Record a Visit

The visit holds the medical record. Everything the clinic did for a patient on one day is recorded here: examination notes, treatments, prescriptions and follow-ups. The invoice for the visit is produced at the end of it.

A visit does not start from an empty form. You check the patient in first, and Veterian creates the visit record from that.

Where to Find This Section

• Visits in the left menu lists every visit.
• Flowboard shows today’s visits as a board, so the whole team can see which stage each patient has reached.

Checking the Patient In

Patient Check-in requires two fields: Customer and Pet.

Once you select the client, Veterian lists the records it already has for them:

• Recent Appointments: the client’s appointments around today. Selecting one checks the patient in against that appointment.
• Recent Vaccinations: the same for vaccinations that are already scheduled.

If the patient has neither an appointment nor a scheduled vaccination, use Continue Without Selection to start the visit anyway.

Note

Checking a patient in from here marks the linked appointment as arrived on its own. You do not also need to mark it on the calendar. See Appointment statuses.

Caution

A patient can only have one visit open at a time. If one is already open, Veterian tells you so (“You must complete the existing visit before starting a new one”) and offers to take you to it. Complete that visit first.

What a Visit Holds

The visit opens on its own navigation, in this order:

Visit Detail

Visit Details

SOAP Notes

Administered Treatments

Prescription

Follow-ups

Patient Checkout & Invoice

You do not have to work through them in order, and a visit is valid with most of them empty. A vaccination-only visit may never go beyond the first two.

SOAP Notes

SOAP Notes is the examination record, and it runs in a fixed order:

Section	What goes in it
Chief Complaint (CC)	The main complaint, in the owner’s terms
History of Complaint (HPI)	How the complaint developed
Current Medications	Medications and supplements the patient is already taking
Clinical Findings	What the examination found (see below)
Clinical Assessment	Your assessment of the patient’s clinical condition, based on the findings
Diagnoses	The presumptive and definitive diagnoses. Picked from the clinic’s list rather than typed. See Diagnoses
Treatment Plan	What you plan to do about it

Clinical Findings

Clinical Findings is not a single text box. It collects the objective record of the examination in four kinds of entry:

• Vital Signs: the measured values.
• Physical Exam: each system marked Normal, Abnormal or Not Examined.
• File: an uploaded document or image. A larger file is refused with File size must be less than 10MB.
• Result Templates and Lab Results: structured results. A template is a form your clinic defines once and fills in on each visit, so the same panel is recorded the same way every time.

Until anything is entered, the section reads No SOAP notes have been added.

Treatments

Administered Treatments records what was given to the patient: medications/treatments administered to the patient or to be administered by the pet owner. Add the lines, then click Save Treatments.

Each line records how the treatment was given (Oral Dose, Injection (Intramuscular or Subcutaneous), Topical Dose (Applied on Skin) and the rest) and whether the vet or the owner administers it.

Caution

Treatments are also the inventory and billing record. Once an invoice exists for the visit, changes to invoiced treatments are reflected on that invoice automatically. If an e-document has already been issued from that invoice, the quantity and invoice status of invoiced treatments can no longer be changed. See Create an invoice.

Prescription

Prescription is written on the visit and prints from it. Items are added one at a time.

Follow-ups

Add Follow-up Appointment creates the post-treatment check-up appointment from inside the visit, so you can book it while the client is still at the clinic.

Visit Status

A visit moves through four statuses, and you set them by hand from the visit itself:

Checked-inIn ProgressIn ReviewCompleted

Status	What it means
Checked-in	The patient has arrived and the visit exists
In Progress	The examination is under way
In Review	Waiting on a result or a second opinion
Completed	The visit is finished

Flowboard uses these statuses: each column corresponds to one stage, so changing the status here also moves the patient’s card on the board.

Checkout

Patient Checkout & Invoice is the last step of the visit: the treatments recorded above become invoice lines and the client pays. The invoicing screen is the same form documented in Create an invoice. Treatments arrive already listed, and you add anything else the clinic sold.

Veterian asks you about two things at checkout:

• If an appointment is linked to the visit, Veterian asks whether to change that appointment’s status too.
• If vaccinations were administered during the visit, it asks whether they should be marked as not administered. Use this if a dose was recorded but not actually given.

Printing the Visit

Print Visit Record produces the visit record as a document. The fields and the fixed texts on that document are set once in the clinic admin panel, not per visit.

Deleting a Visit

Deleting a visit deletes everything attached to it: medical notes, physical examinations, vital signs, results, files and prescriptions. The confirmation lists them before you commit.

Caution

A visit that has a treatment and an invoice on it cannot be deleted. Delete the treatment and the invoice first. Veterian does not do this for you, because both have already affected stock and payment records.