Smarter Week

AI and automation by role · frontline

How Vet tech / veterinary nurses can use AI and automation

Below are 11 common tasks for Vet tech / veterinary nurses, most common first. For each one you get the best fix (AI, automation, a feature in software you already have, or a simpler process), the steps to set it up and, for AI fixes, a prompt to copy.

Also called: LVT / RVT / CVT, Veterinary Nurse, Veterinary Assistant, Veterinary Technician, Vet Tech, Kennel Assistant, Surgical Technician

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Task 1 · typically 45 min, every day

Take the history and type in vitals at check-in

Software featureBest fix

Send owners a digital check-in form before they arrive

Owners fill in the reason for the visit, history questions and consent forms on their phone before arriving, so the tech starts from a filled-in history and the front desk does not retype.

Typically saves about 40% of the time2 h to set up
  1. 1Turn on digital check-in or forms in your PIMS or client app (PetDesk, Vetstoria, Weave, Otto or your PIMS client app).
  2. 2Build a short history form for common visit types (sick visit, wellness, surgery drop-off).
  3. 3Send it automatically with the appointment reminder.
  4. 4Have techs confirm and add to the answers instead of starting from scratch.

Tools: PetDesk, Vetstoria, Weave, Otto or your PIMS client app · Your practice management system (ezyVet, Cornerstone, AVImark, Covetrus Pulse, Shepherd, Digitail, Vetspire, Instinct or similar)

One more way to fix it
Software feature

Use a veterinary AI scribe to draft the SOAP note

Vet AI scribes listen to the exam (or your recap) and draft the SOAP note, discharge instructions, client email and referral letter in your format. Many vets finish records before going home for the first time in years.

Typically saves about 45% of the time45 min to set up
  1. 1Check whether your PIMS includes a scribe (for example the AI scribe in Covetrus Pulse, Digitail, or ScribbleVet with Instinct), or trial a stand-alone one such as ScribbleVet, Scribenote, VetRec or Talkatoo.
  2. 2Set up your SOAP template, abbreviations and the way you like plans written.
  3. 3Record the exam or speak a 60-second recap straight after.
  4. 4Review and correct the note before saving; it is your medical record.
  5. 5Use the same recording to generate the discharge sheet and client email. Use the tools your clinic has approved; keep client contact and payment details out of general AI tools.

Tools: ScribbleVet · Scribenote · VetRec · Talkatoo · Covetrus Pulse AI scribe · Digitail

How to automate this task

Task 2 · typically 45 min, every day

Update treatment sheets and make sure every charge gets billed

Software featureBest fix

Run hospital patients on an electronic whiteboard that bills as you go

Electronic treatment sheets show every in-patient's tasks on one screen, remind staff when treatments are due and add the charge to the invoice when a task is ticked, so missed charges disappear.

Typically saves about 40% of the time3 h to set up
  1. 1Check whether your PIMS includes an electronic whiteboard or treatment sheet, or ask about IDEXX SmartFlow.
  2. 2Build treatment templates for common hospitalised cases and anaesthesia monitoring.
  3. 3Tick tasks on the screen or tablet as they are done.
  4. 4Review the invoice against the sheet at discharge.

Tools: IDEXX SmartFlow · Your practice management system (ezyVet, Cornerstone, AVImark, Covetrus Pulse, Shepherd, Digitail, Vetspire, Instinct or similar)

How to automate this task

Task 3 · typically 90 min, every day

Write SOAP notes and medical records, often after closing

Software featureBest fix

Use a veterinary AI scribe to draft the SOAP note

Vet AI scribes listen to the exam (or your recap) and draft the SOAP note, discharge instructions, client email and referral letter in your format. Many vets finish records before going home for the first time in years.

Typically saves about 45% of the time45 min to set up
  1. 1Check whether your PIMS includes a scribe (for example the AI scribe in Covetrus Pulse, Digitail, or ScribbleVet with Instinct), or trial a stand-alone one such as ScribbleVet, Scribenote, VetRec or Talkatoo.
  2. 2Set up your SOAP template, abbreviations and the way you like plans written.
  3. 3Record the exam or speak a 60-second recap straight after.
  4. 4Review and correct the note before saving; it is your medical record.
  5. 5Use the same recording to generate the discharge sheet and client email. Use the tools your clinic has approved; keep client contact and payment details out of general AI tools.

