--- version: "Working version" variant: "Commercial" language: "en" --- # Welcome to the Vetspire User Manual * ## [Vetspire System Requirements](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/vetspire-hardware-environment-requirements.md) Vetspire can be accessed on a Mac or Windows device, iPad or Android tablet, and iOS or Android smartphone. For desktop and laptop computers, Vetspire requires... * ### [Patient Check-In](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/patient-check-in.md) A client can complete self check-in forms before their appointment, or you can check-in a client from Schedule or Flow. Client Self Check-In Prior to an appoin... * ### [About Visits](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/about-visits.md) A visit in Vetspire is designed to be a container for a patient's appointment/encounter, NOVASheets, notes, documents, and other components of the medical reco... * ### [Vetspire Global Navigation](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/home-page-toolbar.md) Across the top of the Vetspire application is the Global Navigation header. From Global Navigation, you can access different Vetspire pages and features, chang... * ### [Vetspire Integrations](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/vetspire-integrations.md) Vetspire integrates with a variety of applications that help optimize your practice operations and assist with patient care, including laboratory and imaging i... * ### [About NOVA: Inside the NOVABoard](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/use-the-novasheet.md) NOVA is Vetspire's electronic whiteboard and treatment sheet solution. NOVA is designed specifically for patients receiving routine care, such as in emergency ... * ### [About Patient Chart](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/patient-information-screen.md) The Patient Chart in Vetspire is an individual patient's profile that includes all of their essential information, medical and immunization history, diagnostic... * ### [About Encounters](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/the-encounter.md) In Vetspire, an encounter is a complete record of an interaction between veterinary staff and a client and patient. In addition to SOAP notes, encounters are u... * ### [Vetspire AI](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/vetspire-ai.md) Welcome to Vetspire AI! The modern, cloud-based architecture of Vetspire is inherently optimized for AI. Our suite of AI features helps streamline your clinica... * ### [Vetspire® WINK App for Ophthalmology](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/vetspire-wink-app-for-ophthalmology.md) WINK by Vetspire® is a mobile app for animal ophthalmologists to easily complete medical exams and record diagnostics. The WINK app links directly to open enco... * ### [Vetspire FAQs \& Best Practices](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/vetspire-troubleshooting-tips-best-practices.md) How to Contact Vetspire Support Recommendations for Parent \& Child Inventory Configurations Reminders: Protocols vs. Cadences vs. Appointment Reminders Sharing... --- version: "Working version" variant: "Commercial" language: "en" --- # Abaxis (Legacy Integration) Abaxis has been replaced by [Zoetis Point-of-Care](https://www.zoetisus.com/diagnostics/). This article provides information for practices already integrated with Abaxis. Please [contact Zoetis](https://www.zoetisus.com/contact-us) to migrate from Abaxis to Zoetis Point-of-Care. [Abaxis](https://www.abaxis.com/) (part of Zoetis) offers real-time diagnostics that enable you to quickly view in-house lab results when providing emergency care. ## VETSCAN® FUSE (Abaxis Fuse) The [VETSCAN® FUSE](https://www.zoetisus.com/products/diagnostics/programs/fuse-connectivity/) (formerly known as the Abaxis Fuse) is hardware installed to your computer that enables Vetspire to connect directly to Abaxis. Your **Fuse URL** , **Username** , and **Password** are used to integrate Abaxis with Vetspire. The Fuse URL will be several numbers unique to each practice. The default Username and Password are *Admin* for signing in to the Fuse URL. These will differ from the username and password entered during the Vetspire Integration. Once your Abaxis-Vetspire integration setup is complete, patients with diagnostic orders display in the **Patients** list on the **Fuse website**. It can take up to two (2) minutes for a patient with a new diagnostic order to display in this list. ## Abaxis Diagnostic Codes { code: "AR", name: "Avian/Reptilian Profile Plus" }, { code: "CWP", name: "Canine Wellness Profile" }, { code: "CDP", name: "Comprehensive Diagnostic" }, { code: "CC", name: "Critical Care Plus" }, { code: "EPP", name: "Equine Profile Plus" }, { code: "KPP", name: "Kidney Profile Plus" }, { code: "LA", name: "Large Animal Profile" }, { code: "MLP", name: "Mammalian Liver Profile" }, { code: "Prep", name: "Prep Profile II" }, { code: "T4", name: "Thyroxine(T4)/Cholesterol Test" }, { code: "EP", name: "Electrolyte Plus" }, { code: "PCP", name: "Preventive Care Profile Plus" }, { code: "PP", name: "Phenobarbital Profile Species" }, { code: "HEM", name: "Hematology" }, { code: "PT/aPTT", name: "PT/aPTT Combination Test" }, { code: "Fib", name: "Equine Fibrinogen Test" }, { code: "E", name: "Ehrlichia Rapid Test" }, { code: "P", name: "Parvo Rapid Test" }, { code: "A", name: "Anaplasma Rapid Test" }, { code: "G", name: "Giardia Rapid Test" }, { code: "L", name: "Lyme Rapid Test" }, { code: "FF", name: "FeLV_Fiv Rapid Test" }, { code: "c", name: "(lower case) cPL Rapid Test" }, { code: "FLE", name: "Flex4 Rapid Test" }, { code: "H", name: "Heartworm Rapid Test" }, { code: "SA", name: "Urine Sediment" }, { code: "SA10", name: "Urine Sediment and UA10" }, { code: "SA14", name: "Urine Sediment and UA14" }, { code: "UA10", name: "UA10" }, { code: "UA14", name: "UA14" }, --- version: "Working version" variant: "Commercial" language: "en" --- # About AI Clinical Assistant Findings **This feature is available upon request for organizations using Vetspire AI.** Please contact Vetspire Support or your account representative to add AI Clincial Assistant to your Vetspire AI suite. The **AI Clinical Assistant** feature is used during encounters to provide suggestions for testing, differentials, and diagnoses based on your SOAP notes. **AI Clinical Assistant** uses the encounter data and key patient details (such as species, breed, age, and gender) to identify relevant information and cites sources from trusted veterinary journals. **Vetspire Recommends** AI Clinical Assistant looks at *all* information in the encounter, including notes synced from [AI Scribe](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/about-ai-scribe.md) recordings and manually entered information. If you are using AI Scribe, we recommend using Clinical Assistant Findings *after* syncing so that the full encounter can be taken into account. ## How AI Clinical Assistant Works Once information is saved to the encounter, select the **magic wand button** at the bottom of the screen. (It's right next to the [AI Scribe](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/about-ai-scribe.md) microphone!) ![AI CX access button.png](https://manual.vetspire.com/__attachments/a_0f29527f2c60f0709511377d9cd00cd9b77d831c1fc7ce345db48cc6fde082a8/AI%20CX%20access%20button.png?cb=86b5f24bde008ea3992e44a11adfedb7) Once **Vetspire AI** completes a synthesis of the encounter, the **magic wand button** updates to display "Findings Ready!" and a **View** option. Select **View** to open the **Clinical Assistant Findings** window. ![AI CX view findings.png](https://manual.vetspire.com/__attachments/a_b7410e3ca5d2cf48fe04a5097042cc1c7d93f300abb5e7e95096498baf2c8faa/AI%20CX%20view%20findings.png?cb=10d39bb7d8cfac0a1c250e661f9117a6) The **Clinical Assistant Findings** window displays a brief summary of the Objective and Subjective findings as well as **Immediate Recommendations** for next care steps. **Immediate Recommendations** includes recommended tests and high-priority actions. ![AI CX example window.png](https://manual.vetspire.com/__attachments/a_703078fa3bc32012b9675bc70a100b65ffaae73f0c47272cbc8e8dd1ee593cdd/AI%20CX%20example%20window.png?cb=01df40be17ba1d28f97168386ac88f63) The **Clinical Assistant Findings** window then displays two sections: **Differentials** and **Recommended Tests**. ### Differentials Differentials in Clinical Assistant Findings are possible diagnoses based on the encounter notes, organized by highest to lowest confidence. Each suggested differential has a clickable reference link to the related source. Select the footnote to open a brief description of the differential from the source, then select the **Open Link arrow** ![AI DDX Reference arrow.png](https://manual.vetspire.com/__attachments/a_d42805fe7b9c6c2381b7813239a014d47707e207b0597cb89bebfbc67f34e1b7/AI%20DDX%20Reference%20arrow.png?cb=68f0e330169598d1be1dd0566ec66bb8) to display the source article in a new browser tab. ![AI DDX Reference link.png](https://manual.vetspire.com/__attachments/a_ecbd2972b93276065579e7bf729a3f764470cbf714ea62ba0c35ada74cfbb9eb/AI%20DDX%20Reference%20link.png?cb=fedea3a2144c9d2587af9c782cb2f87e) ### Recommended Tests Clinical Assistant Findings recommends tests that are related to the suggested differentials, organized by highest to lowest priority. Each recommended test has a clickable reference link to the related source article. ![AI DDX Recommended tests.png](https://manual.vetspire.com/__attachments/a_7e9551c7324a0fd992c70319c36d904cbbdecfbfdbf6a34dd211390a25b90d84/AI%20DDX%20Recommended%20tests.png?cb=3612704c3eee1275ce6fd553080283ea) ### Additional Notes About Clinical Assistant Findings * The **Recommended Tests** section does not link to any in-house or reference labs integrated with Vetspire. * Information cannot be transferred from the Clinical Assistant Findings window into the encounter, but you *can* copy and paste information from the window into the encounter or elsewhere in Patient Chart. ## Chat with AI Clinical Assistant When you use Clinical Assistant Findings to view diagnostic and differential recommendations based on your SOAP notes, you can chat with **Vetspire AI** to ask questions and dive deeper into the AI's recommendations. **Vetspire AI** uses your encounter notes, the patient's medical history, presenting complaints, and trusted veterinary journals to answer your questions. **Vetspire AI** stores your chat history for 7 days, so you can pick up right where you last chatted and revisit previous responses. To access the Clinical Assistant chat: 1. Select the **magic wand button** to generate Vetspire AI's synthesis of the encounter, then select **View** to open the Clinical Assistant Findings window. ![AI CX view findings.png](https://manual.vetspire.com/__attachments/a_b7410e3ca5d2cf48fe04a5097042cc1c7d93f300abb5e7e95096498baf2c8faa/AI%20CX%20view%20findings.png?cb=10d39bb7d8cfac0a1c250e661f9117a6) 2. Select the **Clinical Assistant** button at the bottom of the Clinical Assistant Findings window to display the chat window. ![AI CX chat button.png](https://manual.vetspire.com/__attachments/a_365d0b1c51fe706d3e81b865fe4b85d6ebb36bf5c454b749323c686d91052d92/AI%20CX%20chat%20button.png?cb=c89fe48f656dfd7888ceefa636462c07) 3. Enter your question in the chat. Vetspire AI will use information from the patient's medical history, presenting complaint(s) in the encounter, and trusted veterinary journals to answer your questions and make recommendations on diagnosis differentials. ![AI DDX submit question prompt.png](https://manual.vetspire.com/__attachments/a_388b26e435493b1724a128ddc77921262bd6cfac9c40a07c33e84bcec7ce1120/AI%20DDX%20submit%20question%20prompt.png?cb=682548d1b7efab1bec397a48f079960a) 4. (Optional) To copy Vetspire AI chat responses to paste into the patient's medical record, select the **copy button** ![Screenshot 2026-05-19 144017.png](https://manual.vetspire.com/__attachments/a_3380b8e1d9b9f6a9ca5f1374fdd18d13793c5923a10d3a18a5baa8b689c377bc/Screenshot%202026-05-19%20144017.png?cb=8e94c74b14d21940097bade0d4d4e305) . --- version: "Working version" variant: "Commercial" language: "en" --- # About AI Import **This feature is available upon request for organizations using Vetspire AI.** Please contact Vetspire Support or your account representative to add AI Import to your Vetspire AI suite. With **Vetspire AI** , you can now import medication, immunization, and reminder data from uploaded PDFs directly into the patient's medical record. When you use the **AI Import** feature, Vetspire AI extracts key details from the [summarized document](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/ai-summary-for-uploaded-documents.md) and prompts you to review the information *before* saving to the medical record. You can choose which details you want to upload and make edits as needed. ## How to Use AI Import 1. From **Patient Chart \> Uploads** , select the **AI Summary** button for the document you want to review. This opens the PDF Summary panel on the right side of the screen. ![access ai pdf summary btn.png](https://manual.vetspire.com/__attachments/a_af4497f76b333dd3e377651b817fccaf96d0b7c959a7dd2d6ec2bf8454fd6e96/access%20ai%20pdf%20summary%20btn.png?cb=dd52dc459092ac919bb5b984effad9a6) AI Summaries match the original content of the PDF, including dates, personal details, measurements, and medication information. 2. Select the **Import Data** button at the bottom of the PDF Summary panel. The panel then expands to display the Import Data window. ![pdf summary access import data btn.png](https://manual.vetspire.com/__attachments/a_29b5f6cd9991d06ba2ef271c7f5e827f5ec54a9061eef4c4d9b28e1150a6e046/pdf%20summary%20access%20import%20data%20btn.png?cb=e2ce8dc6bf79cefdbcfb973610d0b683) 3. (Optional) In the left column of the panel, select to view Vetspire AI's **PDF Summary** or the original document in the **PDF Viewer**. (The panel displays the PDF Viewer by default.) 4. In the Import Data window, select the corresponding tab for the data you want to view: *Reminders* , *Immunizations* , or *Medications*. 5. (Optional) Select the **pencil icon** in the **Actions** column to make edits to the details of a reminder, immunization, or medication. You can review and edit all extracted information before importing for each data type. 6. Select **Import All**. ![import data annotated window.png](https://manual.vetspire.com/__attachments/a_4b1f51e2d42bef2105895ac6ae2a1d725be143687eeaf7a3931ef2717ae2bc3a/import%20data%20annotated%20window.png?cb=7a51fa1e9351e15b9d296d54f95f8b75) ### What do I do when AI Import lists a product that is NOT in my Vetspire Inventory? When importing products from documents summarized by Vetspire AI, and there is no match for the product in your Vetspire Inventory, you can manually add the product to the patient's chart. **Note:** This will not create a new product record in your Vetspire Inventory. ![verify import.png](https://manual.vetspire.com/__attachments/a_c8814d0cdd3807bfaaec7e766cb8aa58cca96d2d6aa8be0badd1ed4fe9ad70e5/verify%20import.png?cb=9cbd3d83cc222dde6ec62f7d0efc314c) ### Where does data imported by AI Import display in Patient Chart? * **Reminders:** When imported, the protocol reminder is added under **Patient Reminders** in the right panel of Patient Chart. The reminder details include the protocol name and due date. * **Immunizations:** When imported, immunization data displays in Patient Chart \> Immunizations with a 'Historical' label. ![immunization historical badge.png](https://manual.vetspire.com/__attachments/a_7c1a5de9d6d05d32cddd335c43fd6e7f096d79ea491220227eb4c0e69c057277/immunization%20historical%20badge.png?cb=c16764ecd97cfcc6a48f9a73e209ca1e) * **Medications:** When imported, medication data displays in Patient Chart \> Medications with a 'Historical' and/or 'External' label, and the record displays in the *Verify Import* status. Select the **ellipsis** to open the action menu for the medication and choose the appropriate option for the patient's current medication routine: *Mark Active* , *Mark Inactive* , *Remove Historical* , or *Remove External*. ![verify import medication.png](https://manual.vetspire.com/__attachments/a_c73406f428f23e0fa549426fe76bf69d4cd827c9c4bde0cecd4d0352ce185ebe/verify%20import%20medication.png?cb=c574fb96a478023d757af4b15dc8f518) ### What data can AI Import add to Patient Chart for immunizations and medications? The following table lists which details Vetspire AI can extract and import for immunizations and medications, when these details are available in the PDF document uploaded to Patient Chart: | | **Immunizations** | **Medications** | | **Imported Data** | * Immunization name * Administration site * Route * Lot number * Lot expiration date * Manufacturer * Immunization type * Administered date * Next due date * Notes | * Medication name * Dose * Frequency * Quantity * Number of refills * Refill-by date (*MM/DD/YYYY*) * Prescribing provider * Prescription date * Expiration date (*MM/DD/YYYY*) * Lot number * Fulfillment source * Method * Instructions | |-------------------|---------------------------------------------------------------------------------------------------------------------------------------------------------------------|-------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| ## 'Patient Information Mismatch' Alert When Vetspire AI detects differences between the patient's medical record and the PDF content, a 'Patient Information Mismatch' alert displays at the top of the Import Data window. The alert lists which details do not match the patient's information, so you can then review the patient's details and make edits as needed. Information currently in Vetspire displays in **bold** , and mismatched information in the PDF displays in *italics*. ![Screenshot 2026-02-09 141518.png](https://manual.vetspire.com/__attachments/a_9fb5a3e44b2293743a64b52bd4a31d3a793e1f4742703345c3edf392a593aafb/Screenshot%202026-02-09%20141518.png?cb=88204061045b051573fec4ba4b97eb03) --- version: "Working version" variant: "Commercial" language: "en" --- # About AI Patient Summary **Experience the Future of Veterinary Practice with AI** We designed our AI features to ensure that your practice has the technology it needs to succeed today and well into the future. Together, Vetspire's **AI Patient Summary** and [**AI Scribe app**](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/about-ai-scribe.md) help you streamline documentation and enhance clinical efficiency. Contact [**sales@vetspire.com**](mailto:sales@vetspire.com) or your account representative to get started with Vetspire AI. The **AI Patient Summary** window gives you access to key patient health details and care considerations at-a-glance, including recent encounter findings, medications, allergies, and pre-existing conditions. The **AI** that powers **Patient Summary** reads and synthesizes the patient's chart and encounter history for you, so you can see essential information **in a single click!**This helps clinic staff more efficiently prepare for a patient's upcoming visit without having to search through medical records for the details they need. **Vetspire Recommends** Google Chrome is the recommended web browser for Vetspire and Vetspire AI features. ## Access AI Patient Summary You can access the AI Patient Summary window from **Patient Chart** or the **Schedule** calendar. **In Patient Chart:** Select the **Summary** button in the [Patient Banner](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/patient-information-screen.md) to open the AI Patient Summary window. ![PET_Banner_AISummary_MRK.png](https://manual.vetspire.com/__attachments/a_47403ebc63ab3badc3d0ccebe142c0b5e21bec636e43316c3210222433d7a1ad/PET_Banner_AISummary_MRK.png?cb=d31f6b16a1a6f1c277344aaa5c900296) **In Schedule Calendar:** Select an appointment to open the Appointment Details, then select the **Summary** button to open the AI Patient Summary window. ![SCHED_Appt_AISummary_MRK.png](https://manual.vetspire.com/__attachments/a_af75b3a319437c00f6710fcdefe93e8e90c3fbae09a49382f40cdf263d4477ae/SCHED_Appt_AISummary_MRK.png?cb=6788dcbbcca83b6072c7192373a0f3f4) ## How It Works AI Patient Summaries are **generated at night for the following day's scheduled appointments**, so the Summary is up to date before the patient's visit. You can re-run the AI Patient Summary at any time after adding new information to the patient's chart. AI Patient Summaries include **up to three (3) years** of patient data from Vetspire and, if applicable, your practice's previous PIMS. ### What is included in AI Patient Summary? 1. **Patient Info Banner:** Displays the client's and patient's names; the patient's gender/alteration status, age, weight, breed, and CPR status; and any patient tags. 2. **Recent History:** Lists all encounters from the last year and any notable observations, procedures, or notes. If the patient has not had any encounters in the last year, this field displays their most recent exam from the last three years. 3. **Care Considerations:** Lists key health points and information from the patient's medical record, encounter history, and [PDFs uploaded to their chart](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/tips-to-prepare-pdfs-for-ai-summarization.md). ![AI_Summary-Example_Annotated.png](https://manual.vetspire.com/__attachments/a_acbffd25ac327f0c18fccea85356cd3fcd05715af9e16da4750da3712dba2c7c/AI_Summary-Example_Annotated.png?cb=059a1502f35f9ee5a8dc3a33796ecffd) **We want your feedback!** At the bottom of the AI Patient Summary window, you can rate how helpful and accurate the summary is (5 paws = *excellent!*). When you submit a rating, a Provide Feedback window displays where you can enter comments for our team. ![AI_Summary-Rating.png](https://manual.vetspire.com/__attachments/a_482e19c4f85f6884cf25f491a9599af2d86e57908279419196ab4cbe0a4ddfb0/AI_Summary-Rating.png?cb=754f64a5560722b8f40116c9f485632d) ## Patient Summary Assistant Chat You can chat with Vetspire AI to quickly search for and locate key information in the patient's summary. Vetspire AI Assistant chats are designed to: * Generate responses that are grounded in the patient's medical record * Prevent the addition of unsupported information * Maintain a natural conversation flow when you ask follow-up questions * Provide clear error messages and reliable error handling to ensure a smooth user experience Vetspire AI stores your chat history for 7 days, so you can pick up right where you last chatted and revisit previous responses. Vetspire AI Assistant Chat features are available upon request for organizations using Vetspire AI. Please contact Vetspire Support or your account representative to get started. To access the Patient Summary Assistant Chat: 1. In Patient Chart, select the **AI Summary** button in the Patient Banner. This opens the Patient Summary window on the right side of the screen. ![access ai summary pet banner.png](https://manual.vetspire.com/__attachments/a_afda8ad0c3c28dc273ab4cf210dd69c706e6af3c39c5ed8453cb0e87cce59261/access%20ai%20summary%20pet%20banner.png?cb=ce80a76a9d7ce07f37b940a495f81fba) 2. Select the **Patient Summary Assistant** button at the bottom of the Patient Summary window. The chat window then displays next to the Patient Summary. ![patient summary access assistant chat btn.png](https://manual.vetspire.com/__attachments/a_8f2aac681ac99e3ca609767a58eebed6221a7697d3a806422284caace682ac22/patient%20summary%20access%20assistant%20chat%20btn.png?cb=c608d3a3ac4693397f80f312b4ea1098) 3. Type your question in the chat window, then select the **arrow icon** or the Enter key on your keyboard to submit your entry. **Patient Summary Assistant** will also prompt you with suggested questions to get started. ![patient summary assistant chat enter question.png](https://manual.vetspire.com/__attachments/a_cf4ea9b033fe41f8a997e9d57a9345e5f8e41cc48e95db1f4271bd0c8f0a7af3/patient%20summary%20assistant%20chat%20enter%20question.png?cb=c717892141c371b84cd1ac92c00f6725) 4. **Patient Summary Assistant** includes links to the encounters and uploads that it cites information from. Select the reference number and then select the source title or the **Open Link arrow** ![AI DDX Reference arrow.png](https://manual.vetspire.com/__attachments/a_7d3fa75d03766072f7a7f7c785925433a8648d355ebd6ada14d547a101adc1ed/AI%20DDX%20Reference%20arrow.png?cb=68f0e330169598d1be1dd0566ec66bb8) to navigate to the source. ![ai patient summary assistant source pop-up.png](https://manual.vetspire.com/__attachments/a_da54a735fa3e3569382d5e1cb3cc6378b1f2fd9e8bd0e36e0d3b91c31675def3/ai%20patient%20summary%20assistant%20source%20pop-up.png?cb=065e7a1dd0113b5f9723e4ecf77f5208) 5. (Optional) To copy Vetspire AI chat responses to paste into the patient's medical record, select the **copy button** ![Screenshot 2026-05-19 144017.png](https://manual.vetspire.com/__attachments/a_958f0d25a86f01df7774a8e6422d2f9145208cea549e8bda89fa691f8a880e4b/Screenshot%202026-05-19%20144017.png?cb=8e94c74b14d21940097bade0d4d4e305) . --- version: "Working version" variant: "Commercial" language: "en" --- # About AI Scribe (Web Version) **Experience the Future of Veterinary Practice with AI** We designed our AI features to ensure that your practice has the technology it needs to succeed today and well into the future. Together, Vetspire's **AI Scribe app** and [**AI Patient Summary**](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/about-ai-patient-summary.md)help you streamline documentation and enhance clinical efficiency. Contact [**sales@vetspire.com**](mailto:sales@vetspire.com) or your account representative to get started with Vetspire AI. Vetspire's **AI Scribe** enables veterinary teams to record and transcribe client conversations and automatically generates SOAP notes for you in real-time -- no typing required! Using speech-to-text mapping, AI Scribes makes recommendations for each encounter section based on your conversation and verbal assessment. You can still manually enter encounter data and interact with all encounter sections while AI Scribe is recording. You have complete control over the encounter notes suggested by AI Scribe. Once you stop a recording, the AI Scribe review process begins -- you can then decide which AI Scribe suggestions you want to save to the encounter, or sync them all! AI Scribe is accessed within a patient's encounter on a desktop or laptop computer. (You can also access AI Scribe on your iOS mobile device using the [**Vetspire AI app**](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/about-the-vetspire-ai-app.md).) **Vetspire Recommends** Google Chrome is the recommended web browser for Vetspire and Vetspire AI features. ## How It Works In an encounter, select the **AI Scribe microphone** above the encounter footer to **start a new recording**. (Your browser may prompt you to grant Vetspire permission to access the microphone on your device.) ![AI Scribe web microphone above enc footer.png](https://manual.vetspire.com/__attachments/a_54607cde6305f20d012725d73da246c2230dc3b335b1ff600dc8afde3d9dc676/AI%20Scribe%20web%20microphone%20above%20enc%20footer.png?cb=3e23e9d50ee7cdb1e788a6262ecc122a) The **recording bar** displays above the encounter footer. You can pause, stop, and delete your recordings and create as many recordings as you need. ![image-20260302-163207.png](https://manual.vetspire.com/__attachments/a_4fa680cf3703f87db6a8a1186456d7cf2c23b9cd7154e5b9eaaeb40c90bf56b9/image-20260302-163207.png?cb=aadeb3be8bbd30ac20681cea01fd9446) When you select the **Stop icon** , AI Scribe begins processing your recording and preparing transcribed notes for your review. The recording bar will then update to say **Notes Ready!