Veterinary EHR & Practice Management Platform
Platform Overview
Our veterinary Electronic Health Record (EHR) and practice management platform brings clinical documentation, patient administration, scheduling, inventory, billing, and day-to-day practice operations into a unified digital environment. Clinical and administrative teams work with connected information and workflows rather than maintaining separate records across disconnected tools.
At its core is a highly configurable clinical record framework. Consultation types, data-entry fields, clinical widgets, product and service selection, and associated billing actions can be tailored to the needs of an individual practice. This makes the EHR more than a repository of patient notes: it provides a structured foundation for delivering care and managing the operational activity around it.
The following overview describes the platform's principal EHR and practice management capabilities, followed by the areas available for configuration. Remote consultation capabilities are covered in a separate document.
Features at a Glance
- Client and Patient Management: Advanced search and filtering across detailed client and patient profiles, insurance and membership data, medical histories, and previous treatments.
- Clinical Records and Configurable Workflows: Tailored consultation reports, modular clinical widgets, contextual inventory selection, chargeable and non-chargeable items, Estimates, Health Plans, and controlled visibility in the pet-owner portal.
- Insurance and Provider Relationships: Insurance policies, claims submission, and provider-linked subscriptions, discounts, and membership benefits.
- Appointment Scheduling and Calendar: Structured appointment booking, veterinarian and facility availability, and a shared operational scheduling view.
- Whiteboard: Configurable workflow columns for monitoring ongoing clinical activity and the progress of consultations.
- Reminders: Configurable follow-up actions and reusable communication templates connected to relevant clinical and operational workflows.
- Employee Management and Shift Planning: Role-based portal access, consultation assignments, and fixed, variable, or rotating staff schedules.
- External Booking with Calendly-Style Scheduling and QR Codes: Self-service appointment booking without a registered account, guided by veterinarian availability or consultation type.
- Products, Services, and Inventory: Detailed catalogue management, pricing and tax attributes, stock and batch tracking, price history, and item-related reminders.
- Counter Sales: Documented front-desk purchases for registered and unregistered customers, including payment and invoicing.
- Invoicing and Financial Management: Invoices, payments, payment status, and statements linked to clinical work and sales.
- Analytics and KPI Reporting: Operational and business-performance reporting based on activity recorded in the portal.
- Multi-Clinic Management: A practical operating context for managers overseeing multiple clinics and clients associated with more than one practice.
- Guided Onboarding: Structured initial setup with essential clinic settings and default consultation, product, and service data.
- Platform Configuration and Customization: Regional preferences, pricing and tax rules, access roles, rota planning, booking parameters, clinical report design, Whiteboard stages, reminders, and plan benefits.
Client and Patient Management
The portal maintains structured profiles for pet owners and their animals, bringing together client information, patient identification, and longitudinal clinical history. Veterinarians can review earlier consultations directly from a patient's profile, providing immediate context for subsequent assessments and supporting continuity of care.
Advanced search and a broad range of filters make both databases straightforward to navigate as record volumes increase. Client profiles consolidate contact details, insurance policies, provider memberships, financial information, documents, and associated patients. Patient profiles bring together name, age, sex, species, breed, weight, microchip and passport details where applicable, as well as clinical alerts, allergies, notes, and a chronological view of previous examinations.
A particularly practical feature is one-click reuse of previously recorded treatment information. When an earlier treatment is relevant to a new consultation, the veterinarian can inspect it and add it to the current clinical record without entering the same details again. Clients may also be associated with multiple clinics, preserving a clear working context across practices.
Clinical Records and Configurable Workflows
Configurable clinical records are a core strength of the platform. Instead of imposing a uniform consultation form, the system allows practices to define record types that reflect specific examinations, procedures, and service workflows. Each record can combine relevant data fields with modular widgets and actions, creating a structured clinical workflow appropriate to its purpose.
Depending on the configuration, a record can display consultation metadata—date, time, facility, veterinarian, patient, and owner—and include clinical notes, predefined diagnoses, vital signs, document uploads, addenda, referrals, reminders, and product or service recommendations. Chargeable clinical items and non-chargeable recommendations can be distinguished within the workflow, with invoice generation and payment collection supported where appropriate.
Clinical widgets can also use context-aware inventory selection. A surgical record, for example, may display only anaesthetics in one product field and antibiotics in another. The information surfaced for each item is configurable: a clinical field may prioritize dose, administration method, and instructions, while another may include relevant financial attributes. This reduces irrelevant information and aligns the record with the task being performed.
Estimates are a dedicated record type for documenting proposed treatments or services and their anticipated costs. The system captures acceptance or decline, keeping the commercial proposal connected to the patient's clinical history and supporting a clearer approval process before treatment proceeds.