Tools: ScribbleVet · Scribenote · VetRec · Talkatoo · Covetrus Pulse AI scribe · Digitail

One more way to fix it
Software feature

Use templates and quick-text for your common visit types

Templates for wellness exams, vaccines, dentals and common problems fill in the normal findings, so you only type what is different.

Typically saves about 30% of the time2 h to set up
  1. 1List your ten most common visit types.
  2. 2Build a SOAP template for each in your PIMS with normal exam findings pre-filled.
  3. 3Add quick-text shortcuts for phrases you type every day.
  4. 4Share them across the team so records are consistent.

Tools: Your practice management system (ezyVet, Cornerstone, AVImark, Covetrus Pulse, Shepherd, Digitail, Vetspire, Instinct or similar)

How to automate this task

Task 4 · typically 20 min, every day

Write discharge and home-care instructions

Software featureBest fix

Use a veterinary AI scribe to draft the SOAP note

Vet AI scribes listen to the exam (or your recap) and draft the SOAP note, discharge instructions, client email and referral letter in your format. Many vets finish records before going home for the first time in years.

Typically saves about 45% of the time45 min to set up
  1. 1Check whether your PIMS includes a scribe (for example the AI scribe in Covetrus Pulse, Digitail, or ScribbleVet with Instinct), or trial a stand-alone one such as ScribbleVet, Scribenote, VetRec or Talkatoo.
  2. 2Set up your SOAP template, abbreviations and the way you like plans written.
  3. 3Record the exam or speak a 60-second recap straight after.
  4. 4Review and correct the note before saving; it is your medical record.
  5. 5Use the same recording to generate the discharge sheet and client email. Use the tools your clinic has approved; keep client contact and payment details out of general AI tools.

Tools: ScribbleVet · Scribenote · VetRec · Talkatoo · Covetrus Pulse AI scribe · Digitail

One more way to fix it
AI

Have AI write home-care instructions and owner updates in plain language

AI turns your clinical notes into clear instructions or a friendly update for the owner, with the medicine schedule and warning signs laid out. Save good ones as templates.

Typically saves about 50% of the time10 min to set up
  1. 1Gather the diagnosis, medications and doses, and what the owner must watch for.
  2. 2Use the prompt below in an approved AI tool; leave out the owner's name and contact details.
  3. 3Check every dose and instruction against your notes.
  4. 4Save the best versions as PIMS templates so you only do it once per condition.
Prompt to copy
Write home-care instructions for the owner of a [SPECIES, AGE] diagnosed with [DIAGNOSIS]. Medicines exactly as I prescribed: [MEDICINE, DOSE, HOW OFTEN, HOW LONG]. Include: what is going on in one or two sentences, a simple medicine schedule, feeding and activity advice I gave [ADVICE], warning signs that mean they should call or come in, and the recheck date [DATE]. Reading level: 6th grade, warm and clear. Do not add advice I did not give; mark anything to check as [CHECK].

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Your PIMS or AI scribe templates

How to automate this task

Task 5 · typically 30 min, every day

Explain home care, meds and diet to owners

AIBest fix

Have AI write home-care instructions and owner updates in plain language

AI turns your clinical notes into clear instructions or a friendly update for the owner, with the medicine schedule and warning signs laid out. Save good ones as templates.

Typically saves about 50% of the time10 min to set up
  1. 1Gather the diagnosis, medications and doses, and what the owner must watch for.
  2. 2Use the prompt below in an approved AI tool; leave out the owner's name and contact details.
  3. 3Check every dose and instruction against your notes.
  4. 4Save the best versions as PIMS templates so you only do it once per condition.
Prompt to copy
Write home-care instructions for the owner of a [SPECIES, AGE] diagnosed with [DIAGNOSIS]. Medicines exactly as I prescribed: [MEDICINE, DOSE, HOW OFTEN, HOW LONG]. Include: what is going on in one or two sentences, a simple medicine schedule, feeding and activity advice I gave [ADVICE], warning signs that mean they should call or come in, and the recheck date [DATE]. Reading level: 6th grade, warm and clear. Do not add advice I did not give; mark anything to check as [CHECK].

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Your PIMS or AI scribe templates

How to automate this task

Task 6 · typically 30 min, every day

Call owners back with lab results and updates

Software featureBest fix

Send normal results by text or app message, and call only for abnormal ones

A short message template for normal results, sent through your client app or texting tool, replaces most results calls. Vets and techs call when results need a conversation.