** Select **Review** to open the Review Notes window. ![AI Scribe web review select.png](https://manual.vetspire.com/__attachments/a_902bd0e785411a0eb7e177a89ee1bfa305ffd14bee48968c3e7164850483cad9/AI%20Scribe%20web%20review%20select.png?cb=5d474fc4a71cb3ef77a540dc01788ce2) ## Intuitive Review Process New notes suggested by AI Scribe are ++underlined++ in the Review Notes window. Existing and manually entered notes are not stylized. You can edit AI Scribe's suggestions *before* syncing the encounter section. You can sync individual sections or select **Sync All** to add all of AI Scribe's suggested notes to the encounter. ![AI Scribe review notes window.png](https://manual.vetspire.com/__attachments/a_5087e1074a24938bc6365d44b5a974310a1450fa8e3d43125fb775875cb3a3a1/AI%20Scribe%20review%20notes%20window.png?cb=f34a16ba1ebefd3a90c31c7170ed3173) When a field is **grayed out**, this means that AI Scribe does not suggest any data input for this field. You are still able to edit this field in the encounter. Example: An unexamined part of the Objective assessment ![ai scribe review notes window.png](https://manual.vetspire.com/__attachments/a_5087e1074a24938bc6365d44b5a974310a1450fa8e3d43125fb775875cb3a3a1/AI%20Scribe%20review%20notes%20window.png?cb=f34a16ba1ebefd3a90c31c7170ed3173) An alert displays when AI Scribe suggests an edit to a **current selection** in the encounter. ![ai scribe different finding.png](https://manual.vetspire.com/__attachments/a_f3d822e0f36754be0ce7d596fe331a99d6cf4253ff40513b6e1c774560ffa2d3/ai%20scribe%20different%20finding.png?cb=81ae87e0409c7d263d4992576529dfd7) ## Access AI Scribe Recordings All saved recordings display at the top of the encounter: * AI Scribe audio files are stored in the encounter for **7 days** after the recording is saved. * Select **Retrieve Notes** to access the Review Notes window and edit, sync, or decline suggestions while the encounter is still open and unsigned. * Select **View Transcript** to read a copy of the recording. * **Multiple recordings** can be saved to the same encounter. * AI Scribe recordings are **internal only**. The audio files and transcriptions are NOT shared with clients when sharing the patient's medical records. ![AI Scribe web saved recording.png](https://manual.vetspire.com/__attachments/a_8a7aa6d674dc90d5b131a428986be38dddbd70a5e3c9c822bb1ae71450a83276/AI%20Scribe%20web%20saved%20recording.png?cb=0456b9aadcc4e87ed0a6d35d03e08be3) ## Can I use AI Scribe when examining multiple patients at once? Yes! [See our guide to Multi-Patient Recording](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/ai-scribe-support-for-multi-patient-recording.md) for details. --- version: "Working version" variant: "Commercial" language: "en" --- # About Automatic Appointment Confirmation Texts The **AutoConfirm Appointments** feature (accessed via **More \> Marketing \& Reminders \> Reminders \> Appt. AutoConfirm**) sends system-generated and automated SMS (text) messages to clients reminding them of their scheduled appointments. To enable AutoConfirm Appointments, toggle on the **Enable AutoConfirm** setting. ![MRKT_ApptAutoConf_FullScreen_MRK.png](https://manual.vetspire.com/__attachments/a_096de61e31245e9f5d3f8b6980e75387aeccb44598a4564a6bf7fe1a550321f4/MRKT_ApptAutoConf_FullScreen_MRK.png?cb=286a6fe0ceed4e9d59edd99eb29e16a9) **For Exam Appointment Types Only** Automatic confirmation texts are sent only for *Exam* appointment types. *Exam* appointment types are configured in More \> Admin \> Appointment Types when **Is Exam** is set to *Yes*. ## How It Works When AutoConfirm Appointments is enabled, clients receive a text message 24 hours before their upcoming appointment start time. They can reply "Y" to confirm the appointment or "N" to cancel. * When a client responds with "Y," the system updates their appointment status from *Planned* to *Confirmed*. * When a client responds with "N," their appointment is removed from the Schedule calendar and recorded in the [Appointment Deletion Log](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/reschedule-an-appointment.md) in the *Canceled* status. * If the client does not respond at all, their appointment remains in the *Planned* status unless manually edited. * If the client does not respond within 23 hours, a second text message is sent to prompt the client to contact your practice directly to confirm or cancel the appointment. * If the client replies to the text with an unrecognized response (other than "Y" or "N"), a second message is sent prompting them to contact your practice to confirm or cancel their appointment. AutoConfirm Appointment texts are recorded in **Patient Chart \> Messages**. **Automated confirmation text messages cannot be customized.** The AutoConfirm Appointment text messages are system-generated and cannot be customized per location. The system uses a standard phone number for all communications from organizations using Vetspire. ## What happens when a client has multiple appointments scheduled at the same time but at different locations? When AutoConfirm Appointments is enabled for your organization, and a client has two appointments scheduled for the same time at two different locations, the system behavior is as follows: * The client will receive one text message with the options to confirm or cancel the appointments. * If the client responds with "N" to cancel, both appointments are canceled. ## How do AutoConfirm texts work with Client Communication Preferences? AutoConfirm Appointment texts are SMS Transactional messages. Clients must have their [communication preference](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/client-communication-preferences.md) for SMS Transactional messages set to *YES* to receive AutoConfirm texts. --- version: "Working version" variant: "Commercial" language: "en" --- # About Changes to User Role Permissions (2025-2026) This article describes planned changes to [user role permissions](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/user-roles.md) in Vetspire, specifically related to administrator roles. **This article is intended for organization admins.** All changes to user role permissions will be communicated via [release notes](https://app.getbeamer.com/vetspirecom/en). Select **our logo** in the top left corner of Vetspire to view new and previous release notes. ![NAV_Beamer-Access_MRK.png](https://manual.vetspire.com/__attachments/a_e0e034a00e2172cf8a0b9f29e22a6adc19a6e49db9c3f4ffae8720dbe7a39fb3/NAV_Beamer-Access_MRK.png?cb=cf5bacca4fdb694199a7e88eef2500cb) Earlier this year, we began our initiative to improve user role permissions and give administrators more precise control over users' access to Vetspire features based on their role responsibilities. Currently, several permissions are enabled when a [user's profile](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/add-new-staff-member) has the **Administrator** toggle set to ***Yes*** (More \> Admin \> Staff \> Users \> Select a user to edit). ![ADMIN_Users_SET_Admin-On_MRK.png](https://manual.vetspire.com/__attachments/a_ef8fb8c42ff5cfcec324acc72dfee99576db85b3e7a2709c5915c18e600137c4/ADMIN_Users_SET_Admin-On_MRK.png?cb=e9d66a837b9871f495191899ca0d8dac) This fall, we are separating all permissions from the **Administrator** toggle and adding them as individual permissions on the User Roles page (More \> Admin \> Staff \> User Roles). ## Why are permissions moving from user profile settings to user roles? Instead of granting users access to all Admin pages in one sweep, this change gives you more granular control over permissions and enables you to create custom roles with specific permissions to perfectly fit your practice's needs. By separating permissions from the **Administrator** toggle, we can help your organization: * Assign users only the access they need -- no more, no less! * Secure access to Vetspire features and data * Improve reporting on user activity * Efficiently manage user roles across departments and locations ## Will the 'Administrator' toggle be removed from user profile settings? Yes, but not yet! The **Administrator** toggle will not be removed until all new permissions are enforced (according to the [Admin Permissions Release Schedule](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/admin-permissions-release-schedule-2025.md).) We will communicate this change before and when it is implemented. ## How do Admin users prepare for these changes? **Do NOT turn off the 'Administrator' toggle for any user accounts.** For any user accounts that currently have the **Administrator** toggle set to ***Yes*** , including your own, we strongly recommend keeping this setting as ***Yes***. Because new permissions are being enforced on the **User Roles** page over the next several months, keeping the **Administrator** toggle set to ***Yes*** helps ensure that users do not lose any of their current permissions. It is important to us that your clinical workflows are not disrupted by these changes. You can proactively complete the following steps to prepare for when the **Administrator** toggle is removed from user profile settings and new permissions are enforced via the **User Roles** page. ### 1. Identify Impacted User Roles In **More \> Admin \> Staff \> Users** , all users who have the **Administrator** toggle set to ***Yes*** are identified in the **Admin** column of the Staff table. In the **Role** column of the Staff table, you can see which [user role](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/user-roles.md) each user is assigned to. These columns can help you quickly identify which individual users or user roles may need new permissions assigned to them. You can create new user roles for Admins as needed in More \> Admin \> Staff \> User Roles. **Example:** ![ADMIN_Users_Admin-Role-Columns_MRK.png](https://manual.vetspire.com/__attachments/a_7df25240e922b28372de87097e8c984d284d55fca68d34422547933bad035581/ADMIN_Users_Admin-Role-Columns_MRK.png?cb=a454926d9a7b2e5692e7962363e9bcfb) ### 2. Assign New Permissions to User Roles In **More \> Admin \> Staff \> User Roles**, Admin permissions can be selected for each appropriate role. These permissions will be enforced according to the [Admin Permissions Release Schedule](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/admin-permissions-release-schedule-2025.md). This means that if a user role does NOT have a specific permission granted by the date that the permission is enforced, they will not have access to the feature that the permission allows for *unless* you edit the user role and grant the permission. This is why we recommend granting permissions in advance, so you don't have to reconfigure your user roles with each release! **Vetspire Recommends** To grant a user role all Admin permissions in a single click, select the **pencil icon** to edit the user role, then check the box next to **Select All Administrator Permissions** in the editing window. ![edit user role select all admin callout.png](https://manual.vetspire.com/__attachments/a_e15817c964ea36047f7a9aa7a86c63e7a37b455a409e86d044699b34a02783c3/edit%20user%20role%20select%20all%20admin%20callout.png?cb=89b40a519bac59c8683f149e9b0620c9) --- version: "Working version" variant: "Commercial" language: "en" --- # About Controlled Drugs & Drug Schedules To help ensure compliance with DEA and state-controlled substance laws, additional [product details](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/add-a-new-product.md) are available for controlled drugs. ## Mark Product as a Controlled Drug 1. Go to **More \> Inventory \& Services \> Manage \> Products**. 2. Search for the product, then click anywhere in the table row to open the product details panel. 3. Select **Edit Details** to open the Edit Product Details window. ![INV_PROD_EditDetails-Med_BTN.png](https://manual.vetspire.com/__attachments/a_72d542cbd9e912b502f8013372c464ae692869daadfeb08439d92d9e45540ab9/INV_PROD_EditDetails-Med_BTN.png?cb=d7d29d87e54e4b4e08fc7724d00bd3b8) 4. In the **Settings** column, set the **Is Controlled Drug?** setting to *Yes* . The **Select Schedule** field displays. 5. Select the appropriate drug schedule from the **Select Schedule** drop-down menu. 6. Select **Save**. ![INV_PROD_Edit_ControlledDrug_MRK.png](https://manual.vetspire.com/__attachments/a_4bf991481a635cc2430e69668eb8abc8eb909a88c7fc830760039c5759bf11f2/INV_PROD_Edit_ControlledDrug_MRK.png?cb=d6aed878bae8a610b02fc051da98669f) Any invoiced products that are set to **Is Controlled Drug? =** ***Yes*** will be included in the [Controlled Drugs Report](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/controlled-drugs.md). ## Refills and Expiry for Controlled Drugs The system adheres to restrictions for refills and expiration dates based on the schedule selected in the product details. For example, you cannot refill a controlled drug prescription in Vetspire that is set as Schedule I. | | **Refills** | **Expiry** | | **Schedule I** | None | 3 months after prescription date | | **Schedule II** | None | 3 months after prescription date | | **Schedule III** | Up to 5 | 6 months after prescription date | | **Schedule IV** | Up to 5 | 6 months after prescription date | | **Schedule V** | No refill limit | 12 months after prescription date | |------------------|-----------------|-----------------------------------| --- version: "Working version" variant: "Commercial" language: "en" --- # Transfer Patient in NOVASheet Because in-care patients are often seen by multiple providers in different departments, Vetspire supports documenting shift changes for patient transfers in NOVASheets. The **Transfer Patient** feature in a NOVASheet saves you time spent manually updating invoices and tracking shift changes. This feature also helps ensure the accuracy of medical records for NOVA patients and streamlines reporting on provider productions. ## How It Works When you [create a new NOVASheet](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/create-a-novasheet.md), select the *first* provider on shift in the **Provider** field and the **Department** that the patient is first being treated in. ![NOVA_Details_Provider-Dept_MRK.png](https://manual.vetspire.com/__attachments/a_1e38e309c61c53a7a7dfa3d0097320cb54b6173809cd7430e48706838928578f/NOVA_Details_Provider-Dept_MRK.png?cb=e464f9394c4f096f219389b527298cee) A **dollar sign and dashed line**displays on the NOVASheet to note each shift's start time. Hover over the dollar sign to view whose shift is starting or ending. **Example:** This NOVASheet was created at 4:00pm. Dr. Pond was the first provider assigned to the NOVASheet. ![NOVA_Transfer_DollarSign_MRK.png](https://manual.vetspire.com/__attachments/a_54d9354108087fb61abe67cb3f4e5af63d14fc4bc3f99958cd3450f1c88b02b9/NOVA_Transfer_DollarSign_MRK.png?cb=6121fc27a336b9a0ece1fa9e9c450106) ![NOVA_Transfer_DollarSign-Hover.png](https://manual.vetspire.com/__attachments/a_68f2ca19bfdb2962a3d43969332a082b7825333ae3168030e48bfec3acc1cf0e/NOVA_Transfer_DollarSign-Hover.png?cb=433480c9e3194b7bdc5966e8bbe772b6) **Example:** At 8:00pm, Dr. Pond's shift will end, and the patient will be transferred to Dr. Oswald. ![NOVA_Transfer_DollarSign-Hover-Multi.png](https://manual.vetspire.com/__attachments/a_ac150aac7eb415aa4434975ab2f8f04925cbba142ec10697766949e3cabb44b5/NOVA_Transfer_DollarSign-Hover-Multi.png?cb=576bbb762f008f1799503041a6f2ed67) When a treatment is completed during a provider's shift, the provider's name and department display with the line item on the invoice. If a shift change was missed but the treatment was completed, you can manually correct the provider and department associated with the treatment line item on the invoice. ![NOVA_Transfer_Invoice-Provider-Dept_MRK.png](https://manual.vetspire.com/__attachments/a_37428ef6f95413cbab3140260163dea5f9a6e6018531df45b7dafa18e33924f2/NOVA_Transfer_Invoice-Provider-Dept_MRK.png?cb=d2cb4a17396c0e0b044e7a566602aa82) ### Can I complete a treatment early? It depends whether the treatment is billable or non-billable. * **Non-billable** treatments can be completed early. You can enter a value for the treatment in a future column. * **Billable** treatments cannot be completed early. You can only enter a value for the treatment in a past due ('LATE') or current ('DUE') column. The text entry field is **automatically disabled** for**future billable** treatments: ![NOVA_Treatment_Future-Disabled.png](https://manual.vetspire.com/__attachments/a_600cc9232af2098bbcc3157eaa8d0715c9eae43d72ec8974bc1da1a9b6348a98/NOVA_Treatment_Future-Disabled.png?cb=4319aab116494037a73d79a203ca8867) ## Create a New Provider Shift 1. Select the ellipsis to open the NOVASheet action menu, then select **Transfer Patient**. This opens the Transfer Patient window. ![NOVA_Actions-TransferPatient_MRK.png](https://manual.vetspire.com/__attachments/a_feda8385657fb342ae11dfc179c11cb5d8c58eab53930327636913a421885d51/NOVA_Actions-TransferPatient_MRK.png?cb=cbb32a18f21bc7a7c161c03e20fc9638) 2. Select the provider whose shift is beginning in the **Update Provider** field. 3. (Optional) Select the department that the patient is moving to in the **Update Department** field. 4. Change the **Start Date** and **Start Time** of the shift as needed. 5. Select **Save**. The system displays a success message confirming the shift change. The new provider is added to the **Shift Log**. ![NOVA_Transfer_Annotated.png](https://manual.vetspire.com/__attachments/a_50677c97a7d6d17c1cd432d88c8c8e0d6b2898e425d14f17fe5567c75d062c66/NOVA_Transfer_Annotated.png?cb=c483aed7e0acb566bc2df29d17cb503b) ## Transfer Patient Shift Log In the Transfer Patient window, the **Shift Log** displays all provider shifts for the NOVASheet with their department and start date/time. Select the **pencil icon** next to a provider shift to edit the shift details. ![NOVA_Transfer_ShiftLog-Edit_MRK.png](https://manual.vetspire.com/__attachments/a_07c6ffeb894f53fa972bd3b20d0203ab02e594cdb54496c31e47f2389b207376/NOVA_Transfer_ShiftLog-Edit_MRK.png?cb=79dbdbdc22574e0558575126f0667d69) ### Notes About the Transfer Patient Shift Log * You can edit the assigned **provider** of the *first* shift but CANNOT edit their shift start date or time. To edit the start date or time of the *first* shift, you must edit the start date and time of the entire NOVASheet in the [NOVASheet Details](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/create-a-novasheet.md) window. * The **department** selected for a shift can be edited in the Transfer Patient window but CANNOT be edited in the NOVASheet Details window. * When you edit a shift *after* billable treatments from the shift have been invoiced, verify that the invoice displays the correct provider and department for the treatments. You can manually edit the details of each line item as needed. **Vetspire Recommends** For more details on all shift changes, select **View Change Log** in the Transfer Patient window to see which Vetspire user added or edited shifts on the NOVASheet and when the changes were made. ![Screenshot 2026-03-11 134636.png](https://manual.vetspire.com/__attachments/a_8844a959b605f3ec1749444326c9f43c6665320f432e0e43d53a8a1316d2bd7d/Screenshot%202026-03-11%20134636.png?cb=2b5e4fcd3cac7d5d33a0b633ba0c2c74) ## User Role Permissions for Transfer Patient Feature (Admin) Users who will be creating new provider shifts within a NOVASheet must have permissions to do so granted for their user role. 1. In **More \> Admin \> Staff \> User Roles** , locate the role you want to edit. Select the **pencil icon** and then select **Edit**. 2. In the Edit Role Permissions window, select the checkboxes next to the following permissions: * NOVA \> Provider Transfer \> Create Shifts * NOVA \> Provider Transfer \> Update Shifts 3. Select **Save Changes**. ## Video: NOVASheet Transfer Patient [https://vimeo.com/1119571721?share=copy\&fl=cl\&fe=ci](https://vimeo.com/1119571721?share=copy&fl=cl&fe=ci) --- version: "Working version" variant: "Commercial" language: "en" --- # About the NOVASheet **A patient can only have one open, unsigned NOVASheet at a time.