prescribe | CP-39813 | Oregon Veterinary Medical Examining Board | ruiz_license_check_2026.pdf | |
| VET-2026-1043 | Elena Ruiz | Review | CP-66610 | Washington Veterinary Board | kim_license_check_2026.pdf | |
| VET-2026-1044 | Lina Haddad | Study investigator | CP-58290 | Nevada State Board of Veterinary Examiners | yusuf_license_check_2026.pdf | |
| VET-2026-1045 | Sofia Costa | Document | CP-29898 | Arizona Veterinary Medical Examining Board | keller_license_check_2026.pdf |
Assign the next care task and keep completion evidence visible.
Care team assignments
| Id | Patient | Clinician | Access purpose | Effective from | Effective to | |
|---|---|---|---|---|---|---|
| VET-2026-1041 | Sofia Costa | Priya Nair | Primary clinical care | 24 Oct | 30 Oct | |
| VET-2026-1042 | Elena Ruiz | Jonas Keller | Dental procedure support | 19 Oct | 23 Oct | |
| VET-2026-1043 | Jonas Keller | Priya Nair | Vaccination administration | 30 Oct | 08 Nov | |
| VET-2026-1044 | Maya Patel | Marcus Reed | Laboratory result review | 11 Oct | 13 Oct | |
| VET-2026-1045 | Maya Patel | Noah Kim | Postoperative follow-up | 28 Oct | 04 Nov |
Bill completed services from limited visit information and reconcile patient-scope payments.
Payments
| Id | Patient | Received at | Amount | Reference | Status | |
|---|---|---|---|---|---|---|
| VET-2026-1041 | Sofia Costa | 18 Oct | 490 | PAY-2026-10418 | Confirmed | |
| VET-2026-1042 | Jonas Keller | 10 Oct | 950 | PAY-2026-10419 | Confirmed | |
| VET-2026-1043 | Amina Yusuf | 16 Oct | 860 | PAY-2026-10420 | Confirmed | |
| VET-2026-1044 | Elena Ruiz | 13 Oct | 440 | PAY-2026-10421 | Confirmed | |
| VET-2026-1045 | Jonas Keller | 09 Oct | 390 | PAY-2026-10422 | Confirmed |
Scheduled visit to billed care ships ready to use. One step needs a named approval before the work moves on: Review encounter (Clinical Reviewer).
Resolve the patient and clinician before arranging the visit.
Check signed consent and effective clinical access before admission.
Record attributed notes and measurements for the visit.
Keep the animal, vaccine lot and due date with the attending veterinarian.
Have the licensed reviewer decide whether documented care can complete.
Validate the completed service and reconcile confirmed patient payments.
Open any encounter to see its animal patients, the roles that work on it, its process stages and its approvals on one page.
Patient, Clinician, Visit type and Scheduled at.
Each line is linked to this encounter.
Admin, Coordinator and Veterinarian, each with their own permissions.
Schedule encounter and Register animal, with the role that acts.
Review encounter, with who decides.
Lina Haddad · Scheduled
| Id | Owner name | Pet name |
|---|---|---|
| VET-2026-1041 | Maya Patel | Luna |
| VET-2026-1042 | Elena Ruiz | Milo |
| VET-2026-1043 | Noah Kim | Pippa |
Signed in as Clinical Reviewer
| Decision | Approver | |
|---|---|---|
| Review encounterHave the licensed reviewer decide whether documented care can complete. | Clinical Reviewer | |
| Approve Encounters | Clinical Reviewer |
Everyone opens Veterinary Practice Mgmt to the work that is theirs. Pick a role to see what it starts with.
Proposed role maintaining staff identity, clinical-access configuration and the practice setup.
Proposed role resolving patient context and arranging admission with the required consent checks.
This is the first screen this role sees.
Encounters · Coordinator
Proposed role documenting care and capturing animal and vaccination records within authorized care-team scope.
This is the first screen this role sees.
Clinical notes · Veterinarian
| Id | Encounter | Author | Note type | Note text | Signed at | |
|---|---|---|---|---|---|---|
| VET-2026-1041 | Juniper post-op check | Elena Ruiz | Wellness exam | Appetite and energy normal; exam unremarkable | 11 Oct | |
| VET-2026-1042 | Nori senior bloodwork visit | Jonas Keller | Dental follow-up | Gums healing well after dental cleaning | 22 Oct | |
| VET-2026-1043 | Nori senior bloodwork visit | Maya Patel | Vaccination note | Vaccine given; no immediate reaction | 19 Oct | |
| VET-2026-1044 | Nori senior bloodwork visit | Amina Yusuf | Sick visit | Ear redness improved with prescribed drops | 25 Oct | |
| VET-2026-1045 | Basil ear infection recheck | Amina Yusuf | Lab review | Bloodwork reviewed; kidney values stable | 04 Nov |
Proposed role holding the effective Review privilege and deciding whether documented encounters can complete.
This is the first screen this role sees.
Clinical privileges · Clinical Reviewer
| Id | Clinician | Privilege type | License number | Issuing authority | Verification evidence | |
|---|---|---|---|---|---|---|
| VET-2026-1041 | Maya Patel | Document | CP-19103 | California Veterinary Medical Board | patel_license_check_2026.pdf | |
| VET-2026-1042 | Sofia Costa | Prescribe | CP-39813 | Oregon Veterinary Medical Examining Board | ruiz_license_check_2026.pdf | |
| VET-2026-1043 | Elena Ruiz | Review | CP-66610 | Washington Veterinary Board | kim_license_check_2026.pdf | |
| VET-2026-1044 | Lina Haddad | Study investigator | CP-58290 | Nevada State Board of Veterinary Examiners | yusuf_license_check_2026.pdf | |
| VET-2026-1045 | Sofia Costa | Document | CP-29898 | Arizona Veterinary Medical Examining Board | keller_license_check_2026.pdf |
Proposed role assigning dated patient tasks and verifying their completion or escalation.
