Pet Records Management
Maintain comprehensive electronic medical records for all patients at your clinic. This guide covers viewing, adding, and managing pet health records.
Overview
Putra's Pet Records system provides:
- Centralized patient database
- Complete medical history
- Vaccination tracking
- Prescription management
- Visit documentation
Accessing Pet Records
Pet Records Page
Navigate to Pet Records in the sidebar to see all patients your clinic has treated.
Records List
The list shows:
- Pet photo and name
- Species and breed
- Owner name
- Last visit date
- Quick action buttons
Searching Records
Find specific patients by:
| Search Field | Example |
|---|---|
| Pet Name | "Luna", "Max" |
| Owner Name | "Smith", "Hoxha" |
| Species | "Dog", "Cat" |
| Record ID | Unique identifier |
Viewing a Pet Record
Click on any pet to view their complete record:
Patient Overview
| Section | Information |
|---|---|
| Basic Info | Name, species, breed, sex, age |
| Owner | Name, contact information |
| Identifiers | Microchip ID (if provided) |
| Alerts | Allergies, medical conditions |
Medical History
Chronological list of all care events:
- Visit dates and reasons
- Diagnoses and treatments
- Procedures performed
- Notes and observations
Vaccinations
Complete vaccination record:
- Vaccine type
- Date administered
- Batch number
- Next due date
- Administering veterinarian
Prescriptions
All prescriptions issued:
- Medication name and dosage
- Date prescribed
- Duration
- Refill information
- Status (active/completed)
Invoices
Financial records linked to this pet:
- Service invoices
- Payment status
- Associated visits
Adding Medical Records
During a Visit
- Open the pet's record
- Click Add Record
- Select record type:
- General Examination
- Treatment
- Procedure
- Follow-up
- Other
Record Entry Form
| Field | Required | Description |
|---|---|---|
| Date | Yes | Date of the visit/service |
| Type | Yes | Category of record |
| Chief Complaint | No | Reason for visit |
| Findings | No | Examination findings |
| Diagnosis | No | Medical diagnosis |
| Treatment | No | Treatment provided |
| Notes | No | Additional observations |
| Weight | No | Current weight |
| Temperature | No | Body temperature |
| Veterinarian | Yes | Attending vet |
Saving Records
- Fill in all relevant fields
- Review for accuracy
- Click Save Record
- Record appears in the pet's history
info
Records are visible to the pet owner in their account. Be mindful of language and completeness.
Vaccinations
Adding a Vaccination
- Open pet record
- Go to Vaccinations tab
- Click Add Vaccination
Vaccination Fields
| Field | Required | Description |
|---|---|---|
| Vaccine Type | Yes | Name of vaccine |
| Date Given | Yes | Administration date |
| Batch Number | No | Lot/batch identifier |
| Manufacturer | No | Vaccine manufacturer |
| Next Due | No | When booster is due |
| Administered By | Yes | Veterinarian name |
| Notes | No | Reactions, special notes |
Common Vaccine Types
- Rabies
- DHPP (Distemper, Hepatitis, Parainfluenza, Parvovirus)
- Bordetella
- Leptospirosis
- FVRCP (Feline Viral Rhinotracheitis, Calicivirus, Panleukopenia)
- FeLV (Feline Leukemia)
Vaccination Reminders
When you enter a Next Due date:
- Owner sees it in their pet's profile
- Automatic reminder can be sent
- Shows in owner's upcoming vaccinations
Prescriptions
Issuing a Prescription
- Open pet record
- Go to Prescriptions tab
- Click New Prescription
Prescription Fields
| Field | Required | Description |
|---|---|---|
| Medication | Yes | Drug name and form |
| Dosage | Yes | Amount per dose |
| Frequency | Yes | How often to administer |
| Duration | Yes | Length of treatment |
| Instructions | No | Special instructions |
| Refills | No | Number of refills allowed |
| Prescribed By | Yes | Veterinarian name |
Prescription Example
Medication: Amoxicillin 250mg tablets
Dosage: 1 tablet
Frequency: Twice daily (every 12 hours)
Duration: 10 days
Instructions: Give with food. Complete full course.
Refills: 0
Prescription Status
| Status | Meaning |
|---|---|
| Active | Currently in use |
| Completed | Course finished |
| Discontinued | Stopped early (with reason) |
Owner Access
Pet owners can view prescriptions in their account:
- Medication details
- Dosage instructions
- Your clinic's contact for refills
Care History
Timeline View
The care history shows all events chronologically:
- Medical records
- Vaccinations
- Prescriptions
- Procedures
- Invoices
Filtering History
Filter by:
- Date range
- Record type
- Veterinarian
- Search keywords
Linked Pets
Understanding Linked Pets
When a pet owner visits your clinic:
- You gain access to their pet's record
- The pet appears in your Pet Records
- You can view and add to their history
What You Can See
| Information | Access |
|---|---|
| Basic pet info | Always visible |
| Records from your clinic | Full access |
| Records from other clinics | Not visible |
| Owner contact info | Visible for your patients |
What Owners Control
Pet owners can:
- Choose what health info to share
- See all records you add
- Access their records anytime
Adding a New Pet
For pets not in the system:
- Click Add New Pet in Pet Records
- Search for the owner (or create new)
- Enter pet information
- The pet is linked to your clinic
Minimum Required Information
- Pet name
- Species
- Owner association
Data Accuracy
Best Practices
- Document thoroughly - Include relevant details
- Use consistent terminology - Standard medical terms
- Record promptly - Enter data during or soon after visits
- Double-check entries - Verify before saving
- Update allergies - Keep critical information current
Editing Records
To correct a record:
- Open the record
- Click Edit
- Make corrections
- Add a note explaining the change
- Save
attention
Avoid deleting records. Instead, add corrections with explanations to maintain an audit trail.
Privacy & Security
Data Protection
- Records are encrypted
- Access limited to your clinic staff
- Audit trail of all changes
- GDPR/privacy compliance
Owner Transparency
Pet owners can see:
- All records you create
- When records were added
- Which veterinarian made entries
Integrations
Invoicing
Link records to invoices:
- Create the medical record
- When creating an invoice, link to the visit
- Invoice references the specific care provided
Inventory
When prescribing or using supplies:
- Track inventory usage
- Maintain stock levels
- Link to specific patient care
Troubleshooting
Can't Find a Pet
- Check spelling variations
- Search by owner name
- Verify the pet has visited your clinic
Record Not Saving
- Check required fields
- Verify form validation messages
- Check your internet connection
- Try refreshing and re-entering
Owner Can't See Records
- Records appear after saving
- Verify the pet is linked to the owner's account
- Check if owner has verified their account