** The system will alert you of the existing open NOVASheet if you try to create a new NOVASheet. Each of a patient's NOVASheets is stored in **Patient Chart \> Chart \> NOVASheets**. ![nova patient chart features annotated.png](https://manual.vetspire.com/__attachments/a_562db873d87b22e521b765ab950f98cfe3de53c8b82ba84608a1ac3013fd51ab/nova%20patient%20chart%20features%20annotated.png?cb=2ca5f7935079e8de7bd91d416ee67636) The NOVASheet displays due and upcoming treatments by the hour. ![PET_Chart_NOVASheet-Example.png](https://manual.vetspire.com/__attachments/a_82802233173dcac88c0926a363366b4259ab4b66f61c9b5347a0b84be636c0e8/PET_Chart_NOVASheet-Example.png?cb=7408610d958c28db03c97fbcbfeb240d) ## View NOVASheet for Future Dates No need to create a new NOVASheet each day! Once created, a NOVASheet continues for the entire patient visit. You can navigate to previous and future dates using the arrows or calendar at the top of the NOVASheet. ![PET_Chart_NOVASheet-Date_MRK.png](https://manual.vetspire.com/__attachments/a_8aeb53ddf5c691534b553565b346df437c8c9e235b82dab59af1f096b79dd20f/PET_Chart_NOVASheet-Date_MRK.png?cb=d4da9819ccebdca7a81d54868d07834a) ### Display NOVASheet Treatment Hour in Increments NOVASheet treatments display in hourly increments by default. You can add columns to a NOVASheet to view increments of 5, 10, 15, and 30 minutes for a selected hour. This allows you to record the precise time a treatment task is completed. Select the hour in the column header, then select an increment. To change the column back to hourly increments, select **60 min**. ![PET_Chart_NOVASheet-Increments_MRK.png](https://manual.vetspire.com/__attachments/a_61410d0344b4ee368f2f93bed8adbab442da287ee6f8b4908a7c10ef2c48cb2f/PET_Chart_NOVASheet-Increments_MRK.png?cb=18778d4a47b9743c71b741da186d38ab) --- version: "Working version" variant: "Commercial" language: "en" --- # About the Vetspire AI App The **Vetspire AI app** enables providers to use [**AI Scribe**](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/about-ai-scribe.md) on their iOS mobile device (iPhone or iPad) during an encounter. AI Scribe transcribes your conversations with clients and auto-generates detailed SOAP notes for you. ([AI Patient Summaries](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/about-ai-patient-summary.md) display in the app, too!) Once you begin an encounter in the app and start your AI Scribe recording, Vetspire AI's speech-to-text mapping populates conversation data in the corresponding encounter sections (such as *Assessment* , *Plan* , and *Discharge Instructions* ). When you confirm an AI Scribe-suggested input in the app, the data then displays in Vetspire [on the web](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/about-ai-scribe.md). In this article, we'll walk you through using the Vetspire AI app during an encounter from start to finish. ![scribe example.jpg](https://manual.vetspire.com/__attachments/a_44378203979dbdf4281e966764d6bc2175ceb819b7e95365578d8001f853908e/scribe%20example.jpg?cb=b23719f15db798f313742a9229509e98) ## How It Works ### Login and View Schedule Log into the Vetspire AI app with **your organization name** and the **same credentials** you use to log into Vetspire on the web. Once you're logged in, the app displays your clinic's [Schedule](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/schedule.md). You can begin a patient's exam on-the-go from the Vetspire AI app, which allows you to record from the lobby, exam room, and anywhere in the clinic with AI Scribe! * The **Schedule** can be filtered by **Location** , **Date** , and **Provider**. * Appointment cards sync with Vetspire to display **real-time status updates** for the appointment, intake form completion, and encounter. ![summary schedule.png](https://manual.vetspire.com/__attachments/a_6c4f6e69af9b986a02fcaa6a208e3ad6933b4214d714780be75a17a858bddea3/summary%20schedule.png?cb=d8ffc9746a7fbac4cd0d2279ebb17dbf) ### Essential Patient Info in One Click Before starting an encounter, select the patient's name on the app's Schedule to display their [**AI Patient Summary**](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/about-ai-patient-summary.md) and signed encounter history from the past three years. Use the **Schedule** , **Summary** , and **Exam** tabs in the app footer to navigate through the Vetspire AI app. ![patient summary in scribe.jpg](https://manual.vetspire.com/__attachments/a_de9641921edf28459caba725200d44340092310f107d32cfc44320af4fce5120/patient%20summary%20in%20scribe.jpg?cb=f02a59e22909d252d7bff4526531254f) ### Start Recording When you are ready to begin an appointment, select **Start Encounter** on the app's Schedule. This also begins the appointment in Vetspire on the web. Select the **microphone button** in the lower right corner of the app to start your recording and transcription. You can pause the AI Scribe recording at any time before saving or cancel the recording to delete the audio file and start over. Multiple recordings can be saved to the same encounter. ![recording example.jpg](https://manual.vetspire.com/__attachments/a_76970a5c88684c25302c880b801c51f486b07769ac4e42e93dfd72fa3a8f9ab2/recording%20example.jpg?cb=ae4221c5b138cdffe70c40edd5ce80f1) ![start exam.jpg](https://manual.vetspire.com/__attachments/a_dbc0ff9875009e1d92323e637ccd2c34fd3db10d935cc40806de5bef46da4e5d/start%20exam.jpg?cb=25332fc4b5e994f38a81bf2f6a88b4ec) ### Scroll through the Encounter While Recording AI Scribe populates your words in the app as you speak, so you can continue your conversation while simultaneously navigating through the encounter. You can manually enter encounter data within the app and interact with all encounter sections while AI Scribe is recording. **Tip:**The Vetspire AI app is compatible with Apple Pencil and Bluetooth keyboards! After you save your recording, the Vetspire AI app displays a message when notes generated by AI Scribe are ready for your review. ![review recording saved.jpg](https://manual.vetspire.com/__attachments/a_2c9b5643bb7f9e0923554e6daa8dc9eb2ad34f84870187c80c5a018d1142586d/review%20recording%20saved.jpg?cb=0bf94c28f1c1ecbfebb96ee4b2b6215d) ### Intuitive Review Process You have complete control over the notes suggested by AI Scribe. Once approved, AI Scribe notes sync with Vetspire to display in your encounter on the web. * Review and sync AI Scribe's suggested notes for each encounter section. * Select **Sync All** at the top right of the app to approve all of AI Scribe's suggestions at once. * You can revert any changes if needed. ![decline accept buttons.jpg](https://manual.vetspire.com/__attachments/a_35a6f4be73d561cecc6d172361b10499e6c9700e2cdb5da87c0f1f4b7307c8a8/decline%20accept%20buttons.jpg?cb=2ac51ad56d375af39b8b92294dd4a7d9) In each encounter section, existing/manually entered notes display in *italics*. New notes suggested by AI Scribe are not stylized. Additionally, Scribe displays an alert ⚠️ for suggested changes that differ largely from the original encounter notes. ![existing vs scribe notes.jpg](https://manual.vetspire.com/__attachments/a_13d7e47076d3fe93c2f4f9b4513b2c09c2ce04d84f8253d7a631dd8ee9664ccf/existing%20vs%20scribe%20notes.jpg?cb=689fd0fb34458b0689d7f75f84117eec) ### Recordings Available for 7 Days The audio files of your AI Scribe recordings are stored in the encounter for 7 days after the recording is saved. Select **View Transcript** to read a copy of the recording, and use the search bar at the top of the transcript to locate key terms. The recording transcript does not expire. ![view transcript.png](https://manual.vetspire.com/__attachments/a_6c7cbe5ca0d5731694c811acaa0e4fa7ed7146f59a64d87fa8c00fd034e2ae3b/view%20transcript.png?cb=d6bc87ca60485fb1dc44490fdd071402) ![example transcription.png](https://manual.vetspire.com/__attachments/a_f47a39a5e2324aecbbb9a0e703bc5dc25b04c2591d55a6c3e3df9e586695f01b/example%20transcription.png?cb=663ed1c5cc70b440cb2f3642be637f84) ## Upload Attachments in the Vetspire AI App You can upload photos and files from your iOS device directly to Patient Chart in the Vetspire AI app. You can also view documents, images, and rDVM records that have been uploaded to Patient Chart in Vetspire on the web. ![ai scribe app upload.jpg](https://manual.vetspire.com/__attachments/a_3ce485eb75b05758e6aa6dd23b61f616bc7c0f6f8bdc90e24f4124d0d28e8687/ai%20scribe%20app%20upload.jpg?cb=abc808746520997db4cdfedaaeb792d9) ## Troubleshooting: AI Scribe Not Recording Audio If you are using AI Scribe on an iOS mobile device, ensure that your device's case or plastic screen protector is not covering the device's microphone. --- version: "Working version" variant: "Commercial" language: "en" --- # About Visits A **visit** in Vetspire is designed to be a container for a patient's appointment/encounter, NOVASheets, notes, documents, and other components of the medical record that are updated during their time in your hospital's care. Whether the patient is in the hospital or out in the field, staying for multiple days or discharged the same day they are admitted, the **visit** makes it easy to see everything associated with the patient and the care they receive during their time spent with your team. ![active visit example in pet chart.png](https://manual.vetspire.com/__attachments/a_1b820cdcd042555eb25e4a6cce28d3e491ff3501417977812b3a642d3275b86b/active%20visit%20example%20in%20pet%20chart.png?cb=1166aa381ba8fcb1c6c03f98ebfda01b) ## How It Works * A visit can be started from the appointment tile on the Schedule calendar or on Flow. * Each visit is assigned a **unique ID** in the format of \[Patient ID\]-\[patient's visit number\], such as *1234567-01*. * All components of a patient's medical record that are opened/updated during a patient's active visit are associated with the Visit ID, including encounters, NOVASheets, notes, client communications, diagnostic results, tasks, uploads, and rDVM records. These display in a **collapsible drawer** on the timeline of Patient Chart. * You can add components of the patient's medical record to the visit and remove components from the visit. * You can pin specific components of the visit to the top of the visit record, so that they continue to display in the visit drawer on the Patient Chart timeline when it is collapsed. Pinned items display with a visual indicator ![keep_24dp_101820_FILL1_wght400_GRAD0_opsz24.png](https://manual.vetspire.com/__attachments/a_6c632a13e448de116ec97de2bc11f355ba243ef2c09131345a0541252ffea44b/keep_24dp_101820_FILL1_wght400_GRAD0_opsz24.png?cb=022e1be279fb244d21532fb837198132) . ![PET_Chart_Visit_Pinned_MRK.png](https://manual.vetspire.com/__attachments/a_c4af59943074315a933eda398d3222230cff65dc3c1eb6bb66e5ebcfdafb23c7/PET_Chart_Visit_Pinned_MRK.png?cb=afd57ffd4128ceef552ec61889511157) ### How to Share Visit Record The Email Full Medical Records window is accessible from the visit action menu in Patient Chart (**Share Visit Record**), enabling the downloading and sharing of all visit components. The start and end date fields in the Email Full Medical Records window automatically populate with the start and end dates of the visit. ![share visit record.png](https://manual.vetspire.com/__attachments/a_b5b4365cc5b4038a60dc3790a2e7c72a5f9f184c412be3d4de36cb46baa4ffde/share%20visit%20record.png?cb=6aa8885b28d6d962ade580019ca61aed) * You can select **Share Visit Record** for both open and closed visits. * Visit records can be shared with any specified email addresses. By default, the client's email address automatically populates the **Email** field in the Email Full Medical Records window. ## Start a Visit You can start a visit from [Schedule](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/schedule.md) or [Flow](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/flow.md). Starting the visit automatically directs you to the patient's encounter, which uses the [encounter type](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/encounter-templates.md) associated with the visit's selected **Appointment Type** . If the [Appointment Type](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/appointment-types.md) does not have a linked encounter type, the system will use the default encounter template for the appointment. Starting a visit also generates the unique **Visit ID** , which displays in Patient Chart and is used for the [Visits Report](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/analytics.md) in More \> Analytics. **Schedule:** Select **Start Visit** in the appointment details to navigate to the encounter. ![SCHED_Appt_StartVisitBTN_MRK.png](https://manual.vetspire.com/__attachments/a_cbd1eecbb0fa3ccf4f606e8ea336ef3335bf403438d6f74ce52c5f7241a31c90/SCHED_Appt_StartVisitBTN_MRK.png?cb=a288c2fd59e9fa2d2fda790f35c8d3d2) **Flow:** Select **Check In** if the appointment has not yet been updated to the *Checked In* status. When the appointment tile is in the **Checked In** column, select **Start Visit** . The system will then navigate you to the encounter, and the appointment tile will move to the **In Progress** column. ![flow start visit.png](https://manual.vetspire.com/__attachments/a_779131bd6bbed2c3382428d89c81fc404081b946a23d2f3ae21aa82ba733fc07/flow%20start%20visit.png?cb=697675f57ec8837043c24c32d2fc6a48) * **Why does the patient's appointment tile on Schedule say 'Start Appointment' instead of 'Start Visit'?** If the patient already has an open visit, the appointment tile displays the **Start Appointment** button. * **Why does the patient's appointment tile on Flow say 'Start Case' instead of 'Start Visit'?** If the patient already has an open visit, the appointment tile in the **Checked In** column displays the **Start Case** button. ### Video: Schedule an Appointment \& Start the Patient's Visit [https://vimeo.com/1187766428?fl=pl\&fe=sh](https://vimeo.com/1187766428?fl=pl&fe=sh) ## About Visit Details Once you start the visit (from Schedule or Flow), or when you start the encounter from Patient Chart, you can add encounter-specific visit details via the [encounter footer](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/the-encounter.md) to easily track who is caring for the patient and where they are staying. 1. Select the first tab of the encounter footer to open the Encounter Details window. ![ENC_Footer_Details_MRK.png](https://manual.vetspire.com/__attachments/a_c7970df93b2dee40a12af2a0fe3f8d88f90c5218e29ac83217fadf6bd66db01b/ENC_Footer_Details_MRK.png?cb=d9b123cf87edc717df1041a4022c1a8f) 2. Select **Care Team** to expand the Care Team panel of the Encounter Details window. ![ENC_Footer_Details-CareTeam_MRK.png](https://manual.vetspire.com/__attachments/a_7986fd45238284b547892919ad0d4391e2c22d771ef1fc37818c01e699f30f70/ENC_Footer_Details-CareTeam_MRK.png?cb=815fb75d67681e6b0db70660bc540fc8) 3. List the **Care Team Members** and assign a **Role** to each user. The system supports up to five care team members. ([Care team roles](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/build-nova-template.md) are preconfigured by org admins.) 1. Select a Vetspire user in the *Search for a Care Team Member* drop-down field. 2. Select a role for each user in the *Assign a role* drop-down field. You can assign the same role to multiple care team members. You can also list the same care team member with multiple roles. 4. (Optional) Select the **Ward** and **Kennel** where the patient will be staying. The ward/kennel names display in Patient Banner until the encounter is signed and closed. (The ward/kennel location will also update on any of the patient's NOVASheets that are linked to the same visit.) ![pet banner location.png](https://manual.vetspire.com/__attachments/a_fc0e471e3bcb80f9d846de5d633dfd1f4127b32066aaf65de3a2eccbcc0ba10a/pet%20banner%20location.png?cb=267de2a8f2934a947e2a4fbc2ef2ba70) The system saves your changes automatically when you close the Encounter Details window. --- version: "Working version" variant: "Commercial" language: "en" --- # Accounting Navigate to `Financials` and find *Accounting* on the left-hand side. Filters available for this tool. Find reporting related to finances and inventory on this tab. * A/Z: filter from high to low and low to high * Down Arrow: download as an Excel spreadsheet. * i: hover for more information * [Ledger](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/ledger.md) * [Invoices Dashboard](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/invoices.md) * [Estimates Dashboard](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/estimates.md) * [Payments Dashboard](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/payments.md) * [Aged Accounts Receivable Dashboard](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/accounts-receivable.md) * [Credit Memos Dashboard](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/credit-memos.md) * [Plans Dashboard](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/plans.md) * [Line Items Dashboard](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/line-items-and-line-items-new.md) --- version: "Working version" variant: "Commercial" language: "en" --- # Aged Accounts Receivable Dashboard Navigate to `Financials > Accounts Receivable` under *Accounting* on the left-hand side of the screen. To perform advanced filtering in Excel, select **Download All**. ## Filters * Tags: any Client or patient tag listed for the selected location * Providers: list every active provider in the whole organization * Location: filters by the location selected * Date range to span a date range for the invoices *** ** * ** *** Click to expand... ![AccountingAccountsReceivable.png](https://manual.vetspire.com/__attachments/a_e3ff272b57dfa473070ed84dee5e39b75971c37e1a2130917a6162e8cfed8310/AccountingAccountsReceivable.png?cb=2535aed59c33b25fe53d9172000742d5) **0-30 Days Old Invoices** **31-60 Days Old** **61-90 Days Old** **91+ Days Old Invoices** **Account Credits Invoices** --- version: "Working version" variant: "Commercial" language: "en" --- # Product Details Reference This reference describes all available **Basic Info** , **Inventory Info** , and **Settings** fields when [adding or editing a product record](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/inventory-and-services-products.md) in Vetspire. **Character Limit** There is a 255-character limit in all text fields in the product details. **Metadata cannot be edited.** Each product record includes the following system-generated fields that cannot be edited: *ID* , *Created At* , *Created By* , and *Last Updated At*. ## Basic Information | **Field** | **Description** | |------------------------------|----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | **ID** | System-generated identifier for the product. The **ID** is automatically assigned to the product by Vetspire and cannot be changed. | | **Name** | The name of the product. This value must be unique for each product. | | **Type** | Product types are used to organize your products into groups of like items. **For example:** Injections, Immunizations, Heartworm Preventatives, etc. Go to Financials \> Manage \> Types to create a new product type. | | **Code** | Your practice's unique, alphanumeric identifier for the product. This field is optional, but product codes CANNOT be duplicated. | | **Category Tags** | Category tags are used for pricing and reporting. Go to Financials \> Manage \> Categories to create a new category tag. | | **SKU** | Manufacturer SKU for the product. | | **Manufacturer** | Name of the product manufacturer(s). This field is recommended for immunizations. You can select multiple manufacturers in this field. | | **Advanced Options** || | **Description** | Your practice's internal description of the product. | | **Friendly Name** | Alternative name of the product displayed on invoices. This field is recommended for euthanasia services. You can also search your products by the **Friendly Name**. | | **Invoice Blurb** | Additional information automatically added to the client's invoice when the product is ordered. | | **URL** | The product's URL for easy identification. | | **Default SIG/Override SIG** | (For medications) Prescription instructions entered in this field will override the **Instructions** for a medication order in an encounter. This is useful for commonly prescribed medications, so you don't need to manually enter the same instructions multiple times. | | **Default Site** | (Immunizations only) The default site on the patient's body where the vaccine is administered. | | **Default Route** | (Immunizations only) The default method in which the vaccine is administered: *Oral* , *Subcutaneous* , or *Intramuscular*. | | **Discharge Instructions** | Content in this text box automatically populates the **Discharge Instructions** section of the encounter PDF when the product is ordered. | | **Vetsource ID** | (For practices integrated with Vetsource) The corresponding Vetsource ID for a medication. | ## Inventory Information | **Field** | **Description** | |------------------------------|------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | **Unit Cost** | The vendor's list price for the product. **For example:** If the unit is "bottle," and you buy a bottle of 30 tables for $30.00, then the unit cost is *$30.00* . If the unit is "tablets," then the unit price is *$1.00* ($30.00 divided by 30 tablets). | | **Units** | The unit type in which the product is bought and sold. **Available units:** units, tablets, capsules, chews, mL, oz, gm, drops, inch, bottles, tubes, boxes, packets, vials, rolls, each, bags, cans, doses, cases, gallon, syringe, kit, lb, tsp | | **Selling Qty** | The number of units sold at a time. **For example:** If the unit is "tablets," and you sell a bottle of 30 tablets, you would set the selling quantity to *30* . If the unit is "bottle," then you would set the selling quantity to *1*. | | **Buying Qty** | The number of units that you buy at a time. **For example:** If the unit is "tablets," and you buy a bottle of 30 tablets, you would set the buying quantity to *30* . If the unit is "bottle," then you would set the buying quantity to *1*. | | **Parent Product** | If you select a parent product, then ordering this child product will affect the parent product's inventory. **For example:** 'Simparica-6 pack' would set 'Simparica Single' as its parent product and the buying product as 6. | | **Unit Duration** | The number of days that the product is effective. | | **More Options** || | **Diagnostic Code** | The diagnostic code is used to create invoices for tests ordered through a lab integration (such as IDEXX or Antech) during an encounter. | | **Diagnostic Code Lab Type** | Some labs use the same diagnostic codes. If you have multiple labs integrated with Vetspire, specify which lab the product is for in this field. | | **Contract Cost** | Discounted unit price based on your contract with the vendor. | | **Linked Products** | When this product is ordered, any linked products are also added to the invoice automatically. | | **Suggested Products** | When this product is ordered, the system suggests any linked products be ordered by the user as well. | | **Max Order Limit** | Limit the number of times this product can be ordered on a single invoice. | | **Max Daily Links** | Limit the number of times this product can be added to an invoice or estimate in a single day. | | **National Drug Code (NDC)** | Optionally list the NDC for a medication. | ## Settings | **Field** | **Description** | |------------------------------------------------------------|-------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | **Yes or No Options** || | **Is Controlled Drug?** | This field is for controlled substances. When this field is set to ***Yes*** , the **Select Schedule** field displays. You can select the appropriate schedule (*I* , *II* , *III* , *IV* , or *V*) in this field. When this field is set to ***Yes*** and the product is invoiced, a record is added for the dispensed product in the Financials \> Inventory \> Controlled Drugs report. [Read more about controlled drug product records in Vetspire.](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/about-controlled-drugs-drug-schedules.md) | | **Is Euthanasia?** | This field is for euthanasia products and services. When this field is set to *Yes* and the product is included on a finalized invoice, the patient is automatically marked as *Deceased* in Vetspire. Additionally, any of the patient's future scheduled appointments are automatically cancelled. | | **Is Neuter/Spay?** | This field is for products and services to neuter or spay a patient. When this field is set to *Yes* and the product is invoiced, the patient is automatically marked as *Neutered/Spayed* in Vetspire. | | **Non-compensated?** | When set to *Yes*and the product is invoiced, revenue from this product will not contribute to a provider's production. | | **Prompts Tip?** | When set to *Yes* and the product is invoiced, the client will be prompted to add a tip to their invoice total before paying. **Note:** This setting can be set to *Yes* even if the [organization preference](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/billing-preferences.md) 'Display field to enter a tip amount upon checkout' is disabled. | | **Coerce Integer Quantity?** | When set to *Yes*, the selling and invoicing of partial units is disabled. **For example:** Services, like exams, cannot be invoiced with a quantity that is not a whole number. | | **Track Inventory?** | Enable (*Yes* ) or disable (*No*) inventory tracking for the product. Products set to *Yes* are included in the Financials \> Inventory \> Inventory Counts report and in the inventory CSV downloaded from Financials \> Inventory \> Inventory Upload. **Note:** Setting to *Yes* overrides the product type's "Track Inventory" setting configured in Financials \> Manage \> Types. | | **Only Inventory?** | When set to *Yes*, the product is added as an inventory-only record. This allows the system to track inventory of the product but does not allow the product ID to be invoiced. This field is mainly used for white goods and other physical items that are used during encounters but not invoiced. | | **Is Enabled Everywhere?** | When set to *Yes* , the product is enabled at *all* of your organization's locations. When set to *No* , the product is not enabled for the entire organization. You must enable the product for specific locations in the **Enabled Locations** field. | | **Is Package Only Everywhere?** | When set to *Yes* , this product is only available within a package at *all* of your organization's locations. The product cannot be added individually to invoices, estimates, or orders. (Examples: Bundled lab fees, vaccines included in wellness plans.) When set to *No*, the product can be sold individually at all locations unless restricted by location-specific settings. | | **Prevent alteration from invoice, estimate or encounter** | When set to *Yes*, the product cannot be changed on or deleted from an invoice, estimate, or encounter. | | **Price Locked** | When set to *Yes*, users cannot edit the product price. | | **More Options** || | **Enabled/Disabled Locations** | Displays based on the selection in the **Is Enabled Everywhere?** field. Specify which locations the product is enabled or disabled at. | | **Enabled/Disabled Location Tags** | Displays based on the selection in the **Is Enabled Everywhere?