Health Plans connect plan entitlements with clinical activity. Eligible products and services can be tracked against a plan, including discounted quantities and previously utilized amounts, giving staff visibility into the benefits available during a consultation. For relevant record types, Show on Dashboard determines whether the record is also visible through the pet-owner portal.
Insurance and Provider Relationships
The platform supports the administration of insurance companies, patient policies, and insurance claims. Clinics can maintain insurer information, link relevant policies to patient profiles, and submit claims associated with insured care, keeping insurance-related processes connected to the patient record.
A separate provider model supports cooperation with pet insurance and membership organizations. Eligible pet owners can register through a provider arrangement and receive associated subscriptions, discounts, or other membership benefits. This gives participating clinics a common operational setting for both ordinary clients and members served under partner agreements. Provider-specific commercial arrangements and external integrations are defined separately.
Appointment Scheduling and Calendar
Staff-created appointments connect the client, patient, consultation type, assigned veterinarian, and clinic facility in a single booking workflow. Clinics can specify which examinations or services each veterinarian performs, so available booking choices reflect the practice's service allocation.
The calendar is a central operational planning tool. It provides clear views of scheduled appointments and the availability of veterinarians and facilities, helping teams assess occupancy, identify appropriate time slots, and coordinate daily workloads. Configurable colours distinguish consultation types visually, while employee- and facility-based views make scheduling easier to manage across different resources.
Whiteboard
The Whiteboard translates ongoing clinic activity into an accessible, shared workflow view. Its columns can be configured around the practice's consultation stages, enabling staff to follow cases from their initial stage through completion. By showing which consultations are waiting, progressing, or finished according to the configured process, it supports coordination between clinical and front-desk teams.
Reminders
Reminders connect follow-up requirements with everyday clinical and administrative work. Practices can use configurable reminder templates for consistent client communication and associate reminders with clinical records, products, or services. This helps teams retain visibility over subsequent actions without relying on separate notes or ad hoc communication.
Employee Management and Shift Planning
Employee administration supports role-based portal access, with roles such as veterinarian, manager, receptionist, and technical staff aligned to their responsibilities. Practices can also define which consultation types individual veterinarians deliver, connecting staff configuration directly to scheduling.
Working hours can follow fixed, variable, or rotating shift patterns. Shifts can be assigned, adjusted, copied, and rotated without recreating the entire schedule, supporting more efficient rota management. Staff availability then informs the wider appointment-planning process.
External Booking with Calendly-Style Scheduling and QR Codes
The portal offers Calendly-style self-service scheduling for pet owners who have not created a portal account. Clients can select a suitable consultation and choose from available appointments with the relevant veterinarian, without requiring staff to create the booking manually.
QR code booking provides an additional entry point. A veterinarian-specific QR code leads to that professional's offered consultations and available times; a consultation-specific code allows the client to choose an eligible veterinarian and book against their availability. The same booking functionality can therefore be presented around either a practitioner or a service.
Products, Services, and Inventory
The inventory and service catalogue supports end-to-end administration of clinic offerings, from definition and categorization through pricing and stock oversight. Products and services can include descriptions, category and type, intended use, instructions, warnings, and other relevant attributes. Commercial configuration covers prices, tax/VAT, margins, professional fees, and price-change history.
For physical products, the system supports batch information and quantity tracking through the stock list, alongside relevant minimum-quantity settings. Reminders may be linked to individual items or services. Because the catalogue is also available within configurable clinical records, product and service information can be used directly at the point of care rather than duplicated during consultation documentation.
Counter Sales
The Counter Sale workflow handles front-desk purchases independently of a clinical consultation. Registered clients and customers without a portal account can purchase products or services using payment methods supported by the clinic. The transaction is recorded, an invoice can be generated, and the purchase remains documented within the practice-management environment.
Invoicing and Financial Management
The portal supports invoice creation, payment management, payment-status tracking, and financial statements. Billing can arise from clinical records or counter sales, while consultation configuration determines when invoice generation is appropriate. By connecting services delivered, items sold, and the resulting financial documentation, the platform provides a more coherent view of clinical and commercial activity.
Analytics and KPI Reporting
Operational analytics and KPI reporting provide a structured view of practice performance using information captured through the portal. Managers can review available indicators, monitor activity patterns, and support decisions about clinical operations and business administration. Specific report content depends on the data recorded and the reports configured for the practice.
Multi-Clinic Management
The platform accommodates multi-site veterinary operations in which a manager may oversee several clinics and clients may maintain relationships with more than one practice. Clinic switching and default-clinic preferences help staff work in the correct operating context while maintaining a clear view of the relevant information.