This is the first screen this role sees.
Care tasks · Follow-up Coordinator
Proposed role preparing service charges and reconciling confirmed payments using minimal encounter billing information.
This is the first screen this role sees.
Charges · Billing Staff
Review vaccination due dates, clinical handoffs, follow-up outcomes and billing scope.
This quarter
How far records got this quarter
| Stage | Reached | Step | |
|---|---|---|---|
| Scheduled | 48 | ||
| Arrived | 10 | 21% | |
| In progress | 2 | 20% | |
| Awaiting review | 1 | 50% |
Sample counts per stage
Group animal vaccinations by Animal and vaccine name, showing administered at and next due date alongside animal patient pet name and owner name.
Compare Encounters by Clinician, scheduled at and Status to distinguish scheduled visits from care in progress.
List Encounters with Status awaiting review and their Clinician, started at and ended at so the reviewer can identify unfinished handoffs.
Show Consents with Status Pending or Expired by Patient, Purpose, Version and expires at without treating patient consent status as signed evidence.
Review clinical privileges by Clinician, privilege type, Status, effective from and effective to to distinguish verified authority from lapsed or suspended records.
Compare care tasks by assigned to, Status, due at and completed at, retaining cancelled and escalated work as distinct outcomes.
List Charges with Status Draft or Approved by Encounter, service description and Amount for billing review.
Group Invoiced Charges through encounter patient and Confirmed Payments by Patient for the agreed date scope, without implying invoice-level allocation.
See how Veterinary Practice Mgmt fits your kind of team.
Keep routine pet visits connected to owner details, clinical evidence and follow-up.
Make clinical authority and review responsibilities visible when colleagues share care.
Keep repeat vaccination work traceable to the animal, date and attending clinician.
Each stage of scheduled visit to billed care names the role that acts and the status it records, so a change is never anonymous.
Each stage, the role that acts and the status it records
Prepare the visit cycle and inspect operational questions with your permitted assistant.
Set up connections through ERP.AI and Proto workflows, with every change logged.
Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.
Browse all 14 tablesStart with one team and one process, then add the rest once the basics are running.
Choose a routine appointment, animal registration and vaccination case. Confirm how the patient context differs from the animal record in the practice’s records and identify the encounter that supplies operational context. Decide the consent purposes and review responsibility with the clinical owner.
Map actual accounts through the staff member’s linked user account. Prepare effective clinical privileges and care-team assignments, then map Coordinator, Veterinarian, Clinical Reviewer, Follow-up Coordinator and Billing Staff responsibilities. Test ordinary accounts rather than relying on an administrator’s access.
Follow the migration order for patient context, encounter references and animal records. Confirm how staff enter vaccine names, lot references and dates. Resolve missing source information before sending a capture command.
Admit with Signed consent, document the visit and inspect the licensed review decision. Capture a vaccination with valid authority on administered date. Repeat with withdrawn consent, ended access and an impossible date interval to inspect the actual rejection.
Assign a dated task and complete it with the required information. Bill Completed care from the minimal encounter projection, inspect Confirmed payments and compare the agreed patient scope. Configure any external accounting or payment connection separately.
$0per user
The base account and everyday work in the ERP.AI app are free, for every user.
| Usage | Per $1 |
|---|---|
| Record reads (list, filter, get) | 20,000 |
| Search or aggregate queries | 4,000 |
| Record writes | 4,000 |
| Imported or synced records | 200,000 |
| Workflow runs | 2,000 |
| AI agent runs | 2,000 |
| Scheduled jobs or webhooks | 20,000 |
| File uploads (MB) | 2,000 |
| CSV or PDF exports | 100 |
Click Get started, then use Proto to configure Veterinary Practice Mgmt for your business. Pilot a routine animal visit with resolved staff identity, purpose-specific signed consent, vaccination capture, clinical review and a completed service billing handoff. Include rejected cases before introducing wider records.
The animal's encounter reference points to encounters. The encounter supplies patient and clinician context, while the animal record keeps owner name, pet name, species, breed and birth date. Each vaccination references that animal and the attending Veterinarian.
Coordinator schedules the visit with its date, clinician and visit type after resolving the patient context. Configure the practice's chosen appointment-request channel and rehearse its handoff to Coordinator.
The non-emergency workflow requires a Signed purpose-specific consent record. Resolve the signed document, intended purpose, version and validity before admission. Missing or withdrawn consent blocks the permitted path.
The workflows resolve the staff member's linked user account identity and check the required Verified clinical privilege and Active care-team coverage. Interpret those records with their effective windows and patient scope. For vaccination capture, coverage must include the administered date.
The vaccination workflow rejects the whole command when the required references or domain values are missing or the interval is impossible. Rehearse a next due date before the administered date and inspect the rejection before relying on bulk capture.
The next due date supports a due queue and follow-up decisions. Agree who reviews due events and contacts the owner through the practice's chosen communication channel.
A licensed Clinical Reviewer examines the permitted encounter evidence at awaiting review and approves completion. A draft note, vaccination entry or recorded end date does not replace that decision. Map the responsibility to an appropriately authorized account during setup.
The billing workflow uses only the minimal encounter billing projection needed to validate completed care. Clinical notes and observations stay outside that read scope. Rehearse Billing Staff permissions through a direct record request as well as the billing screen.
Billing Staff compares invoiced service charges with confirmed patient payments for the agreed reporting scope. Check the encounter context and payment dates behind any difference, then reconcile any external accounting handoff separately.
Start free, then use Proto to change fields, steps and approvals before your team goes live.