** field. Specify which location tags the product is enabled or disabled for. | | **Species Restrictions** | Restrict the ordering of this product for certain species. | | **Age Restriction** | Restrict the ordering of this product to patients of a specific age range (in years). | | **Weight Restriction** | Restrict the ordering of this product to patients with a specific weight range (in lbs). | | **Restrict to Only Non-Neutered** | (Yes or No) Restrict the ordering of this product to non-neutered patients. | | **Product Tax By Location Options** | Apply the state, county, city, or other tax rates for the selected location to the product price. When a product has multiple tax rates (such as for state and city), Vetspire will add the rates together to calculate the amount of tax correctly for the invoice. The invoice will display the total of all taxes. Tax rates are configured in More \> Admin \> Locations. **Notes About Tax Rates in Vetspire** A product tax can also be set at the Product Category or Product Type level. The system hierarchy is to apply the individual product tax first. If no tax is configured, the Product Category tax applies; if no Product Category tax is configured, the Product Type tax applies. The individual product tax overrides all other configured taxes. | --- version: "Working version" variant: "Commercial" language: "en" --- # Add a Patient to a Client Profile You can add and link a new patient to a client profile in the client information screen or when creating an appointment. ## Add a Patient from Client Information Screen 1. Go to **Clients** from Global Navigation. 2. Search for and select the client. 3. Select **Add New Patient** to open the Create a New Patient window. 4. Complete the patient information fields. Required fields are highlighted in red. 5. Select **Create Patient**. ![CLNT_AddNewPatient.png](https://manual.vetspire.com/__attachments/a_0195f066443e5a22b387556aec5d01bd29a220112f718deb8099240853a6d273/CLNT_AddNewPatient.png?cb=2fa052601cbfc80a5f80e5e4cb83151d) **Example patient:** ![CLNT_CreateNewPatient_MRK.png](https://manual.vetspire.com/__attachments/a_8d0b383488b5adbb90a195a07600cc4ec5e4e577e9910ddba19d5e00f49a4e16/CLNT_CreateNewPatient_MRK.png?cb=61de751e238316ffe4ffc069c1d8aaca) ### Video: Add a New Patient to an Existing Client Profile ## Add a Patient in Schedule 1. Go to **Schedule** from Global Navigation. 2. Select **New Appointment** or select an open time slot on the calendar to open the Schedule Appointment window. 3. Search for the client. 4. Select the **plus sign** ➕ next to their name to open the **Create Patient** window. ![SCHED_Appt_AddPatient_MRK.png](https://manual.vetspire.com/__attachments/a_d874078bada76ea7ad920421cce3ef1b32dd878af5ea09edfc77c30b53124bad/SCHED_Appt_AddPatient_MRK.png?cb=b70b3ede41b3107b55aa2ce4922b5c7b) 5. Complete the patient information fields. Required fields are highlighted in red. 6. Select **Create Patient**. --- version: "Working version" variant: "Commercial" language: "en" --- # Add HISA Registration Info for Equine Patients In Vetspire, you can mark new and existing equine patients as *HISA Registered* and record their unique HISA Registration IDs. You can add HISA information within the patient's chart in the [Info tab](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/patient-info-tab.md) or when [creating a new patient profile](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/add-a-patient-to-a-pet-parent-profile.md). **In Patient Chart \> Info:** Select the **HISA Registered** checkbox, then enter the **HISA Registration ID** . The system automatically saves your changes, and the HISA Registration ID displays in the [Patient Banner](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/patient-information-screen.md). ![PET_Info_HISA_MRK.png](https://manual.vetspire.com/__attachments/a_be19ceddb87c243307fd2153f00dad58ad99eca64d681aaaf0edbca33d234220/PET_Info_HISA_MRK.png?cb=1c81696376fbd4ab3ecd21cb8cb97a8e) **When creating a new patient:** The **HISA Registered** checkbox only displays when the **Species** field is set to *Equine* . Select this checkbox, then enter the patient's **HISA Registration ID**. ![create new equine patient hisa fields.png](https://manual.vetspire.com/__attachments/a_c17007fc71e2f414c7dcc39cd5fd371fa0cf49dec6efc117aa21a0f6f30f4dbd/create%20new%20equine%20patient%20hisa%20fields.png?cb=ab6fd646ec571b2d8e2ea2c06d83c9d7) --- version: "Working version" variant: "Commercial" language: "en" --- # Add Immunization Lot Number & Expiration Date (Admin) When managing your product stock counts in **More \> Inventory \& Services \> Manage \> Inventory Counts**, you can add lot numbers and expiration dates to vaccine/immunization products. When this information is saved to the product details for the immunization: * The **Lot Number** automatically populates in the New Immunization window when ordering the immunization in an encounter. * The **Lot/Batch Number** and **Expiration Date** automatically populate on [downloaded rabies certificates](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/download-rabies-certificate.md). To add the lot number and expiration date for an immunization: 1. Go to **More \> Inventory \& Services \> Manage \> Inventory Counts**. 2. Locate the product you want to edit in the table, then select the value in the **Inventory In Stock** column. 3. Select **+ Add New Lot #** to open the Adjust Inventory window. ![INV_InventoryCounts_AddLotNo_MRK.png](https://manual.vetspire.com/__attachments/a_cb9513be153566c1d87932c2d9856c92d676d1a21a3a1a9463439b4a1683a5c0/INV_InventoryCounts_AddLotNo_MRK.png?cb=c2dd16043d9aee05bd24bb25a938ed6b) 4. Enter the **Quantity Change** (the quantity received), **Lot Number** , and **Expiration Date** . You can enter a new **Lot Number** or select an existing one. 5. The **Location** will default to the location currently selected in Global Navigation. You can change this selection as needed. 6. Select **Make Adjustment**. ![image-20260220-230147.png](https://manual.vetspire.com/__attachments/a_9b888a02645b2ac1d8ba78b7efd47f06128701b6b169d7f7eb11782534c3eecf/image-20260220-230147.png?cb=9d6e255c498c657439095a88541e5838) --- version: "Working version" variant: "Commercial" language: "en" --- # Add Inventory Stock Counts to Product Details Stock counts can be added for individual products and specific locations in the **Inventory** settings of the [product details window](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/inventory-and-services-products.md). To add stock counts for a product: 1. Go to **More \> Inventory \& Services \> Manage \> Products**. 2. Search for and select the product you want to edit. The product details panel then displays. 3. Scroll down the panel to the **Inventory** section, then select **Show Inventory**. 4. In the row for the location you want to edit, select the **Adjust** button in the **In Stock** column. This opens the Adjust Inventory window. ![INV_PROD_Inventory_InStock-Adjust_MRK.png](https://manual.vetspire.com/__attachments/a_215651600c4b870d505cfaedf7c1ec42620b8d2cabf148fa3054042b2c2f4b7b/INV_PROD_Inventory_InStock-Adjust_MRK.png?cb=b66f98e677c07ad237500b2b4b6a0250) 5. Enter the received stock quantity in the **Quantity Change** field. To deduct stock, you can enter a negative number in this field (e.g., -20). 6. (Optional) Select or create a new **Lot Number**, if applicable. 7. (Optional) Enter the product's **Expiration Date**. 8. Select **Make Adjustment**. ![INV_PROD_Inventory_AdjustINV_MRK.png](https://manual.vetspire.com/__attachments/a_e547175884aaf0bf4217ee9bc11a8bbd398336fe9088c0f5a6987ecf920ea985/INV_PROD_Inventory_AdjustINV_MRK.png?cb=bc1aca45ca8c1ae1ba501b0aa78ae208) ## How do I adjust a negative stock quantity? Once you have received new inventory, you can correct the stock quantity to offset the negative amount. 1. In the **Inventory** section of the product details, find the location with a negative stock quantity (highlighted in red). ![INV_PROD_Inventory_Adjust-Negative_MRK.png](https://manual.vetspire.com/__attachments/a_660a1b2012478f17e9ae6a23707727ead4227c519153ae770b5a2e4c7241ed29/INV_PROD_Inventory_Adjust-Negative_MRK.png?cb=0093ac0f94b36c095d9ec4d307e1e9bd) 2. Select the **Adjust** button, then enter the quantity received + the negative stock quantity. **Example:** If your current product quantity is -5, and you have received 10 units, enter *15* in the **Quantity Change** field to update the stock quantity to *10*. 3. Select **Make Adjustment**. --- version: "Working version" variant: "Commercial" language: "en" --- # Add User Profile for New Staff Member To add a user profile for a new staff member, go to **More \> Admin \> Staff \> Users** and select the **Add New Staff Member** button. ![ADMIN_Users_AddNewBTN.png](https://manual.vetspire.com/__attachments/a_1080d7883e975f748ece8cd540b23acf81a57d50de06e59f80a218e759a8afbc/ADMIN_Users_AddNewBTN.png?cb=89d13f225651afe76a3471a23aa70255) Enter the user profile details listed in the table below, then select **CREATE NEW PROVIDER**. Within a few minutes after the user profile is created, Vetspire will automatically send an email to the new user to complete their account setup and set their password (with a minimum of 8 characters). | **Field** | **Description** | |------------------------------|--------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | **Title** | The staff member's prefix (such as *Dr.* , *Mr.* , *Ms.*) | | **Given Name (required)** | The staff member's first name | | **Family Name (required)** | The staff member's last name | | **Username (required)** | This is the username the staff member will log into Vetspire with. It can be a unique username or their email address. | | **Email (required)** | System-automated emails from Vetspire will be sent to this email address (such as password recovery instructions, shared medical records, and generated reports). The email address entered in this field must be active and able to receive messages. | | **Veterinarian?** | Set to *Yes* to allow the staff member to be selected as a **provider** during scheduling and encounters. | | **Groomer?** | Set to *Yes* to allow the staff member to be selected as a **provider** for grooming appointments. | | **Relief Vet?** | Set to *Yes* to allow a temporary staff member to selected as a **provider** during scheduling and encounters. | | **Administrator?** | Set to *Yes* to give the staff member **full admin access** to your organization's Vetspire account. | | **Is Call Center Employee?** | Set to *Yes* to identify call center staff members in reporting. | | **Role (required)** | Select the appropriate [User Role](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/user-roles.md) for the staff member. | | **Locations (recommended)** | If your organization has multiple locations, select the location(s) the staff member works at from the drop-down menu. If the staff member works across all locations, leave this field blank. | ## Account Verification In the **Staff** table (More \> Admin \> Staff \> Users), a user's name will display with a 'Needs Verification' badge until they have completed their account setup. The verification link expires after 72 hours. To send a new email with verification and account setup instructions, select the **ellipsis** in the user's row, then select **Resend Verification**. ![image-20251001-173310.png](https://manual.vetspire.com/__attachments/a_e663064200ef2de6d7ee318f5b046b6b3e1f72ede2571a339ef8f0aa26bb5b8b/image-20251001-173310.png?cb=44e16e59bad8850ee0106d6bbc01cc3d) ## Video: Create a User Account --- version: "Working version" variant: "Commercial" language: "en" --- # Configure a NOVASheet Treatment In a [NOVASheet](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/about-the-novasheet.md), the **Configure Treatment** window displays when you add or edit a treatment. When you link a product from your Vetspire Inventory \& Services to a treatment, you can designate the treatment as *billable* or *non-billable*: * **Billable:** The treatment must be linked to a product or service. When you record a value for a billable treatment, the treatment is added to the client's **Open Invoice** . On the invoice, the **Quantity** of a treatment line item is the same as the recorded number of units administered for that treatment. * **Non-billable:** The treatment can be linked to a product or service but does not have to be linked. When you record a value for a non-billable treatment, the treatment is *NOT* added to the client's **Open Invoice**. *Billable* treatments display a green dollar sign ![attach_money_24dp_B9CE78_FILL1_wght400_GRAD0_opsz24.png](https://manual.vetspire.com/__attachments/a_af5afa8c2ad84dd7d51472ee22703f6de0e9e8a58aad72edad862162d0502360/attach_money_24dp_B9CE78_FILL1_wght400_GRAD0_opsz24.png?cb=65885fac668026eb3d8d3194b1bfb7c4) next to the treatment name on the NOVASheet. ![PET_Chart_NOVASheet_Treatment-Billable_MRK.png](https://manual.vetspire.com/__attachments/a_eaeb8dacc30df17691b8539b9c4a693fc3c44763fbf344d9d2cf24a465f9de4d/PET_Chart_NOVASheet_Treatment-Billable_MRK.png?cb=2fc8871f8d3ff377dcb69db5aaebd4c4) **What is an example of a non-billable treatment?** *Tasks* and *Vitals* treatments are typically non-billable and are not linked to a product in your Vetspire Inventory \& Services. There are some instances where a non-billable treatment may be linked to a product. For example, let's say a patient is transferred to a post-op recovery ward. The patient's owner has already paid for their medications, but the medications still need to be administered during the patient's recovery stay. As a NOVASheet user, you do not need to invoice the (non-billable) medication product, but you would want to track when the patient receives the medication. ## Access the 'Configure Treatment' Window for a NOVASheet Treatment 1. Do one of the following: 1. Search for and select a new treatment from the **Search treatment to add** drop-down menu. **OR** 2. Select an existing treatment on the NOVASheet. Both of these actions open the **Configure Treatment** window. 2. If the treatment is not yet linked to a product, select the corresponding product from the **Product** drop-down menu: ![NOVA_Config_Product-Select_MRK.png](https://manual.vetspire.com/__attachments/a_a51e34b4fa6d111d5e65255dd28221589f13eb72c3ab0f7327cbe9def73f03b8/NOVA_Config_Product-Select_MRK.png?cb=fd9c5e03f9e00bd2bbde03f79c11c476) Once you link the treatment to a product, you *CANNOT* edit the treatment name. The **Name** field auto-populates with the name of the selected product. 3. By default, treatments linked to products are set as *Billable* . Toggle off the **Billable?** option to set the treatment as *Non-billable*. ![NOVA_Config_Billable_MRK.png](https://manual.vetspire.com/__attachments/a_453b163d9e1198cfdda5eee57c4aa4355379d8e7f5b7735a890a9e432327bd7f/NOVA_Config_Billable_MRK.png?cb=0a051231455ea5b858396c964979ccaa) 4. Edit the following fields as needed: | **Field** | **If linked to a product** | **If not linked to a product** | |---------------------------------------------|-----------------------------------------------------------------------------------------------|-----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | **Units** | Defaults to the **Units** type in the product settings. | Select the relevant **Units** type: *gm* , *mg* , *kg* , *ml* , *L* , *lbs* , *bpm* , *tablets* , *drops* , *°C* , *°F* , or *%*. | | **Type** | The system matches the treatment **Type** to the **product type**. Edit this field as needed. | Select the relevant treatment **Type** : *Vitals* , *Monitoring* , *Catheter* , *Fluids* , *CRI* , *Transfusion* , *Procedures* , *Medications* , *Diagnostics* , *Patient Care* , *Nutrition* , *Tasks* , or *Other*. This determines what category the treatment displays under on the NOVASheet. | | **Start** | Set the treatment start date and time. || | **Stop** | Set the treatment stop date and time, if the treatment should be discontinued at a specific date and time. || | **Format** | Select *Decimal* or *Text* for the data entry type. || | **Frequency** | Select the time frame in which the treatment is administered or completed, such as *Every hour* or *Every 2 days* . NOVA also supports *One Time* and *As Needed (PRN)* treatments. || | **Administration, Instructions, and Notes** | (Optional) Enter additional information to help practice staff administer treatments and complete tasks. The information displays with the treatment name on the NOVASheet: 1. **Administration:**Displays after hyphen (-). 2. **Instructions:**Display in parentheses. 3. **Notes:** Displays a tooltip. Select the tooltip to view notes in the **Configure Treatment** window. Example: ![NOVA_TreatmentName-Notes_MRK.png](https://manual.vetspire.com/__attachments/a_ca022de5a715b175f72509291e080ff99b6f8afd98c58ea9d5b21d07c1944eab/NOVA_TreatmentName-Notes_MRK.png?cb=6883b7cd789507e40fde9e4445b8b1be) ![NOVA_TreatmentNotes_MRK.png](https://manual.vetspire.com/__attachments/a_22818b05da66533d902e64e0fe78f0d9645c0f78e433a8b7b296d755e3690819/NOVA_TreatmentNotes_MRK.png?cb=5ef7968ea8cb9b96f023c440ba50dbe5) || 5. Select **Save**. --- version: "Working version" variant: "Commercial" language: "en" --- # Additional Preferences: Flow, Labs, Protocols, & More Additional preferences are available in **More \> Admin \> Settings \> Preferences** to customize different Vetspire features to your organization's needs. This article describes available preferences for the [Flow](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/flow.md) page, [Patient Chart](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/patient-information-screen.md), lab integrations, and protocol/cadence configuration. ## Flow Page Preferences The following table describes the behavior of preferences for the [Flow](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/flow.md) page when toggled on. | **Preference** | **When toggled on...** | |----------------------------------------------------------------------------------------------------|------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | Show a completed column of appointments that day | Includes the **Completed** column in Flow, which displays all appointments from the current day that are in the *Completed* status. | | Enable Texting of CalProEngine Survey | Active appointments display option to "Text Survey Link." ![image-20250818-135601.png](https://manual.vetspire.com/__attachments/a_f539956c47208de583e9bba9b0301e06b80c0998960edad419eae1148f3a7298/image-20250818-135601.png?cb=a80d85806578b6a12d343b02d3417892) (This feature is intended for organizations integrated with CalProEngine.) | | Show icon if client used self check-in | Appointment tile displays "Client Completed Self Check-In" icon. ![client self check in complete.png](https://manual.vetspire.com/__attachments/a_dfeaf18e0cf39221b3f661c5e014e2eca4bc73b0632593774f37d422d597c8f8/client%20self%20check%20in%20complete.png?cb=a34e1938eaf2ba7e56710a042be04398) | | Show icon indicating whether or not the client was sent a summary of encounter | Appointment tile displays "Sent to Client" or "NOT sent to client" icon. ![enc shared with client.png](https://manual.vetspire.com/__attachments/a_bf02a919d996990fff7728f74ab6808caad2e494de452d5d31e727e6e8a26f1f/enc%20shared%20with%20client.png?cb=914f9862d8de1766ab1fb97ee53b38c8) | | Show icon indicating whether or not the rDVM was sent summary of encounter | Appointment tile displays "Sent to rDVM" or "NOT sent to rDVM" icon. ![enc shared with rdvm.png](https://manual.vetspire.com/__attachments/a_02d8a40856d13882cb762261ee28d178540e65314f8db68d23ecc63cb0ac88ec/enc%20shared%20with%20rdvm.png?cb=0413d96773f6ae037e9d4d899b2b6ae3) | | Show icon is missing required client fields | Appointment tile displays an alert when the client profile is missing information in required data fields. ![client missing info hover.png](https://manual.vetspire.com/__attachments/a_e4469396bf83fc68f1a7da4c890be281bd9f18c70e71a7495711ca8116b2ec59/client%20missing%20info%20hover.png?cb=c9f736230ee8211b5d138eacb9fc5a64) | | Show icon if account has a balance due or is in collections | Appointment tile displays "Balance Due" icon. ![client balance due.png](https://manual.vetspire.com/__attachments/a_f20931345ce78274c08e164bd91d70c046ab5be8ddbb310382dec8ee89fd0d5d/client%20balance%20due.png?cb=f98374be4146f829bbf07cc4a7e1af4c) | | Show icon if the client's email is verified | Appointment tile displays icon indicating that the client's email address has been verified. ![Screenshot 2025-08-25 164640.png](https://manual.vetspire.com/__attachments/a_948c01d0ee9da77ff103185e7350816506f85a74dc6a2921c08fa87cdae55e78/Screenshot%202025-08-25%20164640.png?cb=f45d5d87b968a3bca2c884d8e4c80a8f) | | Enable contagion risk icon | Appointment tile displays known or unknown contagion risk icon. ![image-20250818-133225.png](https://manual.vetspire.com/__attachments/a_7fbc26f2f6cce7c01d85585c2fa183787dc421a06a3e34da2b6ee218d18b6719/image-20250818-133225.png?cb=cd276dc1937801134f81a7bfa007cfc9) | | Show the encounter provider on the Flow page instead of the appointment provider | Appointment tile displays the name of the provider listed on the encounter, if different from the provider selected when the appointment was originally scheduled. ![provider name.png](https://manual.vetspire.com/__attachments/a_922a1864de99de56e874ad47e407c26af2a9790511ce18778088dcb57d7683f5/provider%20name.png?cb=6ac4275f33b97f5f66ffc4dabc05d24d) | | Audible Notification on the Flow page when a client indicates they have arrived | Flow page plays an audible notification when a client arrives at the location for their appointment and checks in. | | Enable moving appointment cards into the Check-In column once a client has completed self check-in | Appointment tiles automatically move to the **Checked In**column when a client completes their self check-in forms. ![image-20250818-133941.png](https://manual.vetspire.com/__attachments/a_532b2e8b3edd5d01e782fe50f61886f138ee59886d64728bbed6ffe8533a7d2c/image-20250818-133941.png?cb=bccf8c8fb23c75f3f11db6f3b503ef9f) | | Leave appointments in Checking Out after payment (default is to move them to Completed) | Appointment tiles remain in the **Checking Out** column after checkout. | ## Chart Timeline Preferences The following table describes the behavior of preferences for Patient Chart \> Chart when toggled on. | **Preference** | **When toggled on...** | |-------------------------------------------------------------------------------------------------------------------------|---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | Show icon indicating whether or not the client was sent summary of encounter | Exam block in Chart displays "Sent to Client" or "NOT sent to client" icon. ![shared with client enc chart.png](https://manual.vetspire.com/__attachments/a_ce2e32e3598e9b7c32abe2093cf12acc22388c61dc7f9eb9b5e2d0802f6eb178/shared%20with%20client%20enc%20chart.png?cb=941732e9f7a4f535f0a6715b63966983) | | Show icon indicating whether or not the rDVM was sent summary of encounter | Exam block in Chart displays "Sent to rDVM" or "NOT sent to rDVM" icon. | | Enable checkbox for automatic texting of CalProEngine Survey | These settings display as **Encounter options** at the bottom of the encounter screen. ![image-20250818-150340.png](https://manual.vetspire.com/__attachments/a_b74644d61836f3a33c26c5392babc847f0948e40877d08412fad54678f2a06a7/image-20250818-150340.png?cb=061c3c17c631005f4c5f8bfbdcc64b7c) | | Enable checkbox for next day automatic client email of signed encounters | These settings display as **Encounter options** at the bottom of the encounter screen. ![image-20250818-150340.png](https://manual.vetspire.com/__attachments/a_b74644d61836f3a33c26c5392babc847f0948e40877d08412fad54678f2a06a7/image-20250818-150340.png?cb=061c3c17c631005f4c5f8bfbdcc64b7c) | | Enable checkbox for next day automatic rDVM emailing of signed encounters | These settings display as **Encounter options** at the bottom of the encounter screen. ![image-20250818-150340.png](https://manual.vetspire.com/__attachments/a_b74644d61836f3a33c26c5392babc847f0948e40877d08412fad54678f2a06a7/image-20250818-150340.png?cb=061c3c17c631005f4c5f8bfbdcc64b7c) | | When printing the patient label include a label containing a QR Code that when scanned will open up the patient's chart | Patient label includes QR code when printed from Patient Chart \> Tools \> Print Patient Label. | ## Lab Preferences Some of Vetspire's lab integrations have available preferences for customizing the display of lab results. | **Preference** | **When toggled on...** | |------------------------------------------------------|------------------------------------------------------------------------------------------| | Antech - Merge Absolute and Non-Absolute lab results | Summarizes the display of some Antech diagnostic results in Patient Chart \> Diagnostic. | ## Protocol \& Cadence Preferences | **Preference** | **When toggled on...