Guided Onboarding
Guided onboarding streamlines initial practice setup. Clinics can establish essential administrative settings and populate their environment with default consultation types, products, and services. This provides a practical starting configuration that can subsequently be adapted to the practice's clinical and operational requirements.
Platform Configuration and Customization
The platform's configuration model spans both routine preferences and practice-specific workflow design. Clinics can adjust regional conventions and financial parameters, determine who can access particular functions, organize staff availability, and shape the structure of consultation records. The configuration areas below progress from basic setup to the more extensive clinical capabilities.
1. Regional and Measurement Preferences
Configure date formats, 12-hour or 24-hour time display, currency and currency symbols, together with the units used for patient temperature and weight. These preferences localize the working environment to established practice conventions; currency selection does not, by itself, imply automatic currency conversion.
2. Clinic Details and Administrative Setup
Maintain clinic identity, location and contact details, registration and tax information, and other essential organizational settings. In multi-clinic environments, users can select their operating clinic and establish a default clinic. The guided onboarding flow supports initial setup.
3. Taxes, Prices, and Financial Parameters
Configure relevant tax/VAT rates, product and service pricing, margins, and professional fees, with historical visibility into price adjustments. At consultation or record-type level, determine whether invoice generation forms part of the workflow.
4. Product, Service, and Inventory Settings
Organize products and services by category and attributes, including product codes, intended use, instructions, dosage, administration, and warnings where applicable. Configure batch tracking, relevant stock settings, and item-related reminders. Within a clinical record, category-specific inventory selectors can expose only the products relevant to that procedure, while the displayed clinical and financial product fields can be tailored separately.
5. Staff Roles and Portal Access
Configure access by role—including veterinarian, manager, receptionist, and technical staff—so the available portal functions reflect an employee's responsibilities. Clinic staffing and consultation assignments can be managed alongside these access settings.
6. Working Hours, Shifts, and Availability
Define fixed or variable working hours, assign employee schedules, and use copying or shift rotation to manage recurring patterns. Calendar views by employee and facility support practical availability planning.
7. Consultation Types and Booking Rules
For each consultation type, configure the name, duration, calendar colour, invoice-generation setting, and eligible veterinarians. These parameters support staff-managed appointments and the external Calendly-style booking flow, including veterinarian-specific and consultation-specific QR codes.
8. Clinical Record Types, Fields, and Widgets
Record-level configuration is the platform's most extensive customization capability. A practice can define the structure and behaviour of each clinical report rather than adapting its teams to a generic template. Available configurable elements include:
- Record structure and presentation: Consultation-specific titles, field labels, clinical notes, predefined diagnoses, vital signs, and key patient or appointment details.
- Clinical actions: Document uploads, addenda, referrals, reminders, and relevant recommendations.
- Products and services: Chargeable items, non-chargeable recommendations, and selection fields limited to specified inventory categories.
- Contextual product data: Visibility of dosage, administration instructions, warnings, prices, or other financial attributes according to the purpose of the widget.
- Clinical continuity: Access to prior treatment information, including the ability to reuse an earlier treatment in a new record with a single click.
- Commercial and scheduling behaviour: Whether the record generates an invoice, together with consultation duration and calendar colour where relevant.
- Pet-owner visibility: The Show on Dashboard setting for record types intended to appear in the pet-owner portal.
For example, a surgery report can present separate selectors for anaesthetic and antibiotic products, display the administration-related information needed by the veterinarian, and omit irrelevant financial details from those clinical fields. This level of control allows the record to reflect the actual examination workflow.
9. Whiteboard Workflow Configuration
Customize Whiteboard columns to represent the stages used by a particular clinic. This keeps the operational view aligned with the practice's own patient and consultation flow.
10. Reminders and Communication Configuration
Configure reminder templates and follow-up actions and associate reminders with clinical records, products, or services as relevant to the workflow.
11. Health Plans and Provider Benefits
Configure the products, services, and discounted quantities associated with a Health Plan and track their use within clinical records. Provider memberships and subscriptions can be linked to eligible clients, with partner-specific benefits and integrations defined under the relevant arrangement.
Collaboration Context
For prospective partners, the platform offers a configurable clinical and operational backbone rather than a collection of unrelated practice-management tools. Its principal strengths are the flexibility of the EHR record model, accessible longitudinal patient information, and the close connection between care delivery, scheduling, inventory, and billing. These capabilities can be considered for individual practices, multi-clinic organizations, and provider-led service models.
The wider Smartnet veterinary offering is described publicly as a white-label SaaS platform; deployment, branding, commercial terms, and integration requirements should nevertheless be scoped for each engagement. This document is a functional overview of the capabilities described above, not a commitment to a particular implementation or external integration.