Typically saves about 40% of the time45 min to set up
  1. 1Agree which results can go by message (normal bloodwork, negative tests).
  2. 2Write two or three templates with what the result means and next steps.
  3. 3Send through your client communication tool (PetDesk, Vetstoria, Weave, Otto or your PIMS client app).
  4. 4Keep calls for abnormal results, new diagnoses and worried owners.

Tools: PetDesk, Vetstoria, Weave, Otto or your PIMS client app · Your practice management system (ezyVet, Cornerstone, AVImark, Covetrus Pulse, Shepherd, Digitail, Vetspire, Instinct or similar)

One more way to fix it
AI

Have AI write home-care instructions and owner updates in plain language

AI turns your clinical notes into clear instructions or a friendly update for the owner, with the medicine schedule and warning signs laid out. Save good ones as templates.

Typically saves about 50% of the time10 min to set up
  1. 1Gather the diagnosis, medications and doses, and what the owner must watch for.
  2. 2Use the prompt below in an approved AI tool; leave out the owner's name and contact details.
  3. 3Check every dose and instruction against your notes.
  4. 4Save the best versions as PIMS templates so you only do it once per condition.
Prompt to copy
Write home-care instructions for the owner of a [SPECIES, AGE] diagnosed with [DIAGNOSIS]. Medicines exactly as I prescribed: [MEDICINE, DOSE, HOW OFTEN, HOW LONG]. Include: what is going on in one or two sentences, a simple medicine schedule, feeding and activity advice I gave [ADVICE], warning signs that mean they should call or come in, and the recheck date [DATE]. Reading level: 6th grade, warm and clear. Do not add advice I did not give; mark anything to check as [CHECK].

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Your PIMS or AI scribe templates

How to automate this task

Task 7 · typically 30 min, every day

Handle medication and food refill requests

Process fixBest fix

Write refill rules the team can approve without the vet

Standing rules for routine refills (exam within 12 months, stable chronic meds, preventives) let techs approve them, so vets only see exceptions. Requests arrive through the app instead of the phone.

Typically saves about 40% of the time2 h to set up
  1. 1List your most common refills (flea, tick and heartworm preventives, chronic meds, prescription diets).
  2. 2Write the criteria for each with your medical director (last exam date, labs, dose unchanged).
  3. 3Let trained techs approve requests that meet the criteria.
  4. 4Ask owners to request refills through the client app or online pharmacy, not by phone.

Tools: Your practice management system (ezyVet, Cornerstone, AVImark, Covetrus Pulse, Shepherd, Digitail, Vetspire, Instinct or similar) · PetDesk, Vetstoria, Weave, Otto or your PIMS client app

One more way to fix it
Software feature

Move refills and food to your online pharmacy with autoship

A clinic-branded online pharmacy with autoship sends repeat medications and prescription diets straight to the owner's door, approved in a click, and cuts the shelf stock you need to count.

Typically saves about 45% of the time2 h to set up
  1. 1Set up or turn on your clinic's online store (for example Covetrus vRxPro or Vetsource).
  2. 2Enrol owners of chronic patients in autoship at checkout.
  3. 3Approve requests in one queue each day.
  4. 4Cut back in-house stock of slow-moving items.

Tools: Covetrus vRxPro · Vetsource

How to automate this task

Task 8 · typically 45 min, once a week

Count stock and order drugs, food and supplies

Software featureBest fix

Let the PIMS track stock and suggest the order

When invoices reduce stock automatically, your PIMS can show what is below par and build the order. Distributor apps and purchasing tools compare prices across suppliers.

Typically saves about 45% of the time3 h to set up
  1. 1Make sure every item sold or used is linked to an inventory item in your PIMS.
  2. 2Set par levels for your top 50 items.
  3. 3Use the reorder report to build orders, or a purchasing tool such as Vetcove.
  4. 4Count high-value items monthly and fix the differences.

Tools: Your practice management system (ezyVet, Cornerstone, AVImark, Covetrus Pulse, Shepherd, Digitail, Vetspire, Instinct or similar) · Vetcove · Distributor ordering apps (Covetrus, MWI, Patterson)

One more way to fix it
Software feature

Move refills and food to your online pharmacy with autoship

A clinic-branded online pharmacy with autoship sends repeat medications and prescription diets straight to the owner's door, approved in a click, and cuts the shelf stock you need to count.