** | |----------------------------------------------------------------------------------------------|------------------------------------------------------------------------------------------------------------| | Hide protocol reminders older than 3Y overdue on patient charts and the Compliance Dashboard | Reminders for protocols older than 3 years do not display in Patient Chart or on the Compliance Dashboard. | | Enable cadence \`postcard\` contact method | Enables API users to query protocol reminders. | --- version: "Working version" variant: "Commercial" language: "en" --- # Admin The**Admin** tab is where preferences, location settings, users, integrations, and configurations are set. Some preferences available are: * require a state license to use Vetspire * disable the Auto Sign Out for consent forms Click to expand... ![sign out after consent forms.png](https://manual.vetspire.com/__attachments/a_e1b682e11e12a62623a2ffde7bf719c4a7ef0ec0b4eb04380331242acd9e0e8f/sign%20out%20after%20consent%20forms.png?cb=7eb342382127ad28fa93fdf28bcb00e4) *** ** * ** *** The following may be managed through the Admin tab. * [Organization Settings (Admin)](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/org.md) * [Preferences: General Organization Settings](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/preferences.md) * [Manage User Settings (Admin)](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/staff.md) * [User Roles and Permissions Reference (Admin)](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/user-roles.md) * [Locations: Add a New Location \& Location Settings](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/admin-locations.md) * [Payment Processors and Payment Methods](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/payment-processors.md) * [PrintNode](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/printnode.md) * [API Keys](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/api-keys.md) * [Modules](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/modules.md) * [Configure](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/configure.md) * [rDVM Mass Upload](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/rdvm-mass-upload.md) * [Price Changes](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/price-changes.md) * [Automate Clinical Workflows (Automation Triggers)](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/triggers.md) * [Protocols Migrator User Guide](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/protocols-migrator.md) --- version: "Working version" variant: "Commercial" language: "en" --- # Locations: Add a New Location & Location Settings Locations in Vetspire are designed to support veterinary organizations with multiple practices. The settings available in **More \> Admin \> Locations** enable you to configure details, schedules, and integrations for each unique location. This article describes all available configuration options. In More \> Admin \> Locations, select the **Create New Location** button to add a location. ![ADMIN_LOC_CreateBTN.png](https://manual.vetspire.com/__attachments/a_dc4a26929211f87fd7d16eb180434ade8f31b59739c593a83bc3470a45a7a726/ADMIN_LOC_CreateBTN.png?cb=fd385f223a9b9ba563b320bb375d5a9c) When your organization has multiple locations, you can use the location drop-down menu in the top left of Global Navigation to switch between locations. ![toolLocation.png](https://manual.vetspire.com/__attachments/a_509ea5fb689df294bfbcfd6fb1d1cb21844f1669991e0ed4b9a4bcf3ea0b4060/toolLocation.png?cb=f5b0f6b8dc041c6ae3e678a3c20c12e7) **Information on Location Scheduling** * See [Edit Location Scheduling Details](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/location-settings-scheduling.md) for steps to configure your location's hours of operation and appointment settings. * See [Create and Manage Provider Schedules](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/staff-users.md) for steps to schedule a calendar of availability for providers at your location. ## Basic Info Select **Edit** in the **Basic Info** section of Location Settings to enter your location's details. The following table describes available Basic Info fields. | **Field** | **Description** | |----------------------------------------------|---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | **ID** | System-generated identifier for the location. The **ID** is automatically assigned to the location by Vetspire and cannot be changed. | | **Name** | The internal name of your practice's location. | | **Display Name** | The name of your practice's location that displays on invoices and client communications. | | **Address and Country** | The physical address of your location. **Note:** If the location **Country** is set to *Canada* , the **Harmonized Sales Tax Number** field displays where you can enter your tax ID to print on invoices. | | **Contact Information** | Add your location's **Phone Number** , **Email Address** , and **Website URL**. | | **Color** | The color of the location label that displays when selecting between multiple locations. | | **Timezone** | Select your location's timezone. | | **Default Weight Unit** | Select the default unit for patient weight measurements at this location: *lb* , *g* , or *kg*. **Note:** The **Default Weight Unit** overrides the organizational weight unit. | | **Payroll ID** | Set a unique ID for this location for payroll reporting. | | **State, County, City, and Other Tax Rates** | Apply local tax rates to all taxable products invoiced at this location. | | **Price Markup (%)** | The percent at which the unit cost of a product invoiced at this location will be raised by default. | | **Cash Bank Amount** | Enter an amount to pre-populate your End of Day form with the amount of cash your practice keeps on hand. | | **Open Date** | The date on which your practice opened this location to clients. | | **Currency** | Select the currency unit displayed across the system and on invoices and estimates for this location: *USD* or *CAD*. | | **Tags** | Location tags are used for pricing and reporting. Go to More \> Admin \> Configure \> Location Tags to create a new tag. | | **Inventory Parent** | Optionally select the location that manages stock for this location, if inventory is not managed at this location. | | **Outbound SMS Phone Number** | This is the phone number, purchased through Vetspire, that the system sends your SMS messages from. | | **Outbound Toll Free SMS Phone Number** | This is the phone number, purchased through Vetspire, that the system sends your SMS messages from. The toll free phone number will be used instead of the regular SMS phone number when available. [**Contact Vetspire Support**](https://support.vetspire.com/support/home)**for assistance with toll free phone numbers.** We can assist you if your SMS messages are blocked by your carrier or marked as spam. | | **Forward inbound SMS messages to email** | Set to *Yes* to receive a notification at the location **Email Address** when a client sends an SMS message to the location **SMS Phone Number**. | | **Fax Number** | Faxes sent to this number display in the location's **Inbox**, accessed from Global Navigation. | | **Active Status** | Set to *Yes* to enable appointment scheduling at this location. | | **Test Location** | Set to *Yes* to have the system ignore transactions from this location during invoicing and reporting. | | **Enable Reminders** | Set to *Yes* to enable automated client reminders for this location. | | **Enable Nova** | Set to *Yes* to enable the NOVABoard (accessed from Global Navigation) and NOVASheets for this location. See [NOVA](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/use-the-novasheet.md) for more details. | ## Task Groups Tasks Groups are used to [assign a task](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/create-a-personal-task.md) to multiple clinic staff members. To create a Task Group, select **Edit** in the **Task Groups** section of Location Settings, and the **Edit Task Groups** window displays. From here, you can create, edit, delete, and add users to Task Groups as needed. ![task groups settings.png](https://manual.vetspire.com/__attachments/a_9dff1a7ca38c30313b8b5c7d3d4ce5ff29c777a57a683ab64ed85a9250ee499c/task%20groups%20settings.png?cb=e7ede4fcd1b67d2d3e6f6fa90fa68fab) ## Departments [Departments](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/departments-admin.md) configured at the organization level can be enabled for your location. To add a department to your location, select **Edit** in the **Departments** section of Location Settings, then select the **plus sign +** in the **Edit Departments** window. Select an **Org Department** to enable for your location. ![image-20250611-153031 (1).png](https://manual.vetspire.com/__attachments/a_ea0d06d7f1f1d8e155b3ed7b6a073635af8be58c0784c266275d9303f9d560be/image-20250611-153031%20(1).png?cb=ea741ff047831db7372b3d1daa9be4d1) ## Printing Select **Edit** in the **Printing** section of Location Settings to configure your printing integration and prescription label settings. The following table describes available Printing fields. | **Field** | **Description** | |--------------------------------|-----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | **Direct Print** | Set to *Yes* if your network does not support cloud-based printing, such as when your printer is physically connected to your computer. | | **PrintNode Settings** | Vetspire's integration with [PrintNode](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/printnode.md) supports cloud-based printing. Once your PrintNode integration is set up in More \> Admin \> Integrations \> PrintNode, you can set your location-specific PrintNode settings: * **PrintNode Computers:** Select the computer(s) on your network that support cloud-based printing. * **PrintNode Printer:** Select the printing device(s) on your network to which documents can be printed through the cloud. * **PrintNode Paper Size:** Set the default print size for documents printed through the cloud. | | **Flip Rx Labels Orientation** | Set to *Yes* to print prescription labels upside down. | | **Label Size** | Select the default size of printed prescription labels: * 54 X 70 mm * 103 X 164 mm * 889 X 508 mm | ## Marketing Select **Edit** in the **Marketing** section of Location Settings to add your practice's brand details. | **Field** | **Description** | |-------------------------------|-------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | **Social Media Review Links** | Add your **Facebook Page** , **Yelp Review** , and **Google Review** **Links**. (Please note that this information is internal only and does not display elsewhere in Vetspire.) | | **Latitude and Longitude** | Enter the map coordinates of your location, for use with Google Maps. | | **Location Logo** | Upload your practice's logo image file (JPEG or PNG) to display on PDF documents. The recommended image size is 236 x 67 px. Images will be automatically resized to fit within these dimensions when generating PDFs. **Note:** The **Location Logo** overrides the organizational logo. | | **Marketing Providers** | Select one or more providers who are responsible for marketing at this location. | ## Advanced Location Settings * In the **Custom Location Attributes** section, select **Edit** to create a new attribute with a name and value to pull through the Vetspire API. This feature is primarily used for marketing. If you have more than one location, custom location attributes enable you to create unique marketing materials for each location. ![attributes3.png](https://manual.vetspire.com/__attachments/a_14354a416a8846a45e27818d78027f4c528ddc225b8b6748dc6bb299e0d31fe0/attributes3.png?cb=20450194ab46c005ad5f71390d83bc85) * At the bottom of the Location Settings window, select **Show Differentiated Pricing Product Markups** to display a grid of all products with pricing markups across your organization. * **DataSync Settings** are used by the Vetspire Implementation Team when onboarding your organization with Vetspire if you migrated from a different practice management software. You do not need to edit these settings to create a new location. --- version: "Working version" variant: "Commercial" language: "en" --- # Admin Permissions Release Schedule (2025-2026) **This article is intended for organization admins.** This article lists which permissions have been enforced as part of Vetspire's [Changes to User Role Permissions](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/about-changes-to-user-role-permissions-2025.md) project and which permissions will be enforced in future releases. You can grant individual permissions or all permissions for a feature to customize your organization's user roles. Permissions that were previously enabled via the 'Administrator' setting in a user's profile are identified by one of two tags on the **User Roles** page in Vetspire: * Admin: This permission is enforced. The user role must have this permission granted to access or use this feature. * Admin Coming Soon: This permission will be enforced in upcoming releases. All changes to user role permissions will be communicated via [++release notes++](https://app.getbeamer.com/vetspirecom/en). The majority of these permissions enable users' access to different pages in **More \> Admin** . All permissions are defined in the [User Roles and Permissions Reference](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/user-roles.md). | **Category** | **Feature** | **Permission(s)** | **Release Date** | |---------------|-------------------------------------------------------|----------------------------------------------------------------|-------------------| | **Accounts** | Client Tags | * Create * Delete * Update | April 9, 2026 | | **Accounts** | Custom Client Fields | * Create * Delete | April 9, 2026 | | **Accounts** | Custom Patient Fields | * Create * Delete * Update | April 21, 2026 | | **Accounts** | License | Manage | February 24, 2026 | | **Accounts** | Provider | Download List | May 6, 2026 | | **Accounts** | Provider | * Create * Read * Update | May 19, 2026 | | **Accounts** | Provider Commission | Update | May 6, 2026 | | **Analytics** | Analytics | Read | May 19, 2026 | | **Billing** | Coupon | * Create * Delete * Update | December 18, 2025 | | **Billing** | Credit Memo | Create | May 19, 2026 | | **Billing** | Product | * Create * Delete | January 14, 2026 | | **Billing** | Product | * Enable/Disable * Mass Upload * Toggle Price Lock * Update | January 27, 2026 | | **Billing** | Product Manufacturer | Create | March 11, 2026 | | **Billing** | Product Manufacturer | * Delete * Update | February 11, 2026 | | **Billing** | Product Package | * Create * Delete * Update | February 11, 2026 | | **Billing** | Purchase Order | * Create * Delete * Read * Update | February 11, 2026 | | **Billing** | Revenue Center | * Create * Delete * Update | March 25, 2026 | | **Clinical** | Complication | * Create * Delete * Update | June 3, 2026 | | **Clinical** | Encounter | Delete | June 3, 2026 | | **Clinical** | Encounter Type | * Create * Delete * Update | July 14, 2026 | | **Clinical** | Immunizations | Delete | December 3, 2025 | | **Clinical** | Macro | * Make Universal * Manage | December 18, 2025 | | **Clinical** | Medications | Delete | January 14, 2026 | | **Clinical** | Medications | * Prescribe * Refill | December 18, 2025 | | **Clinical** | Patient Document | Delete | December 3, 2025 | | **Clinical** | Patient Tag | * Create * Delete * Update | July 14, 2026 | | **Clinical** | Vitals | Delete | November 19, 2025 | | **Entities** | Alert | * Create * Delete * Update | March 25, 2026 | | **Entities** | Cage | * Create * Delete * Update | **Coming soon** | | **Entities** | Client Referral Source | * Create * Delete * Update | **Coming soon** | | **Entities** | Consent Form Templates | * Create * Delete * Update | **Coming soon** | | **Entities** | Custom Location Attribute | * Create * Delete * Update | February 24, 2026 | | **Entities** | Location | Manage | **Coming soon** | | **Entities** | Location Attribute | Update | July 29, 2026 | | **Entities** | Location Tag | * Create * Delete * Update | July 29, 2026 | | **Entities** | Org | * Read * Update | August 11, 2026 | | **Entities** | Org Lab | Manage | **Coming soon** | | **Entities** | Org Preference | * Create * Delete * Read * Update | **Coming soon** | | **Entities** | Required Fields (formerly called 'Entity Validation') | Update | April 9, 2026 | | **Inventory** | Inventory Adjustment | Create | January 14, 2026 | | **Inventory** | Product Category | * Create * Delete * Update | December 18, 2025 | | **Inventory** | Product Type | * Create * Delete * Update | July 29, 2026 | | **Inventory** | Product Type | Read | August 11, 2026 | | **Lab** | Lab Result | Delete | November 19, 2025 | | **Marketing** | Newsletter | * Create * Delete * Read * Update * Send | **Coming soon** | | **Marketing** | Targeted Message | * Create * Delete * Read * Update | **Coming soon** | | **Plans** | Wellness Plan | * Cancel * Manage | **Coming soon** | | **Protocols** | Protocol | * Create * Delete * Update | **Coming soon** | | **Protocols** | Triggered Cadence | Update | **Coming soon** | | **rDVMs** | rDVMs | * Create * Delete * Use Mass Upload | January 14, 2026 | | **rDVMs** | rDVMs | * Edit Advanced rDVM Information * Edit Basic rDVM Information | January 27, 2026 | | **Reminders** | Appointment Reminder | * Create * Delete * Read * Update | **Coming soon** | | **Schedule** | Appointment | Delete | January 14, 2026 | | **Schedule** | Appointment Type | * Create * Delete * Update | January 27, 2026 | | **Schedule** | Appointment Type | Read | February 11, 2026 | | **Schedule** | Appointment Type Tag | * Create * Delete * Update | **Coming soon** | | **Schedule** | Location Hours | Update | **Coming soon** | | **Schedule** | Location Schedule | * Create/Delete * Update | **Coming soon** | | **Schedule** | Schedule Template | * Create * Delete * Update | **Coming soon** | | **Tasks** | Task Category | * Create * Delete * Read * Update | May 6, 2026 | | **Triggers** | Trigger | * Create * Delete * Read * Update | **Coming soon** | --- version: "Working version" variant: "Commercial" language: "en" --- # Admin Settings for Visits There are a few settings that org admins need to configure for your hospital to be able to use [visits](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/about-visits.md) in Vetspire: * **Org preferences for visits:** Configure options for [Visit Types and Visit Reasons](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/preferences.md). * **Enable the 'Ready for Discharge' column on Flow:** This setting allows you to mark patients as 'Ready for Discharge' when they are cleared to leave the hospital. * **Grant user role permissions for visits:** There are specific permissions related to visits that can be granted for unique user roles. * **(Optional) Org settings for Care Team roles:** In an encounter, you can list up to five Vetspire users that are part of a patient's care team. Each care team member is assigned a pre-defined role that is configured in your [NOVA Settings](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/build-nova-template.md). ## Org Preferences for Visits 1. Go to **More \> Admin \> Settings \> Preferences**. 2. Locate the **Visit Type Organization** section. 1. Toggle on the predefined Visit Type options that you want to be available for selection when scheduling appointments and creating [NOVASheets](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/use-the-novasheet.md). Visit Types are designed for use with the [Visits Report](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/analytics.md) available in More \> Analytics. 3. Locate the **Enable Visit Reasons** section. 1. Toggle on the 'Enable Visit Reasons' setting. 2. Create, edit, or delete custom options that are available for selection in the **Reason for Visit** field when scheduling an appointment. The system saves your changes automatically. **Notes About Visit Reasons** * When 'Enable Visit Reasons' is toggled *off* : The **Reason for Visit** field is a free-text entry field. This is how the field displays by default. * When 'Enable Visit Reasons' is toggled *on* : The **Reason for Visit** field displays a drop-down menu of your custom Visit Reason options. * Enabling Visit Reasons will override any information that is manually entered in the **Reason for Visit** fields of existing appointments. Disabling Visit Reasons restores the manually entered information in the free-text **Reason for Visit** field. ## Enable the 'Ready for Discharge' Flow Column 1. Go to **More \> Admin \> Locations** and select the location you want to edit. 2. Scroll down to the Scheduling section and select **Edit \> Edit Basics**. This opens the Edit Scheduling Details window. 3. Set the **Enable Ready for Discharge** setting to *Yes* , then select **Save**. ![ready for discharge location sched settings.png](https://manual.vetspire.com/__attachments/a_5e904e2d028f584ce981ef62d01ce3e93a77a5f03af532d42da1e565fde73a23/ready%20for%20discharge%20location%20sched%20settings.png?cb=aa683c83394efda867b548a10a837bfa) ## User Role Permissions Related to Visits The abilities to end a visit and mark a patient as 'Ready for Discharge' are permission based. The following permissions can be enabled for appropriate [user roles](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/user-roles.md) in More \> Admin \> Staff \> User Roles: * **Clinical \> Visit \> End Visit** * **Clinical \> Visit \> Mark Ready for Discharge** --- version: "Working version" variant: "Commercial" language: "en" --- # AI Scribe Support for Multi-Patient Recording When a client brings in two patients to be seen at the same time, you can use [**AI Scribe**](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/about-ai-scribe.md) to capture a **Multi-Patient Recording** that saves to each patient's encounter. Both patients must have open encounters to create a **Multi-Patient Recording**. To begin an **AI Scribe** recording for both patients: 1. Select the arrow next to the **AI Scribe microphone** , then select **Start Multi-Patient Recording**. This opens the 'Start a Multi-Encounter Recording' window, which displays all open encounters for all of the client's patients. ![multi pet scribe rec access.png](https://manual.vetspire.com/__attachments/a_8c4559d466bec181d692c3b06f3b2311b7e1c26382a57aec1dc6c128c41365cc/multi%20pet%20scribe%20rec%20access.png?cb=867bbce8c8992226f128d24666ad2d54) 2. Select the checkbox next to the second patient's open encounter. (The patient whose encounter you are currently accessing is selected by default.) 3. Select **Start Recording**. ![AI Scribe start multi pet rec.png](https://manual.vetspire.com/__attachments/a_b6212a48e42cea16868e663d033aa800dc97bbded10ef225bf67bd166a599acf/AI%20Scribe%20start%20multi%20pet%20rec.png?cb=83c3c26839298feceb3b0518fb270194) 4. In the AI Scribe **recording bar**, select the number of patients (2) to view which encounters are currently being recorded. ![AI Scribe multi pet rec number display.png](https://manual.vetspire.com/__attachments/a_505c53220240311d8732b286db84eaeb4ac569a0b2249cd8287f9d5f1c173ac3/AI%20Scribe%20multi%20pet%20rec%20number%20display.png?cb=1b460c66926a0f8dc50c21ef0043a5d7) 5. Select the **Stop icon** to save the recording and begin AI Scribe's processing of the audio file. 6. When the recording bar updates to 'Notes Ready!,' select **Review** to open AI Scribe's suggested notes for the patient's encounter you are currently viewing. 7. You can edit, sync, and decline sections as needed, or select **Sync All** to add AI Scribe's suggestions to your encounter notes. ![image-20260302-170030.png](https://manual.vetspire.com/__attachments/a_d9ec7b90a20f12e5b29acfa23650125e21bf5643043fac12c32da2a0107db26b/image-20260302-170030.png?cb=3d778979f25bd17de7211682eb3341f6) 8. Navigate to the second patient's chart using the **Multiple Pets** drop-down menu in [Patient Banner](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/patient-information-screen.md). ![AI Scribe multi pet navgiate.png](https://manual.vetspire.com/__attachments/a_3e83b38285aaca5dcab8804ea1b129befa51c83d985a595bca1ba8f770a500ad/AI%20Scribe%20multi%20pet%20navgiate.png?cb=5eb8ebb0eac02c9e2424c422db443685) 9. Open the second patient's encounter, then select **Retrieve Notes** on the audio file to open the 'Review Notes' window. ![AI Scribe multi pet rec retrieve notes.png](https://manual.vetspire.com/__attachments/a_3c3daf56762b38f9cf513227f18caeb2dd3db1afec7bf4e01cca794e451e9155/AI%20Scribe%20multi%20pet%20rec%20retrieve%20notes.png?cb=02996975f82b978a670d9fe4795e786e) The audio file displays the additional patient included in the recording. 