Smarter Week

How to automate it

How to automate “take the history and type in vitals at check-in”

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

45 min
typically, every day
45%
of the time can be automated
Some setup
to set up

Fix 1 of 2

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)

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

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.

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.

Vet tech / veterinary nurse

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Other common tasks for Vet tech / veterinary nurses