Smarter Week

How to automate it

How to automate “request and send records and referral letters”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today.

20 min
typically, every day
60%
of the time can be automated
Easy
to set up

Fix 1 of 2

Software featureBest fix

Let owners message, request records and get answers in the client app

A client app or portal lets owners see vaccine records, request refills, send photos and message the clinic, and lets you share records with other clinics in one click. It replaces many calls and faxes.

Typically saves about 35% of the time2 h to set up
  1. 1Turn on the client app or portal that works with your PIMS (PetDesk, Vetstoria, Weave, Otto or your PIMS client app).
  2. 2Invite owners at every checkout with a QR code.
  3. 3Save reply templates for the common questions.
  4. 4Share records with specialists and other clinics from the PIMS or app instead of faxing.

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)

Fix 2 of 2

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

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

VeterinarianVet receptionist / client service

HourLeak · the 8-minute work audit

How many hours does this cost you?

The free 8-minute check works out where your week goes and gives you your top fixes. The team scan does the same for everyone and adds it up, so you know which leaks to fix first.

Take the free check Scan my team, $49

Answers are anonymous. Leaders only see team totals.

Other common tasks for Veterinarian teams