10. Edit, sync, and decline sections of AI Scribe's suggestions as needed, or select **Sync All**. The same audio file and transcript is saved to both encounters. The audio file is stored in each encounter for **7 days** after the recording is saved, and the transcript can be accessed at any time. **Things to Note About Multi-Encounter Recordings:** * Any encounter that already has a saved AI Scribe recording file cannot be included in a multi-patient recording. The 'Start a Multi-Encounter Recording' window displays an alert when you select an encounter that has already used AI Scribe. ![image-20260302-181752.png](https://manual.vetspire.com/__attachments/a_3383388cd4c133c8b41db704cf1f6c83e6ac24ae9536973e487313b8fba104b1/image-20260302-181752.png?cb=773c6ce3903cdd0f5fc48e935c89a8a4) * When you **pause** or **stop** AI Scribe in one encounter, the recording is also paused or stopped in the second encounter. * We recommend vocalizing each patient's name as you examine them to help AI Scribe determine which data points correspond to which patient. --- version: "Working version" variant: "Commercial" language: "en" --- # AI Summary for Uploaded Documents In addition to summarizing medical records, **Vetspire AI** can also be used in **Patient Chart \> Uploads** to summarize digital and scanned documents. In an instant, you can review key details from diagnostic results, referral records, prescriptions, and even handwritten exam notes. Data from PDF summaries can then be used in [AI Patient Summary](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/about-ai-patient-summary.md). **Multi-Language Support** **Vetspire AI Summary** can generate English summaries of documents in other languages, including Spanish, French, German, Arabic, and more! Select the **AI Summary** button next to the uploaded document to begin the AI review process. The PDF Summary window automatically displays when the document summary is complete. ![PET_Chart_Upload_AISummary_MRK.png](https://manual.vetspire.com/__attachments/a_075684b7d1c89adb7bec3b0f042e56748f36ee7117d5745e3da3d24f2b168b48/PET_Chart_Upload_AISummary_MRK.png?cb=3439d0af569854ebbc6aab135f77b848) AI Summaries match the original content of the PDF, including dates, personal details, measurements, and medication information. **Example:** ![ai pdf summary antech example.png](https://manual.vetspire.com/__attachments/a_5e97d89c18501b762cfa2322b550f4187533ffd162488094f55dce5c202e8e32/ai%20pdf%20summary%20antech%20example.png?cb=292147ed1cdd19680d9ef2f1941c7116) ## Video: AI Summary for PDFs ## PDF Assistant Chat When using AI Summary for PDFs, you can chat with Vetspire AI to quickly search for and locate key information in the patient's document history. Vetspire AI stores your chat history for 7 days. Vetspire AI Assistant Chat features are available upon request for organizations using Vetspire AI. Please contact Vetspire Support or your account representative to get started. To access the PDF Assistant Chat: 1. From **Patient Chart \> Uploads** , select the **AI Summary** button for the document you want to review. This opens the PDF Summary window on the right side of the screen. ![access ai pdf summary btn.png](https://manual.vetspire.com/__attachments/a_cfdb757b0a1a7fca7fc3beda34164e73aec13972e15890eb890e7b2e05dcbc3c/access%20ai%20pdf%20summary%20btn.png?cb=dd52dc459092ac919bb5b984effad9a6) 2. Select the **PDF Assistant** button at the bottom of the PDF Summary window. The chat window then displays next to the PDF Summary. ![pdf summary access assistant chat btn.png](https://manual.vetspire.com/__attachments/a_153cd923f1379df67886ed26e873c882f7591a9666f3daf7e73c7c4d78bb308b/pdf%20summary%20access%20assistant%20chat%20btn.png?cb=6bb3b7412f0a6a409147578d152ce769) 3. (Optional) Vetspire AI displays chat prompts based on how the PDF document is [categorized](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/tips-to-prepare-pdfs-for-ai-summarization.md) in the patient's chart. You can select a prompt to ask the PDF Assistant chat a related question. ![pdf assistant prompt.png](https://manual.vetspire.com/__attachments/a_5bbd00708969d8e22e04d2aa86ee08cd85121216398c5e3991a3c8a08454ae9d/pdf%20assistant%20prompt.png?cb=e9848c38e86da1c2c50bbb1092538df2) Example: Selecting the **Client Instructions** prompt asks the PDF Assistant chat to "Get discharge instructions for client" from a PDF that has been categorized as *Emergency Records*. 4. Type your question in the chat window, then select the **arrow icon** or the Enter key on your keyboard to submit your entry. ![pdf assistant chat enter question.png](https://manual.vetspire.com/__attachments/a_a26602acf9efb25389e095d225060c3410564d89851cd592488585e4a785b696/pdf%20assistant%20chat%20enter%20question.png?cb=c9df3e4f2d59edf40b1c232519713099) 5. (Optional) To copy Vetspire AI chat responses to paste into the patient's medical record, select the **copy button** ![Screenshot 2026-05-19 144017.png](https://manual.vetspire.com/__attachments/a_8c39c43e6485805b26b400b27c6f8724644f89efa9480f3b93e8903a42820804/Screenshot%202026-05-19%20144017.png?cb=8e94c74b14d21940097bade0d4d4e305) . --- version: "Working version" variant: "Commercial" language: "en" --- # Analytics The **Analytics** **Overview**page (accessed via More \> Analytics) displays sales, average patient invoice, and invoice volume data for the last six months by default. You can filter the KPI Dashboard to view data for multiple locations and a specific date range. You can use the left-side menu to navigate to other reports available under Analytics. ## Available Reports * **Usage:** Search by product and/or filter by date and location to view product usage. * **Rabies Report:** View all patients who have received a rabies vaccine during a specific date range and export a report of the patients' rabies tag numbers. * **Account Credit Report:** Lists the Credit on Account balance for all clients across the organization. * **rDVM Revenue Report:** Lists each rDVM, revenue generated by the rDVM, and the total number of clients linked to the rDVM within a specified date range. * **rDVM Patient Report:** Filter by date, location, and rDVM to view a list of last seen clients and patients. * **Client Referral Report:** Filter by date to view each location's referral source client count. * **Provider Change Audit Report:** Lists each time the linked provider on an invoice line item was changed for a specific date range and location(s). Select a row on the report to navigate directly to the client's invoice. * **Deleted Invoice Audit Report:** Lists all invoices that have been deleted and which user deleted them for a specific date range and location(s). * **Reconciliation Notes:** Lists whether the [End of Day](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/end-of-day.md) dashboard was reconciled for each date within the specified date range. * **Encounters Report:** Filter by date to view details of all unsigned encounters. Select a row on the report to navigate directly to the patient's encounter. * **Employee Plans Report:** Filter by date to view wellness plan enrollments. * **Employee Licenses Report:** Lists the licenses saved for all users and whether each license has expired. Select a row on the report to navigate directly to the [user's profile settings page](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/user-settings.md). * **Complications Report:** View all [complications](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/complications.md) added to patient encounters for a specific date range and location(s). * **Discounts Report:** View all line item discounts applied to invoices for a specific date range and location(s). Select a row on the report to navigate directly to the client's invoice. * **Visits Report:** View all open and closed Visits for a specific date range and location(s). --- version: "Working version" variant: "Commercial" language: "en" --- # Antech [Antech Diagnostics](https://www.antechdiagnostics.com/) is a leading veterinary technology services company that offers reference and in-house lab diagnostics, imaging equipment, and more. Antech integrates directly with Vetspire to populate diagnostic results in patient charts. You can also order Antech diagnostics through Vetspire encounters. **BEFORE YOU GET STARTED** You will need your Antech **Account Number** to set up your Antech-Vetspire integration. Please [contact Antech](https://www.antechdiagnostics.com/contact-us/) for assistance with retrieving your account number. ## Set Up Your Antech Integration in Vetspire 1. Go to **More \> Admin \> Integrations \> Labs**. 2. Select the location you want to edit, then select **Add New Laboratory**. The New Location Lab window displays. 3. Enter *Antech* in the **Laboratory Name** field and select *Antech V3* in the **Company** drop-down field. 4. Enter your Antech **Account Number** , **Username** , **Password** , and **Clinic ID**. 5. (Optional) Set **Antech Point of Care Lab?** to *Yes* if your location uses Antech in-house diagnostic equipment. 6. Set **Auto Invoice?** to *Yes*. 7. Select **Create**. When you order an Antech diagnostic through Vetspire, the order then displays as *In Progress* in your [Antech online portal](https://online.antechdiagnostics.com/login.html). **Example:** ![image-20230121-031950.png](https://manual.vetspire.com/__attachments/a_1b4cc33eb55b8a05a7485a962805436968daf526cbd453cf5d26fb5a191364f8/image-20230121-031950.png?cb=ecffaa941f4ebded87bd61f895d07876) ## Add Antech Diagnostic Codes in Vetspire Once your Antech-Vetspire integration setup is complete, you will need to add your Antech **Diagnostic Codes** to your lab test products in Vetspire. This enables Vetspire to bill clients for the correct test **when auto-invoicing is enabled** in your Antech integration settings. See [Manage Products](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/inventory-and-services-products.md) for more information on editing your products in Vetspire Inventory \& Services. ![antech diagnostic code example.png](https://manual.vetspire.com/__attachments/a_183802282781d12cec877ad03223053941fdb828de99c8bbb96112403dd465f3/antech%20diagnostic%20code%20example.png?cb=cf9c79ce6548d277b34b8ec41111ef15) --- version: "Working version" variant: "Commercial" language: "en" --- # Antech-Heska POC Diagnostic Codes *Updated August 7, 2026* | **Description** | **Alias** | **Antech Code** **(V3 \& V6)** | **Heska Code** | |-----------------------------------------|-------------------------------------|--------------------------------|----------------| | ALT (GPT) | ALANINE TRANSAMINASE | HDC-7 | HSKHDC-7 | | ALP | ALKALINE PHOSPHATASE | HDC-8 | HSKHDC-8 | | GGT | GAMMA-GLUTAMYL TRANSFERASE | HDC-9 | HSKHDC-9 | | Total Bilirubin | TOTAL BILIRUBIN | HDC-10 | HSKHDC-10 | | AST (GOT) | ASPARTATE AMINOTRANSFERASE | HDC-11 | HSKHDC-11 | | BUN | BLOOD UREA NITROGEN | HDC-12 | HSKHDC-12 | | Creatinine | CREATININE | HDC-13 | HSKHDC-13 | | Phosphorus | PHOSPHORUS | HDC-14 | HSKHDC-14 | | Calcium | CALCIUM | HDC-18 | HSKHDC-18 | | Cholesterol | CHOLESTEROL | HDC-19 | HSKHDC-19 | | Magnesium | MAGNESIUM | HDC-20 | HSKHDC-20 | | Amylase | AMYLASE | HDC-21 | HSKHDC-21 | | Lipase | LIPASE | HDC-23 | HSKHDC-23 | | Triglycerides | TRIGLYCERIDES | HDC-25 | HSKHDC-25 | | CK | CREATINE KINASE | HDC-26 | HSKHDC-26 | | Uric Acid | URIC ACID | HDC-27 | HSKHDC-27 | | Ammonia | AMMONIA | HDC-28 | HSKHDC-28 | | Electrolytes | ELECTROLYTES | HDC-29 | HSKHDC-29 | | CompPlus Panel | COMPPLUS PANEL | HDC-31 | HSKHDC-31 | | Comprehensive Panel | COMPREHENSIVE PANEL | HDC-1 | HSKHDC-1 | | Equine Panel | EQUINE PANEL | HDC-2 | HSKHDC-2 | | Kidney Panel | KIDNEY PANEL | HDC-3 | HSKHDC-3 | | Liver Panel | LIVER PANEL | HDC-4 | HSKHDC-4 | | Plus Panel | PLUS PANEL | HDC-5 | HSKHDC-5 | | Pre-Surgical Panel | PRE SURGICAL PANEL | HDC-6 | HSKHDC-6 | | Blood gas | BLOOD GAS | HBG-1 | HSKHBG-1 | | Bile Acids | BILE ACIDS | HEI-1 | HSKHEI-1 | | T4 | TOTAL T4 | HEI-2 | HSKHEI-2 | | TSH | CANINE TSH | HEI-3 | HSKHEI-3 | | Cortisol- ACTH Baseline | CORTISOL ACTH BASELINE | HEI-4 | HSKHEI-4 | | Cortisol-Post (Addison's Suspected) | CORTISOL POST ADDISONS SUSPECTED | HEI-5 | HSKHEI-5 | | Cortisol-Post (Cushing's Suspected) | CORTISOL POST CUSHINGS SUSPECTED | HEI-6 | HSKHEI-6 | | Cortisol -Monitoring | CORTISOL MONITORING | HEI-7 | HSKHEI-7 | | Cortisol- Low Dex 0hrs | CORTISOL LOW DEX 0HRS | HEI-8 | HSKHEI-8 | | Cortisol- Low Dex 8 hrs | CORTISOL LOW DEX 8HRS | HEI-10 | HSKHEI-10 | | Cortisol- High Dex 0hrs | CORTISOL HIGH DEX 0HRS | HEI-11 | HSKHEI-11 | | Cortisol- High Dex 4hrs | CORTISOL HIGH DEX 4HRS | HEI-12 | HSKHEI-12 | | Cortisol- High Dex 8 hrs | CORTISOL HIGH DEX 8HRS | HEI-13 | HSKHEI-13 | | Progesterone | PROGESTERONE | HEI-14 | HSKHEI-14 | | C-Reactive Protein | C-REACTIVE PROTEIN | HEI-15 | HSKHEI-15 | | Fibrinogen | FIBRINOGEN EQUINE | HCO-2 | HSKHCO-2 | | DEA Blood Type | DEA BLOOD TYPE | HCO-4 | HSKHCO-4 | | Parasitology | PARASITOLOGY ELEMENT AIM | HFEC-1 | HSKHFEC-1 | | Urinalysis | POC URINALYSIS ELEMENT AIM | HUR-1 | HSKHUR-1 | | CBC | HEMATOLOGY HEMATRUE | HHEM-1 | HSKHHEM-1 | | Nu Q | IN CLINIC NU Q | HEI-16 | HSKHEI-16 | | Cortisol- Low Dex 4hrs | CORTISOL LOW DEX 4HRS | HEI-9 | HSKHEI-9 | | PT and aPTT | | HCO-1 | HSKHCO-1 | | Fibrinogen | FIBRINOGEN CANINE | HCO-3 | HSKHCO-3 | | Feline Blood Type | FELINE BLOOD TYPE | HCO-5 | HSKHCO-5 | | Glucose | GLUCOSE | HDC-15 | HSKHDC-15 | | Albumin | ALBUMIN | HDC-17 | HSKHDC-17 | | LDH | LACTATE DEHYDROGENASE | HDC-22 | HSKHDC-22 | | Total Protein | TOTAL PROTEIN | HDC-16 | HSKHDC-16 | | TCO2 (Bicarb) | TOTAL CARBON DIOXIDE | HDC-24 | HSKHDC-24 | | truRapid Heartworm | HEARTWORM ANTIGEN | HTR-1 | HSKHTR-1 | | truRapid FIV | FIV ANTIBODY | HTR-2 | HSKHTR-2 | | truRapid Parvovirus | CPV ANTIGEN | HTR-3 | HSKHTR-3 | | truRapid Giardia | GIARDIA | HTR-4 | HSKHTR-4 | | truRapid Anaplasma | ANAPLASMA | HTR-6 | HSKHTR-6 | | truRapid Lyme | LYME | HTR-7 | HSKHTR-7 | | truRapid Ehrlichia | EHRLICHIA | HTR-8 | HSKHTR-8 | | truRapid Leptospirosis | LEPTO | HTR-9 | HSKHTR-9 | | truRapid FeLV | FELV | HTR-10 | HSKHTR-10 | | truRapid HW/Lyme | HEARTWORM ANTIGEN LYME | HTR-11 | HSKHTR-11 | | truRapid FIV/FELV | FELV FIV ANTIBODY | HTR-12 | HSKHTR-12 | | truRapid Parvovirus Giardia | CANINE PRAVO VIRUS ANTIGEN GIARIA | HTR-13 | HSKHTR-13 | | truRapid FOUR | HW ANTIGEN ANAPLASMA LYME EHRLICHIA | HTR-14 | HSKHTR-14 | | truRapid FOUR Leishmania | HEARTWORM ANAPLASMA LEISHMANIA | HTR-15 | HSKHTR-15 | | truRapid Parvovirus Giardia Coronavirus | CPV GIARDIA CANINE CORONA VIRUS | HTR-16 | HSKHTR-16 | | truRapid Leishmania | LEISHMANIA | HTR-5 | HSKHTR-5 | | NT-proBNP | NT PROBNP | HEI-18 | HSKHEI-18 | | SDMA | SDMA | HEI-17 | HSKHEI-17 | --- version: "Working version" variant: "Commercial" language: "en" --- # API Keys API keys can be used to connect integrations, exchange information via the [Vetspire API](https://developer.vetspire.com/), and authenticate and authorize requests associated with your projects for usage, security, and billing purposes. You can generate, view, and manage your Vetspire API keys in **More \> Admin \> Integrations \> API Keys** . By default, Vetspire API keys expire after **4 years**. **API keys are sensitive!** An API key is a unique identifier and may allow access to your organization's complete database. Use with care. ## Create a Vetspire API Key 1. Go to **More \> Admin \> Integrations \> API Keys**. 2. Select **Create New API Key** to open the New API Key window. 3. Enter a **Title** for your API key to note what it is being used for. 4. Select a [user role](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/user-roles.md) in the **Role** field to restrict the API key to specific permissions. 5. Select **Create**. ![new api key view.png](https://manual.vetspire.com/__attachments/a_31fa01de4f2543b8b55d6351f08415316fdeb8986e21e9d48799d02c54eed1cb/new%20api%20key%20view.png?cb=ad0e3bcf56dd9f8f01e5b970eee79f19) The API key is hidden by asterisks until you select the **Show Token (eye)** ![visibility_24dp_101820_FILL1_wght400_GRAD0_opsz24.png](https://manual.vetspire.com/__attachments/a_7edeade2cb1763e9a8539241211e60f1dcb3329d0f1f3dfc26f45d5fa31bd965/visibility_24dp_101820_FILL1_wght400_GRAD0_opsz24.png?cb=253dad194d6011fb34efe8baea653412) icon. To copy the key, select the **Copy Token (paper)** icon. To delete the key, select the **Delete API Key (trash can)**icon. **Each API key must have a unique Title.** The system will prevent the creation of a new API key with a previously used name. ## Manage User Profile for API Key When an API Key is generated in Vetspire, a new **API User** profile is created in **More \> Admin \> Staff \> Users** . You can search for the new user profile by entering the API key **Title** in the **Username** or **Email**field. ![search api user.png](https://manual.vetspire.com/__attachments/a_91f067f2ef735a927ceb0045bea484bcc0742afafbd7fd3eb0ba4358c8dbaae9/search%20api%20user.png?cb=bc0ff5e16ab2ef768412474057d5f694) **Vetspire Recommends** * We recommend renaming the **API User** profile with a unique name to easily track changes in Vetspire made using this API key. * Deleting an API key does not remove its associated API User profile. --- version: "Working version" variant: "Commercial" language: "en" --- # Apply Coupons [Coupons](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/coupons.md) for total or line-item discounts can be applied to estimates and *Open* invoices. All coupons are configured in **Financials \> Manage \> Coupons**. To apply a coupon: 1. Go to **Patient Chart \> Billing** and select the estimate or invoice you want to edit. 2. Select the **Apply Coupon** button above the **Grand Total** amount, then select the coupon you want to apply. 3. Finalize and check out from the invoice as normal. **Vetspire Recommends** If your coupon is not listed in the **Apply Coupon** drop-down menu, enter the coupon code to search for and locate the coupon. ## Recalculate Coupons You may choose to recalculate the coupons automatically applied to an estimate or *Open* invoice when adding new tags to a client profile or patient chart. (See [Client Tags](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/client-tags.md) and [Patient Tags](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/patient-tags.md) for more details.) You may also recalculate coupons when updating line items and to verify that the coupon discounts are current before finalizing the invoice. Above the invoice total where discounts and coupons are manually applied, select **Recalculate Coupons**. The system will re-run the automatic discount process and: * reapply discounts to relevant line items * apply any new client and/or patient tag coupons to the invoice * update the **Amount Due** to reflect the newly applied or updated coupons ![BILL_Invoice_Recalculate-Coupons_MRK.png](https://manual.vetspire.com/__attachments/a_41bf7f4fd3da01528973517e23f0aa97789017fcf63370545853fbd37a19f87d/BILL_Invoice_Recalculate-Coupons_MRK.png?cb=ca443be6edd83ccc6a25a11172185dca) ## Video: Apply a Coupon to Invoice --- version: "Working version" variant: "Commercial" language: "en" --- # Appointment Types In **More \> Admin \> Configure \> Appointment Types** , you can configure your organization's default settings for different visit types (such as wellness exams, boarding reservation check-ins, and surgeries) and create [event blocks](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/events.md). Appointment Types are saved automatically during editing. You can navigate away from the Appointment Types window, and your changes will be saved. ## How to Create an Appointment Type 1. Select **New Appointment Type** . A new **Appointment** record is added to the bottom of the Appointments Type list. 2. Select the new **Appointment** to open its details. 3. Complete/edit the following fields: | **Field** | **Description** | |----------------------------------|---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | **Name** | Enter the **Name** of the Appointment Type. You will search for the Appointment Type by this name during scheduling. | | **Default Appointment Duration** | The default time block for the Appointment Type. The total appointment duration can be edited during scheduling. | | **Color** | The Appointment Type displays with the selected color in Schedule for quick differentiation. | | **Is Exam** | Set to *Yes* to enable reminders for this Appointment Type. | | **Is Surgery** | Set to *Yes* when the Appointment Type involves a surgery. The system uses this setting to determine the number of surgeries scheduled for a given day and adhere to the Surgery Capacity in your [location's scheduling settings](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/location-settings-scheduling.md). | | **Is Daycare** | Set to *Yes* when the Appointment Type is for a daycare visit. These appointments display in the **Daycare** column in Schedule. | | **Is Telemedicine** | Set to *Yes* when the Appointment Type is for a video visit. | | **Is Blockoff** | Set to *Yes* when the Appointment Type is *NOT* for a client visit. Blockoffs can be selected when creating an [event block](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/events.md) in Schedule. **Note:** This option can only be set to *Yes* when ALL of the following options are set to *No*: Is Exam, Is Surgery, Is Daycare, Is Telemedicine, and Is Dropoff. | | **Is Dropoff?** | Set to *Yes* when using **Queue Mode** in [Custom Schedules](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/custom-schedules.md) or **Waitlist** in your [location settings](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/location-settings-scheduling.md). Allows for schedule blocks for drop-offs at specific times. | | **Default Encounter Template** | Select the [encounter type](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/encounter-templates.md) that loads when this Appointment Type is started. | | **Can Book Online?** | Set to *Yes* to allow clients to book this Appointment Type via your [Online Booking Widget](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/online-booking.md). | | **Show on Kiosk?** | Set to *Yes* to allow clients to book this Appointment Type on a kiosk at your practice. | | **Allow double booking with?** | Select other Appointment Type(s) that this Appointment Type can be booked at the same time as. | | **Double booking constraints** | If you are using the **Allow double booking with?** option, select one of the following: * Allow double booking if appointments of a permitted type start at ++**same**++ time. * Allow double booking if appointments of a permitted type start at ++**any**++ time. (For example, Appointment A starts at 12:00pm and overlaps with Appointment B starting at 12:15pm.) | | **Steps** | Add additional steps for clinic staff when scheduling this Appointment Type: *Confirmation* , *Verify Client Info* , *Verify Patient Info* , *Vitals* , *Assign Kennel* , and/or *Pickup Time*. | | **Description** | Describe the Appointment Type in five words or less. The **Description** displays for clients in your [Online Booking Widget](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/online-booking.md). | | **Revenue Center** | Select a revenue center for reporting (configured in Financials \> Manage \> Revenue Centers). This links any revenue generated from encounters of this Appointment Type to the selected revenue center. | | **Tags** | Select an appointment type tag to group similar types (configured in More \> Admin \> Appointment Type Tags). | | **Default Products** | When this Appointment Type is started, products selected here will be automatically added to the client's invoice. | | **Required Consent Forms** | Link consent form(s) to this Appointment Type that the client will complete during [self check-in](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/patient-check-in.md) (configured in More \> Admin \> Configure \> Consent Forms). | | **Position** | You can optionally sort the order in which Appointment Types display during scheduling. **Note:** When using **Position** , each Appointment Type must have a **Position** number, or the types will display in random order during scheduling. | | **Schedule Name** | Displays for clients in your [Online Booking Widget](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/online-booking.md). | | **Disable Reminders?** | Set to *Yes* to override reminder settings configured in Marketing \& Reminders and to *disable* reminders for this Appointment Type. **Tip:** This is typically used for euthanasia appointments. | | **Options** | Only one of your Appointment Types can be set as the **Default**. During scheduling, the default Appointment Type will be automatically selected but can be changed. You can also **delete an Appointment Type** in this section. | | **Is Universal?** | Set to *Yes* if the Appointment Type is available at all locations in your organization. | | **Is 30 minute Wellness?** | Set to *Yes* to automatically set the appointment duration to 30 minutes. This is typically used for **wellness exams**. | | **Is 45 minute Sick?** | Set to *Yes* to automatically set the appointment duration to 45 minutes. This is typically used for **sick visits**. | | **ID** | This is a system-generated ID for use with the Vetspire API. This field cannot be edited. | ## Video: About Appointment Types ## Video: Assign Appointment Type to Specific Location(s) --- version: "Working version" variant: "Commercial" language: "en" --- # How to Schedule an Appointment Patient appointments can be created on the [Schedule](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/schedule.md) calendar, [Flow](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/flow.md), and [Patient Chart](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/patient-information-screen.md). ## Create an Appointment in Schedule 1. Access the **Schedule** calendar from Global Navigation, then select **New Appointment**. This opens the Schedule Appointment window. 