Typically saves about 45% of the time2 h to set up
  1. 1Set up or turn on your clinic's online store (for example Covetrus vRxPro or Vetsource).
  2. 2Enrol owners of chronic patients in autoship at checkout.
  3. 3Approve requests in one queue each day.
  4. 4Cut back in-house stock of slow-moving items.

Tools: Covetrus vRxPro · Vetsource

How to automate this task

Task 9 · typically 15 min, every day

Keep the controlled drug log and counts

Software featureBest fix

Track controlled drugs electronically with automatic running balances

Electronic controlled drug logs in your PIMS or a dispensing cabinet record who drew what for which patient, keep the running balance and make audits a report, not a hunt through paper.

Typically saves about 40% of the time2 h to set up
  1. 1Check whether your PIMS has a controlled substance log, or whether a dispensing cabinet fits your volume.
  2. 2Record each draw against the patient record at the time it happens.
  3. 3Do the daily or weekly count against the system balance.
  4. 4Print the audit report for DEA or state inspections.

Tools: Your practice management system (ezyVet, Cornerstone, AVImark, Covetrus Pulse, Shepherd, Digitail, Vetspire, Instinct or similar) · Controlled drug dispensing cabinets

How to automate this task

Task 10 · typically 45 min, every day

Call or text owners about overdue vaccines and checkups

AutomationBest fix

Send vaccine, wellness and appointment reminders automatically

Automatic reminders by text, email and app for due vaccines, wellness exams and appointments, with a booking link and confirm-by-reply, replace most reminder calls.

Typically saves about 70% of the time1 h to set up
  1. 1Turn on automated reminders in your client communication tool (PetDesk, Vetstoria, Weave, Otto or your PIMS client app).
  2. 2Set the sequence: due date, 2 weeks overdue, 6 weeks overdue.
  3. 3Include an online booking link in every reminder.
  4. 4Call only the short list of owners who do not respond.

Tools: PetDesk, Vetstoria, Weave, Otto or your PIMS client app · Your practice management system (ezyVet, Cornerstone, AVImark, Covetrus Pulse, Shepherd, Digitail, Vetspire, Instinct or similar)

How to automate this task

Task 11 · typically 60 min, once a week

Train new hires and walk them through the basics

Software featureBest fix

Put new-hire basics into short phone lessons

Short training lessons on a phone cover the basics (tills, food safety, opening and closing) so you spend your time on hands-on coaching instead of repeating the same talk.

Typically saves about 35% of the time3 h to set up
  1. 1List what you explain to every new hire.
  2. 2Use your company training app (Axonify, Trainual, SafetyCulture Training, or the training in your scheduling app).
  3. 3Have AI turn your notes into short lessons and quizzes if the app allows.
  4. 4Assign the lessons before the first shift and coach the rest on the floor.

Tools: Axonify · Trainual · SafetyCulture Training (EdApp) · 7shifts or Harri training

How to automate this task

Quick wins

Have you tried…

Have you tried a veterinary AI scribe that drafts your SOAP notes?
Tools like ScribbleVet, Scribenote, VetRec or the scribe built into your PIMS listen to the exam or your recap and write the SOAP note, discharge sheet and client email for you to check.
Do your hospitalised patients run on an electronic whiteboard that bills as you tick tasks?
Electronic treatment sheets remind staff when treatments are due and add the charge to the invoice automatically, so nothing gets missed.
Do vaccine and wellness reminders go out automatically with a link to book?
Tools like PetDesk or Vetstoria send reminders by text, email and app and let owners book online. Staff only call the few who do not reply.
Do repeat meds and prescription food go out through an online pharmacy with autoship?
A clinic-branded online store ships refills straight to the owner on a schedule. You approve the request in a click instead of filling and calling.
Have you had AI turn your notes into clear home-care instructions for the owner?
AI writes the medicine schedule, care advice and warning signs in plain language. You check every dose and save the good ones as templates.
Have you let an AI notetaker write your meeting notes and action items?
Tools like Copilot in Teams, Zoom AI Companion or Otter join the call, write the summary and list who owes what. You just check it and send.
Have you had AI draft a reply to a tricky or routine email?
You paste the email and say the point you want to make; the AI writes a draft you edit. Outlook and Gmail now have this built in.
Do you send a booking link instead of emailing back and forth about times?
A booking link shows your free times so the other person picks one. Outlook and Google Calendar both have this built in.

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