Smarter Week

AI and automation by role · frontline

How Veterinarian teams can use AI and automation

Below are 12 common tasks for Veterinarian teams, 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: Vet, DVM, VMD, Associate Veterinarian, Veterinary Surgeon, Medical Director, Relief Vet

Find your own hour leaks, free See the fixes

Task 1 · 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 2 · 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 3 · 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 4 · typically 20 min, every day

Build treatment estimates and get owners to approve them

Software featureBest fix

Build estimates from templates and get approval by text with e-signature

Estimate templates (or treatment plans) for common procedures with low and high ranges, sent to the owner's phone to approve and sign, save time at the desk and reduce surprise bills.

Typically saves about 45% of the time2 h to set up
  1. 1Build estimate templates in your PIMS for your 15 most common procedures, with low and high ranges.
  2. 2Link them to the matching treatment plans so charges flow onto the invoice.
  3. 3Send estimates by text or the client app for e-signature and deposit.
  4. 4Review templates twice a year when prices change.

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

How to automate this task

Task 5 · 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 6 · typically 30 min, every day

Answer owner messages and emails

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)

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 20 min, every day

Request and send records and referral letters

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)

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 8 · typically 15 min, every day

Look up drug doses and clinical information

Software featureBest fix

Keep a fast drug and clinical reference open, and use its AI search

Veterinary references such as Plumb's, VIN and Vetlexicon answer dosing and clinical questions with sources, and several now offer AI-assisted search. Faster than hunting through books or forums.

Typically saves about 35% of the time15 min to set up
  1. 1Check which references your clinic subscribes to (Plumb's, VIN, Vetlexicon, Clinician's Brief).
  2. 2Put the app on the treatment room computer and your phone.
  3. 3Use the built-in AI search where offered, then open the cited monograph before dosing.
  4. 4Do not rely on general chatbots for doses.

Tools: Plumb's Veterinary Drugs · VIN · Vetlexicon

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

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 11 · typically 45 min, every day

Sort through and reply to email

AIBest fix

Have AI draft replies to routine email

Paste the thread and a one-line instruction; edit the draft instead of writing from a blank page. Most routine replies take a minute instead of five.

Typically saves about 35% of the time5 min to set up
  1. 1Open the AI assistant your company allows (or the one built into Outlook or Gmail).
  2. 2Paste the email thread, or use the built-in "draft reply" button.
  3. 3Tell it the point you want to make in one line.
  4. 4Read the draft, fix anything wrong, and send.
Prompt to copy
Draft a reply to the email below. My point: [WHAT YOU WANT TO SAY IN ONE LINE]. Keep it under 120 words, friendly and direct, and match the tone of the sender. Do not invent facts or commitments.

Email:
[PASTE THE EMAIL]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Gmail "Help me write" or Outlook Copilot

One more way to fix it
Process fix

Batch email twice a day and let rules file the noise

Rules move newsletters, notifications and CCs out of your inbox, and checking at set times stops email from cutting your day into pieces.

Typically saves about 25% of the time20 min to set up
  1. 1Create rules that move notifications, newsletters and emails where you are only CC'd into folders.
  2. 2Turn off desktop and phone notifications for email.
  3. 3Pick two or three set times a day to process the inbox to zero.
  4. 4Tell your team that anything urgent should come by phone or chat.

Tools: Outlook or Gmail rules

How to automate this task

Task 12 · typically 45 min, once a week

Sit in status or update meetings

Process fixBest fix

Replace the status meeting with a written update

Everyone posts three lines in a shared thread before a set time; you only meet when something is blocked.

Typically saves about 60% of the time15 min to set up
  1. 1Agree a format: done, next, blocked.
  2. 2Create a channel or a thread that repeats every week.
  3. 3Ask everyone to post by a set time; the lead reads them and replies to the blockers.
  4. 4Keep a shorter meeting only for the blockers, or cancel it outright.

Tools: Slack, Teams or email

How to automate this task

Quick wins

Have you tried…

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.
Have you tried running your standup as a written check-in in chat instead of a call?
Bots like Geekbot or a Slack or Teams workflow ask everyone the same three questions each morning and post the answers. You only meet when someone is blocked.
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 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.
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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