2. In the 'Search patients or clients' field at the top of the window, search for and select the client/patient you want to book. ![new appt modal search.png](https://manual.vetspire.com/__attachments/a_7dd5da6cf03b36c0e787dfda82c28353395e889b0a03f1ba98307939370e6af7/new%20appt%20modal%20search.png?cb=f30ee6387a43956340c5614de827dc7f) When you select a patient, the Patient Banner displays at the top of the Schedule Appointment window. The banner displays key patient details (species, breed, age, alerts, etc.) and displays a '$ Due' indicator when the client owes an outstanding balance. 3. Complete the appointment information fields. See the*Appointment Details Reference*below for more information on each field. 4. **Send Confirmation Email** is checked by default. Uncheck if you do not want to send an appointment confirmation email to the client. The **Send Confirmation Email** option is *unchecked* by default when the selected client has their [communication preferences](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/client-communication-preferences.md) set to NOT receive transactional emails. 5. Select **Create Appointment**. ![image-20260331-201457.png](https://manual.vetspire.com/__attachments/a_8e0803d9d40b20b395233ffc5212dcda9c839c83479a41051573e41fdf585857/image-20260331-201457.png?cb=35364796d468f4937afd5142f2b1bbe4) ### Appointment Details Reference | **General Appointment Details** ||| |---------------------------------------------|-------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|-------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | **Field** | **Description** | **Notes** | | **Appointment Type (Required)** | Select the relevant appointment type. | Appointment types are configured in More \> Admin \> Configure \> [Appointment Types](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/appointment-types). | | **Appointment Status (Required)** | Select the appointment status. | Available options: *Planned* , *Confirmed* , *Checked In* , *Ready for Discharge* , *In Progress* , *Completed* , *No show* , *Pending* , *Canceled* , or *Daycare*. | | **Provider** | Select the provider who will be working with the patient during their appointment. | When you select a **Provider** , you can only choose from the provider's [assigned departments](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/assign-providers-to-departments-admin) in the **Department** field. | | **Additional Providers** | Select one or more additional providers who will also be involved in the patient's appointment. | | | **Appointment Date (Required)** | Adjust the date if different from the current date. | | | **Appointment Time \& Duration (Required)** | Set the appointment start time and duration. | | | **Recurrence** | If this is a recurring appointment, set the frequency as *Daily* , *Weekly* , *Monthly* , *Yearly* , or *Custom*. | This field is set to *Does not repeat* by default. | | **Reason for Visit** | Type in or select the relevant reason for the appointment. | Your [org preferences](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/preferences) determine whether this is a free-text entry field or a drop-down menu with predefined options. | | **Additional Details** ||| | **Field** | **Description** | **Notes** | | **Custom Schedule** | Select a [custom schedule](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/custom-schedules) to display this appointment in the selected column on the Schedule calendar. | | | **Department** | Select the relevant department for the appointment. This field only displays org departments that are [enabled for the location](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/admin-locations). | When you select a **Department** , you can only choose from the providers who are [assigned to the department](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/assign-providers-to-departments-admin) in the **Provider** field. | | **Visit Type** | Select the relevant visit type. The selected Visit Type will be assigned to all records linked to this visit, including NOVASheets. | Predefined visit types are enabled by admins in your [org preferences](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/preferences). | | **Appointment Notes** | Enter additional details about the appointment. These notes are internal only. | | ### Add Drop Off \& Pick Up Details to Appointment When a client needs to drop off their patient at your practice, you can schedule the drop off and pick up times within the appointment details. 1. In the Schedule Appointment window, expand the **Drop Off / Pick Up** section. 2. In the **Drop Off Time** field, enter the time that the client will bring their patient to the hospital. (Appointment reminders will be sent based on the **Drop Off Time**.) 3. Enter the date in the **Pick Up Time** field when the client will return to the location to collect their patient. This date can differ from the **Appointment Date**. 4. Enter the time that the client will return to the hospital in the **Select pickup time** field. ![appt modal drop off pick up.png](https://manual.vetspire.com/__attachments/a_4e35176cc8224281086d463c57a3ca1d6697f5d6f3a4e4a82c55b91ab5749ef5/appt%20modal%20drop%20off%20pick%20up.png?cb=d4c25e2c5d4ea8474148779ebd499f3c) 5. Complete the other appointment information fields as needed, then select **Create Appointment**. The patient's **Drop Off Time** displays on the appointment tile on the Schedule calendar, ![drop off in appt details.png](https://manual.vetspire.com/__attachments/a_c5c22f0038e8b6230f60c4f6753738762514f0b9e7ac7682a68900b1eefd75b8/drop%20off%20in%20appt%20details.png?cb=c4902425e2f18b68774c8006c15bf8ec) * **Appointment reminder texts** are sent to the client based on the **Drop Off Time**. * **Appointment confirmation emails** are sent to the client based on the **Appointment Time**. You can send a **Pick Up Text** to the client when the patient is ready for pickup. 1. Select the appointment tile on the Schedule calendar, then select the **pencil icon** to edit the appointment details. 2. In the Schedule Appointment window, expand the **Drop Off / Pick Up** section. 3. Select the **Send Pick Up Text** button next to the **Pick Up Time** fields. The text message is recorded in Patient Chart \> Messages. ## Create an Appointment in Flow 1. In the **Awaiting** , **Waitlist** , or **Checked In** columns, search for the client or patient in the search bar by name, ID, or phone number, then select their profile. * For new clients, select the **plus sign** ➕ to open the [Create a New Client](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/clients.md) window. 2. The **Appointment Date** and **Time** default to the current day and time. Edit these fields as needed. 3. Select the **Provider** and **Type**. 4. Edit the **Appointment Status**as needed. This field defaults to the status of the column you selected to create the appointment in Step 1. 5. (Optional) Enter the **Room Number** and **Reason for Visit**. 6. Select **Create Appointment**. ![image-20260608-210724.png](https://manual.vetspire.com/__attachments/a_544aab7e3f80d065ea1a308a55e4afa725aed968487dbf66734e27ad78a73b12/image-20260608-210724.png?cb=3eb24be0cf85d4e148badc3a9ca444cc) ## Create an Appointment in Patient Chart 1. In the Chart tab, select **New Appointment**. This opens the Schedule Appointment window. ![PET_Chart_NewApptBTN_MRK.png](https://manual.vetspire.com/__attachments/a_310fb94fb33954511171a1ee53bfa55e0ce695ccb3b581bf04403e496f32e79d/PET_Chart_NewApptBTN_MRK.png?cb=edf5ea872c98d187da493c0c9a390be9) 2. Select the **Appointment Type** and **Appointment Status**. 3. Select the **Appointment Date** field to open a calendar and list of available providers: * Select the appointment date on the calendar. * For the provider who will see the patient during this appointment, select one of their available appointment time slots (if your practice uses [provider schedules](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/staff-users.md)) or select **Enter Manual Time** to set the appointment start time. The selected provider populates the **Provider** field. * Select **Add Schedule.** ![PET_Chart_NewAppt_DateSearch.png](https://manual.vetspire.com/__attachments/a_0ae01489f983fdaf647e45dab9fd842b22eb741ac37fbea04f96ef8fe490fea5/PET_Chart_NewAppt_DateSearch.png?cb=210ff8ee3731c72cbffe71050774fb4d) 4. (Optional) Edit the appointment **Duration** and **Recurrence** as needed. 5. (Optional) Enter or select a pre-configured **Reason for Visit**. 6. (Optional) Expand the **Additional Details** section to select a **Custom Schedule** , **Department** , and **Visit Type** and enter **Appointment Notes**. 7. (Optional) Enter **Drop Off / Pick Up** information and complete **Custom Fields** as needed. 8. **Send Confirmation Email** is checked by default. Uncheck if you do not want to send an appointment confirmation email to the client. 9. Select **Create Appointment**. --- version: "Working version" variant: "Commercial" language: "en" --- # Assign Encounter to a Provider and Technician All encounters must be assigned to a provider (DVM). By default, the encounter is assigned to the provider listed on the appointment in Schedule, Flow, or Patient Chart. For record keeping purposes, we recommend assigning a technician to the encounter in addition to the provider. To edit the assigned provider and technician in an encounter: 1. Select the **General** tab (farthest to the left) of the **encounter footer**. 2. Edit the assigned provider in the **Veterinarian** field as needed. ![ENC_General-AssignedDVM_MRK.png](https://manual.vetspire.com/__attachments/a_b10620069c33c96ddf348adf59e9fd5ca956b419d5ec7a58980f468ecb89cbba/ENC_General-AssignedDVM_MRK.png?cb=c10156cc65a2288154dd8cc728e9392b) 3. Select the appropriate staff member in the **Technician** field. Some practices use the **Technician** field to record the customer service representative assisting the client. 4. Add staff members in the **Additional providers** , **Scribe** , and **Checked In** fields as needed. ## Video: Assign an Encounter to a Provider --- version: "Working version" variant: "Commercial" language: "en" --- # Assign Providers to Departments (Admin) In a [location's settings](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/admin-locations.md) (accessed via **More \> Admin \> Locations**), you can assign Vetspire user accounts that are set as providers to specific org departments enabled for the location. **Before You Get Started** See our [Locations: Add a New Location \& Location Settings](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/admin-locations.md) guide for information on enabling org departments for your location. 1. Go to **More \> Admin \> Locations** and select the location you want to edit. 2. Scroll down to the **Department** section of the location settings, then select **Edit**. 3. In the Edit Departments window, select the department you want to assign providers to. This opens the Edit Department window, where you can configure settings for the individual department. 4. Select the **Providers** field, then select the provider(s) you want to assign to this department from the drop-down menu. 5. Select **Save**. ![assign providers in location settings.png](https://manual.vetspire.com/__attachments/a_1be596215a6a48a91c9a40c75e84272688b23868dde88e3beeaed1419fca0465/assign%20providers%20in%20location%20settings.png?cb=55ae9ef8a599d35ea415e8b233c8951f) --- version: "Working version" variant: "Commercial" language: "en" --- # Billing: About Client Billing in Patient Chart The **Billing** tab in Patient Chart displays a client's invoices, estimates, payment history, account credit history, and other billing events for *all* patients linked to the client's account. In the Patient Chart banner, the Billing tab displays a **'Due'** indicator when an invoice is ***Open*** (not finalized) or ***Due*** (finalized but unpaid or only partially paid) for any of the client's patients. ![image-20250930-160813.png](https://manual.vetspire.com/__attachments/a_c9168c4757588857a450d26ee07a3584ad81134adf32c2b4f6873776ee271233/image-20250930-160813.png?cb=f9a7a63eae95a5441e86a6d2ef6d37b6) An overview of the client's billing activity displays at the top of the Billing tab: ![image-20250624-202702.png](https://manual.vetspire.com/__attachments/a_0971d418be3ee0634adf0fe66f308f29dfa1c281b03e73d60720ea0091f61668/image-20250624-202702.png?cb=d5fccffd087e044846be9d5ecc79aaaf) * **Current Balance:** The sum of all of the client's *Open* and *Due* invoices. * **Credit on Account (i.e., Account Credit):** Pre-paid balance that can be applied to a client's *Due* invoices. * **Lifetime Value:** Total amount paid by the client at all of your locations that they have visited since their client profile was created in Vetspire, excluding credits manually applied to their account. * **Trailing Year Value:**Total amount paid by the client at all of your locations that they have been invoiced at in the last 12 months, excluding credits manually applied to their account. ## Available Billing Actions in Patient Chart Multiple options display at the top of the Billing tab. Note that some of these features are permission-based. ![image-20250624-202844.png](https://manual.vetspire.com/__attachments/a_0808aabd1716657e1e6639268a52030caef05db6ef3e4e9df59ddf9500bf3fc8/image-20250624-202844.png?cb=8346e8aff16d7620480a364684c1a2a6) * **Print Billing History:** Select to download and print a PDF report of all of the client's *Open* , *Due* , and *Paid* invoices, including the invoice date, number, total, and amount due. * **Print Billing Statement:** Select to download and print a PDF statement that details all *Due* invoices and any adjustments or payments made toward the invoice total. * **Email Billing Statement:** Select to email the Billing Statement PDF to the client's email address on file. This option is only available when a client has one or more *Due* invoices. * **New Payment:** Collect a payment or deposit for products or services that are not associated with an encounter. Collected payments will automatically apply to the client's **Current Balance** . If no balance is due, the payment amount is added as a **Credit on Account** and can be applied to future invoices. This feature is useful for when you need to collect payment before finalizing an invoice or when you need to collect a single payment to cover multiple invoices. * **New Estimate:** Create a new [estimate](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/patient-estimates.md). An estimate is used to determine the cost of products and services before they are invoiced. * **New Invoice:** Create a new [invoice](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/patient-invoice.md) for products and services that are not associated with an encounter. When you create a new invoice or estimate in Patient Chart \> Billing, the invoice or estimate is automatically associated with the patient whose chart you are currently in. For clients with multiple patients, you can change the patient associated with an invoice line item as needed on *Open* invoices. ## What is included in the Billing tab? The following table describes each section of the Billing tab in Patient Chart. | **Section** | **Description** | |----------------------------|-----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | **Invoices** | Table view of the client's invoices in all statuses for all of their patients (*Open* , *Due* , *Paid* , *Collections* , and *Uncollectible*). | | **Estimates** | Table view of the client's *Draft* and *Invoiced* estimates for all of their patients. | | **Payments** | Report of all payments collected for the client. | | **Account Credit History** | Report of all credits added to the client's account and all credits used for their invoices or total balance due. * A **negative amount** indicates an amount that was added to the client's account. * A **positive amount** indicates an amount that was applied to an invoice or voided. (If applied to an invoice, the **Invoice #** displays.) | | **Notes** | View and add billing notes. For clients with multiple patients, the notes display in each patient's chart. | | **Events** | Select **Show Current Events** to view a change log of updates to invoices, estimates, refunds, and other system billing events. | --- version: "Working version" variant: "Commercial" language: "en" --- # Billing Preferences In More \> Admin \> Preferences \> Billing Preferences, you can configure settings for payment collection, estimates and invoices, checkout options, and more! The table below describes all available preferences. | **Preference** | **Description** | |------------------------------------------------------------------------------------------------------------------------------|----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | Lock finalized invoices at midnight after X days | A locked invoice cannot be edited or deleted. If the **number of days** field is left blank, invoices will never lock. If you set the field to *0 days*, invoices will lock at midnight on the creation date. | | Maximum days to consolidate charges onto existing open invoices | This preference determines how a client is billed when a patient is seen my multiple providers (i.e., has multiple open encounters). Use the **number of days** field to set when billable items are added to a client's existing open invoice. **Example:** When adding charges for a client with an existing open invoice, use that invoice only if it was created within the last *7 days*. Leave this field blank or set to 0 to always add charges to existing open invoices regardless of date. (This is recommended for 24-hour ERs.) | | Default the take deposit amount to the high end of estimate | When enabled, the **High Total** value of an estimate is the amount taken by default when you select **Take Deposit**. ![BILLING_EST_HighTotal_MRK.png](https://manual.vetspire.com/__attachments/a_efdf8513094c3e215b776e27d1f34e119c87609afd8f0e8828181dead16db172/BILLING_EST_HighTotal_MRK.png?cb=ea8adca2c6ae04ace791e61034fb12f0) | | Disable the 'Finalize' button on an invoice if there are items with no provider selected | When enabled, all line items on an invoice must be assigned to a provider. If they are not assigned, the **Finalize** button is disabled on the invoice and a "Fix blank providers!" alert displays. | | Merge the duplicate items on Invoice PDF | When enabled, duplicate line items are merged into a single line item with the aggregate **Quantity** and **Cost** on invoice PDFs. | | Hide the buttons 'Email to Pay' and 'Text to Pay' | This setting is for organizations who have Card Connect integrated with Vetspire. When enabled, the **Email to Pay** and **Text to Pay** buttons are hidden in the estimate window. | | Upon invoice finalization prompt to send out email verification to client | When enabled, users receive the following system prompt: "Do you want to send an email to the client to verify their email address?" | | Enable to split patient invoices | When enabled, separate invoices are created for each of a client's patients. When disabled, a single invoice is created for all patients. | | Display field to enter a donation amount upon checkout | Toggle on to add a **Donation** field to the Checkout window. | | Display field to enter a tip amount upon checkout | Toggle on to add a **Tip** field to the Checkout window for all invoices. **Note:** When this setting is disabled, you can still configure specific [products](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/add-a-new-product.md) to display a **Tip** field when they are invoiced. | | Do not allow your employees to create order items | When enabled, users cannot create a *new* product when adding products to an order. | | Add an 'Issue Credit' button when viewing a patient invoice | When enabled, the **Issue Credit** button displays on invoices. ![issue credit.png](https://manual.vetspire.com/__attachments/a_eea2cc006d0782aa65708593b578782d463d070e8567f9229681ec9f113cd234/issue%20credit.png?cb=aa1d8ba0483716648952a5cfa28a80da) | | When a client pays using 'Text to Pay', notifications are sent to providers on the Order/Estimate and user who sent the text | When enabled and a client pays using **Text to Pay**, a notification is sent to the providers listed in the estimate, invoice, and order sections of the associated encounter. | | Add buttons to estimate page to allow for one-click to send link for consent and deposit | Toggle on to enable the **Text Consent/Deposit** and **Email Consent/Deposit** buttons in the estimate window. | | Hide items with zero quantity on the printed invoice PDF | When enabled, all line items with a **Quantity** of *0* are removed from the invoice PDF. | | Enable the end of day cash bank feature | Toggle on to display the **Cash Bank** and **Total Cash to be Deposited** fields in [End of Day](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/end-of-day.md). | | Enable marking invoices as 'uncollectible' after X days | Marking an invoice as *Uncollectible* removes the invoice amount from the location's revenue report. The amount is no longer shown as *Due*in Patient Chart \> Billing. By default, this field is set to *30 days*. | | Enable rounding down of cash invoices | Toggle on when change is not collected during a cash transaction. The system will automatically create and apply an account credit to cover the change portion of the transaction amount. | | Require discount reasons for line-item level manual discounts on invoices | When enabled, users must select a **Reason** from the drop-down menu to apply a discount to an invoice line item. ![BILL_Invoice_DiscountReason_MRK.png](https://manual.vetspire.com/__attachments/a_94d55aad430026738a3d9a8d4fa1c76be0bb3171aad76392b5c06d56af36d589/BILL_Invoice_DiscountReason_MRK.png?cb=d758e753d336fb6a6251136da53749de) | | Print receipt for Card Connect terminals on every charge | Toggle on to print a receipt on a Card Connect terminal for every processed Card Connect transaction. | | Disable enrolling patients in wellness plans | Toggle on to disable the sale of wellness plans. | | Main text for Estimate Consent Form and Additional Legal Text for Estimate Consent Form | This is the text that displays in estimate consent forms shared with clients. Variables are supported in both text templates. To view an estimate consent form, open the **Estimates** window in an encounter and select **Capture New Consent**. ![ENC_EST_ConsentForm-Text_MRK.png](https://manual.vetspire.com/__attachments/a_b2b2860ef0a2cf38865067b64bf753d7b845da745c60a19aee30e745c743c88a/ENC_EST_ConsentForm-Text_MRK.png?cb=6ded8940d9af4de5f32f651e9f1787a1) | | Legal Text for Estimate | This text displays on estimate PDFs. You can use variables in this text template to customize the forms for each client and patient. To generate an estimate PDF in an encounter, open the **Estimates** window and select **Download PDF**. ![ENC_EST_PDF-LegalText_MRK.png](https://manual.vetspire.com/__attachments/a_44407352fea85e239f4409802b7884bb4615ab391735e24b4908c143e70ae5f2/ENC_EST_PDF-LegalText_MRK.png?cb=48b1a78385bac410dc9e38b30de4ebde) | --- version: "Working version" variant: "Commercial" language: "en" --- # Board (Treatment Board) This is a virtual treatment board for in-hospital patients and is separated into departments; * Treatments * Dental * Grooming * Surgery To use the**Board**, add a patient to the appropriate category and add a task. To order medication, procedures, custom tasks, etc.: 1. Use the three horizontal lines to add comments, quantity, or delete. 2. Use a checkmark to complete a task; click the checkmark again to change the status. * White box - the task has not started. * Yellow box - the task is started and by whom * Green box - a completed ask, who completed it, and when 3. Use the three dots next to the patient's name to order diagnostics and complete encounters. 4. Click the **Invoice** button to move items to the invoice and complete the encounter. --- version: "Working version" variant: "Commercial" language: "en" --- # Boarding Boarding, accessed from Global Navigation, is designed for practices that offer overnight and temporary lodging services for patients. Through Vetspire, you can book reservations and track patient stays in specific boarding wards and kennels. ![BRDING_FullScreen.png](https://manual.vetspire.com/__attachments/a_2fed7ebd804fd424336b539b29475f3fd5d4be17cce415484170a8bdc9bb076b/BRDING_FullScreen.png?cb=a54cb84c0c43f397740b070ebc640e8c) The Boarding window displays a calendar view of all reservations by week or day. Reservations are color-coded based on their status: * **Green** = Checked-In * **Pink** = Planned * **Gray** = Checked-Out **Before You Get Started** You must first configure your boarding reservation types and your location's wards and kennels: * Go to **Financials \> Manage \> Types** to create boarding reservation types. See [About Boarding Reservation Types](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/reservation-types.md) for details. * Go to **More \> Admin \> Locations** to configure wards and kennels for your location. See [Manage Location Treatment and Boarding Kennels](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/location-cages.md) for more details. ## Add a Reservation to the Boarding Calendar 1. Select **New Reservation**. 2. Search for the client or patient and select the patient's name, or select one of your last five accessed patients. ![BRDING_NewRes-Search.png](https://manual.vetspire.com/__attachments/a_8eb8ccfb11b4940f2b42f313ca283f3f7967eb22a15c9447eafa42ff5cb8792c/BRDING_NewRes-Search.png?cb=ad54e429fdaba765ceb7396b693e9b4b) 3. Enter the following in the New Reservation window: * **Arrival Date** and **Departure Date:**Select from calendar. * **Arrival Time** and **Departure Time:** *AM* or *PM*. This gives you the flexibility to schedule a boarder to leave in the morning and another to arrive in the afternoon. * **Reservation Type:** Select the product type for the reservation. * **Ward/Kennel:** Select your location's ward or kennel where the patient will be staying. Only available kennels display. * (Optional) Select **Add Patient** to add another of the client's pets to the reservation if multiple patients are being boarded together. * (Optional) Enter **Reservation Notes** for clinic staff. 4. Select **Reserve**. ![BRDING_NewRes.png](https://manual.vetspire.com/__attachments/a_cdc0a89060d9bb37c6e8a46f9f478cd89d3acd27e93fec47e97617afa039ddd4/BRDING_NewRes.png?cb=febc71bbd7d6c298cb49bde364e4e5a4) Creating a boarding reservation does NOT create an encounter. ### View Reservation Details When you select the reservation in the Boarding calendar, the Details window opens and displays key patient information and the reservation details. * Select the **pencil icon** to edit the reservation details. Only *Planned* and *Checked-In* reservations can be edited. * Select the **trash can icon** to cancel/delete a reservation. Only *Planned* reservations can be deleted. ![BRDING_ResDetails.png](https://manual.vetspire.com/__attachments/a_dbd04d25bfe3867234d67c9d010b2056d8e90d46202feac24dfaaeb016ec4fda/BRDING_ResDetails.png?cb=80d26923113c2a1e50480edeb90e8320) **Print a Kennel Card** From the Boarding calendar, you can print a 2"x 5" card to attach to a boarder's kennel and help clinic staff identify the patient. To print a kennel card, select the reservation in the calendar, then select the **printer icon** in the Details window. ## Available Actions in Boarding Filters and views in the Boarding calendar give your practice staff the information they need to prepare for boarders coming and going. * By default, the Boarding calendar displays the weekly view. Select the **Week** drop-down menu and then select *Day* to switch to the daily view. * Use the arrows at the top of the calendar to view different weeks or days. ![image-20230615-170900.png](https://manual.vetspire.com/__attachments/a_894661976a79d75c31fef7b23dd387abdf93e6a8258e81d97b99a094167473ba/image-20230615-170900.png?cb=68471c798159a1bceb72d4d07026424e) * When viewing a past or future date, select **Today** to go back to the current week or day. ![image-20230615-171008.png](https://manual.vetspire.com/__attachments/a_0bf9dcbb1e9e13c7d6e0c9636754d6139578fc82d64c07986d8d92604bd35b56/image-20230615-171008.png?cb=2df3fe93656884ade65d472b67707b30) * In the daily view, select the **Filter** button to view reservations that are *Arriving* or *Departing* that day. ![BRDING_DayFilter.png](https://manual.vetspire.com/__attachments/a_577d8b34d2d784fdf081e6f7689d3e1d153770f9e4f105fbe29f361146662a0a/BRDING_DayFilter.png?cb=9435d6914eecd09cf6fd92fc3e760e63) * Select **Deletion log** at the bottom right of the window to view deleted reservations. * In the daily view, select **Download** to save and print a list of the day's boarders. --- version: "Working version" variant: "Commercial" language: "en" --- # Boarding Check-In, Checkout, and Estimates Boarding, accessed from Global Navigation, includes all the tools you need to manage patient reservations from arrival to departure. From the Boarding calendar, you can update the reservation status, create billing estimates for the patient's stay, and navigate to the patient's invoice. You can only check in boarding reservations when the **Arrival Date** is the current date. * To check in a boarder with a *Planned* reservation, select the reservation from the calendar, then select **Check-In** in the Details window. Edit the **Departure Date** if needed. * To check out a boarder from the *Checked-In* status, select the reservation from the calendar, then select **Check-Out** in the Details window. You are then directed to the invoice for the boarder's stay in Patient Chart \> Billing, where you can complete the [check-out invoice process](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/invoice-payment.md). **Check In** ![BRDING_CheckIn.png](https://manual.vetspire.com/__attachments/a_e6223b1ea0991c39880f3ddcf1c2b6cd01d87eda43e06ddeda8add23b066d1ac/BRDING_CheckIn.png?cb=e586989efc3e095cd1b30c2a4f75efc7) **Checkout** ![BRDING_CheckOut.png](https://manual.vetspire.com/__attachments/a_bc422f515aaf5a76de1ea7ee7ccae4093d9074041a27531e9ccd6cc8e95c2378/BRDING_CheckOut.png?cb=8cd48f7da13bc0deceb39bddd2b3181e) ## Create Estimate for a Planned Reservation 1. Select the reservation from the Boarding calendar, then select **Estimate** in the Details window. You will be directed to the new estimate window in Patient Chart \> Billing. ![BRDING_Estimate_MRK.png](https://manual.vetspire.com/__attachments/a_33b041686645fd3401c235b4fa7a4bb9f1f49f4a6b6a17b409db92ccf2be20bc/BRDING_Estimate_MRK.png?cb=9f118a7e7e757ee4c080d4c2c83de0d6) 2. Enter a **Title** for the estimate, and add items, discounts, and coupons as needed. 3. Select **Save** to save the estimate to Patient Chart \> Billing. If you are ready to collect partial or full payment for the estimate, select **Take Deposit** or **Convert to Invoice** , respectively. See [Convert Estimate to Invoice](https://com-prod.atlassian.net/wiki/spaces/VTM/pages/1945508/Convert+Estimate+to+Invoice) for more details. **Estimates cannot be linked to more than one patient.** If a client has multiple pets that are being boarded at the same time, you must create separate estimates for each patient. ## View Invoice for a Checked-In Reservation A new invoice is automatically created for a boarding reservation when you check in the boarder. The invoice is calculated based on the service code assigned to the selected **Reservation Type**. Select the *Checked-In* reservation from the Boarding calendar, then select **Invoice** in the Details window. You will be directed to the invoice window in Patient Chart \> Billing. ![BRDING_Invoice_MRK.png](https://manual.vetspire.com/__attachments/a_84e8b317ec6234dcb04717072e0a67e04be5021dedba2f0812d7365364b05433/BRDING_Invoice_MRK.png?cb=26299b3b0491f82ff15054fc638f245f) --- version: "Working version" variant: "Commercial" language: "en" --- # NOVA Settings (Admin) Go to **More \> Admin \> Configure \> NOVA Settings** to create and manage your NOVASheet templates. On this page, you can also create and manage Care Team Roles, which are available for selection in the NOVASheet Details when [creating a new NOVASheet](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/create-a-novasheet.md) and in the [Encounter Details](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/the-encounter.md) of a patient's open encounter. ## Build a NOVASheet Template In the **Tx Sheet Templates** tab of NOVA Settings, you can create, enable/disable, or delete a template. 1. Select the **New Template** button. ![ADMIN_NOVA_TxSheet-NewTemplate-BTN.png](https://manual.vetspire.com/__attachments/a_003500b414d308ebe3365470d1e5f5fafbd35da6f58fc83e037c0045c0752822/ADMIN_NOVA_TxSheet-NewTemplate-BTN.png?cb=0ff471b920443c0fbc2d5ba4e04c9dc2) 2. Enter a **Name** for the template and select **Create** . The template then opens in the **Build NOVASheet Template** window. ![image-20260202-203944.png](https://manual.vetspire.com/__attachments/a_00e9f75279604584459e76dd920a5eb1aa31657d7802304b02aec6b9d5d0346c/image-20260202-203944.png?cb=f58fae5394a671b4f171d5f7f127f917) 3. Drag and drop a **New Treatment** into the **Treatments** section of the template builder. ![ADMIN_NOVA_TxSheet_Build-NewTx_MRK.png](https://manual.vetspire.com/__attachments/a_abdcef0ac80d3257266c27d21351f9121fc31638c7550a84311d2056cff2db27/ADMIN_NOVA_TxSheet_Build-NewTx_MRK.png?cb=284371f090448e1ef64511762eacc31b) 4. Expand the **Newly Added Treatment** and configure the following fields: 1. **Vital, Task, or Billable Product:** Select a vital, task, or product from your Vetspire Inventory to link the treatment to. When a treatment is linked to a billable product, the product will be added as a line item on the client's invoice when the treatment is completed. 2. **Name (Required):** Enter the name of the treatment. This is how the treatment will display on the NOVASheet. 3. **Treatment Type (Required):** Select how the treatment should be categorized on the NOVASheet: *Vitals* , *Monitoring* , *Catheter* , *Fluids* , *CRI* , *Transfusion* , *Procedures* , *Medications* , *Diagnostics* , *Patient Care* , *Nutrition* , *Tasks* , or *Other*. 4. **Frequency (Required):** Select how often the treatment will recur. This field also supports *One Time* and *As Needed (PRN)* treatments. 5. **Units:** For measurable treatments and vitals, select the relevant unit type: *gm* , *mg* , *kg* , *ml* , *L* , *lbs* , *bpm* , *tablets* , *drops* , *°C* , *°F* , or *%*. 6. **Format:** Select how the treatment will be entered on the NOVASheet (as *Text* or *Decimal* format). 5. Select **Save**. ## Create Care Team Roles In the **Care Team** tab of NOVA Settings, you can create and rename Care Team Roles that display for selection when [creating a NOVASheet](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/create-a-novasheet.md) and in the [Encounter Details](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/the-encounter.md) of a patient's open encounter. You have the option to enable each role for one or more specific locations, so that the role displays for selection only when a NOVASheet or encounter is created at the selected location(s). ![ADMIN_NOVA_CareTeam-Nav_MRK.png](https://manual.vetspire.com/__attachments/a_bd3791f465b8afa04e962dfd9816b1937861bf16b9fdf8b4a80c6646e5389c9b/ADMIN_NOVA_CareTeam-Nav_MRK.png?cb=8cdd89e374791c8742cc3e887ce7e217) To create a new Care Team role: 1. Select **+ Add Role**. 2. Enter a unique name for the role (such as *Intern* , *Student* , *Supervisor*, etc.). 3. (Optional) Select which location(s) the role is enabled for. The system saves your changes automatically. ![:orange_star:](https://manual.vetspire.com/__attachments/a_4e5fc03080409b942b3200c411796a1cfc9d81d54e2211f5a50fbeb2d696ab30/atlassian-orange_star?cb=076f8c2e4f1c5d1fa77a9400d882ce6a) **Related User Role Permissions** Org admins must enable permissions for appropriate [user roles](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/user-roles.md) to create care team roles. Users who do not have these permissions enabled cannot access More \> Admin \> Configure \> NOVA Settings \> Care Team to create or update roles. * **NOVA \> Care Team \> Create Care Team Role Configurations** * **NOVA \> Care Team \> Update Care Team Role Configurations** --- version: "Working version" variant: "Commercial" language: "en" --- # Inventory & Services Usage Reports In **More \> Inventory \& Services** , the **Usage Report** and **Usage Summary Report** provide data on product consumption with different levels of detail. | **Report** | **Description** | |--------------------------|-----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | **Usage Report** | Provides detailed insight into the usage of **individual products and product types** , based solely on **finalized invoices** within the selected date range. This report is most commonly used to calculate provider productions. It is also useful for tracking resource utilization, revenue analysis, inventory planning, and comparing cross-location trends. You can filter this report by location and break down the report by provider. Use the **Select product(s)** drop-down menu to run the report for one or more specific products. | | **Usage Summary Report** | Displays **aggregate sales information** for all products during a specific date range. This report is designed to provide **high-level insights** into sales trends and performance at your location. You can filter this report by department and specific product details (ID, name, code, type, and category). You can also select **Only Show Enabled** to filter out products that are disabled for your location. | ## Which report should I run? Run the **Usage Report** when you want to see which items were sold, who sold them, and to whom they were sold. This is the only Inventory \& Services report that includes provider and patient information. Run the **Usage Summary Report** when you want to see sales data for *all* of your organization's products, including products that were not sold at all during the set date range. **Vetspire Recommends** Because the Usage Summary Report includes all product codes for your organization, we recommend emailing the report and saving it as an Excel file for more advanced filtering capabilities. ## Using the Search Function in Usage Report The **Search product(s)** bar allows you to narrow the focus of your report to specific products or product types. * **Search by product name:** Enter a specific product name and select it in the search results to see how many times it sold and the total revenue it generated during the selected date range. * **Search multiple products:** Select multiple products from the search results to compare performance across different items. * **Search by product type:** Enter a specific product type and select it in the search results to view the total quantity sold and revenue for each product assigned to the product type. ## Change Location in Usage Summary Report By default, the Usage Summary Report displays sales data for *only* your selected location in the Global Navigation toolbar. To view data for a different location, change the location in Global Navigation. ![NAV_Location_MRK.png](https://manual.vetspire.com/__attachments/a_f448314c0f9b9465e4b5b2f7dbafb40ead107053274627b7ee81e783676d1bbe/NAV_Location_MRK.png?cb=b07d7a614207d56c9b0440d04f7ebacd) To view aggregate Usage Summary data for *all* locations in your organization, select the **Email All Locations Report** button to send a report Excel file to a specified email address. --- version: "Working version" variant: "Commercial" language: "en" --- # Tags (Product Category Tags) In **More \> Inventory \& Services \> Categorize \> Tags**, you can create product categories to classify your products (such as "Services," "Inventory Items," etc.). You can also add category tags to your products to apply local taxes to product prices and add more granular detail to product and inventory reports. Product category tags enable you to: * Organize similar products together * Apply tax settings to a group of products * Filter reports by category Categories display in the **Tags** field of the product details. ![INV_PROD_Details-Tags_MRK.png](https://manual.vetspire.com/__attachments/a_12cd99e59f2ba86e6bc71d4e2040eb1ca81513d6a406a960b17163e0227a1b8f/INV_PROD_Details-Tags_MRK.png?cb=be895b1c314764a201611995ac7cee7c) ## Add Product Category Tag 1. In More \> Inventory \& Services \> Categorize \> Tags, select **Add New +**. The Create Product Category window displays. 2. (Required) Enter the tag title in the **Name** field. 3. (Optional) Select one or more of your locations in the following fields to apply local taxes when the product is invoiced at the location(s): 1. **State Tax Rate** 2. **County Tax Rate** 3. **City Tax Rate** 4. (Optional) Select one or more of your locations in the **Other** field so that all products tagged with the new category are taxed at the location(s). 5. Select **Save**. **About Product Category Tax Rates** You can optionally configure local taxes to be added to product prices at the individual product level or at the category tag level (so that all products tagged with that category are taxed the same). The product-level tax rate overrides all other tax rates. Product category tax rates only apply when an individual product has NO tax rate configured in its pricing settings. --- version: "Working version" variant: "Commercial" language: "en" --- # Client Address Report In **More \> Marketing \& Reminders \> Client Address Report**, you can generate a list of all client profiles that were created within a specified date range. The report includes each client's name, mailing address, and the date that their profile was created. To generate the report: 1. Select your location from the drop-down menu. 2. Set the date range. 3. Select **Search** to run the report, then select **Download All** to save the report as an Excel file. ![MRKT_Client-Address-Report.png](https://manual.vetspire.com/__attachments/a_32a5324fb09175ee309fd5ac54c4346f72df26b80f7e7cc62000509700e360b0/MRKT_Client-Address-Report.png?cb=3eadb01b5cc16dd3a489801abf9a6110) ## How to Generate a Client Address Report for Multiple Locations 1. In the Client Addresses window, select **Email Multi Location Report**. The Email Client Addresses pop-up window displays. 2. Select your location name, then do one of the following: * Select the checkboxes next to the locations you want included in the report, then select **Apply**. * Select **Filter By Location** to select all locations at once, then select **Apply**. 3. Set the date range. 4. Select **Email**. The report Excel file is then emailed to your Vetspire user account email address. --- version: "Working version" variant: "Commercial" language: "en" --- # About Patient Associates We know it can take a village to raise a pet! Multiple associates can be added to a client profile in Vetspire to support instances when multiple people are involved in a patient's care. The ability to add associates in a client's profile enables your practice to accurately record and bill encounters. There are two types of associates in Vetspire: * **Associate (Billable):** The associate has an ownership percentage of the primary client's pet(s) and can be invoiced and pay at checkout in Vetspire. * **Associate Contact (Non-billable):** The associate has a relationship to the client but cannot be invoiced or pay at checkout in Vetspire (for example, a family member who drops off the pet for their appointment). ## Add an Associate to Client Profile 1. Go to Clients or use the Client Search tool in Global Navigation to search for and open the main client profile. ![NAV_CLNT_Search_MRK.png](https://manual.vetspire.com/__attachments/a_243a6cab0127b82469222d6e10b4cffa0ae595bf81d4c9f99864fb1fb1dd26b1/NAV_CLNT_Search_MRK.png?cb=a74898499ade26ad5c3e839ba956e9aa) 2. Select **Add Associate** under Associates in the client profile. 3. Enter the name of the associate in the **Client** field, then do one of the following: 1. **To create a billable associate:** Select the matching search result. 2. **To create a non-billable associate:** Select **Add associate contact**. 3. **If no search results display:** Select the plus **(+)** icon to create a new client profile. You can search for existing clients by their name, phone number, or system ID. 4. Complete the following fields for **billable** associates: 1. **Relationship:** The associate's [relationship](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/relationships-for-patient-associates-admin.md) to the primary client. 2. **Patient:** Select the primary client's pet that is shared with the associate. 3. **Percentage Ownership:** This is the percent by which a total invoice amount for the patient is divided. 4. **Notes:** (optional) Any notes about the associate for practice staff (e.g., "Handles weekend appointments"). ![add associate window.png](https://manual.vetspire.com/__attachments/a_174669bad6f26b843b0fce6a947298a69c3adf211456bbf260f10c3966f2afc5/add%20associate%20window.png?cb=3121be81458a949550784c45e89c0192) The billable associate's address and contact information are already available in their client profile that you selected in the **Client** field. 5. Complete the following fields for **non-billable** associates: 1. **Relationship:**The associate's relationship to the primary client. 2. **Patient:**Select the primary client's pet that is shared with the associate. 3. **Address, Email, and Phone Number:** (optional) The associate's contact information. 4. **Notes:** (optional) Any notes about the associate for practice staff. 6. Select **Create Associate**. The associate's client profile displays the pets they share with other clients, as well as the percentage ownership, under **Patient with Associate(s)**. ![CLNT_Co-Owner_Patients.png](https://manual.vetspire.com/__attachments/a_c2d22ec31bff3e0f74249ddc676d2f61b025171795b12fd3a4a2742e076ca938/CLNT_Co-Owner_Patients.png?cb=1052a9e8e650ff24a5b28ffa14d5ce71) ## Invoicing and Reporting for Billable Associates When checking out from an encounter or collecting payment of an invoice, you can select the **Payer** of the invoice for patients with associates. The total amount of the invoice is automatically divided by the percentage ownership of the selected payer. The divided amount displays on the Checkout window and the invoice PDF. **Invoice Checkout window:** ![BILL_Invoice-Checkout_Co-Owner_MRK.png](https://manual.vetspire.com/__attachments/a_da3f7139b3b51a418392a59228d511ff7a16ca1d57291171bb92fa8e94b2468f/BILL_Invoice-Checkout_Co-Owner_MRK.png?cb=aff3980a2dc7cdf870604d803a52104d) **Invoice preview:** ![BILL_Invoice-Preview_Co-Owner_MRK.png](https://manual.vetspire.com/__attachments/a_b038af433da6b4205f29937b9fde41e334cc2e011d2a69fbda07588aa3577282/BILL_Invoice-Preview_Co-Owner_MRK.png?cb=3811a12a631d48d45d9229176304cd1c) **Additional notes:** * During checkout, you can select **Change Amount** to manually change the amount being collected, such as when an associate pays in full. * In More \> Analytics \> Reports \> Billing Statements, all outstanding invoices for the selected date display by primary client. When selecting **Email all Clients**, the invoices are sent to both primary clients and associates. ## Search for Patient Associates When you search for a client or patient from [Global Navigation](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/pet-parent-or-patient-search.md), patients with linked associates are identified with icons in search results. When you **search for a client**, the client's associated patients display, along with any patients for which the client is the primary owner. The **people** **icon** indicates that the patient is an associate of the client. The **number of associates** linked to a patient displays next to the patient's name. ![client search coowned pet.png](https://manual.vetspire.com/__attachments/a_c11208e6d2f3176ea4946bd8e98c56569b70159e456a8b006686555f3d3e1626/client%20search%20coowned%20pet.png?cb=570ba997bdf697f1a9752460f349685b) When you **search for a patient** with multiple associates, all associated clients display in the search results. ![associates search result.png](https://manual.vetspire.com/__attachments/a_a300b9feb6ff6a9eac2cdb0ba08586f6d4b8d8c8b7d0e99946d932c664dd9e98/associates%20search%20result.png?cb=f3ebd698dc19529bbe5c6acc0d4b40ea) --- version: "Working version" variant: "Commercial" language: "en" --- # About Client Communication Preferences In More \> Admin \> Preferences \> Client Communication Preferences, you can set default options for new clients and customize opt-in confirmation messages. ![ADMIN_PREF_CLNT_Enable_MRK.png](https://manual.vetspire.com/__attachments/a_00e1689056a244705122c0829251761896c7709ce9bce31511c8e4e4fb48c332/ADMIN_PREF_CLNT_Enable_MRK.png?cb=590c0fc1f016ca8d980360d4b2f01a01) When you toggle on **Enable Communication Preferences for Clients** , you can then configure individual client's preferences in their [client profile](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/client-information-screen.md), as shown in the example below. ![CLNT_CommPref.png](https://manual.vetspire.com/__attachments/a_7211fdb080fb292f4d55dd8c6d95afcb8402e288ccfbfdd1a926934171686b89/CLNT_CommPref.png?cb=142c1387be1bb1a05d5219efc31bb195) **Transactional**communications are for appointment confirmations and reminders, direct client communications, links to pay invoices, payment receipts, consent forms, email verifications, and lab results. **Marketing** communications are for protocol reminders, targeted messages, newsletters, and other special offers from your practice. ## Client Communication Preferences The table below describes all available preferences. | **Preference** | **Description** | |---------------------------------------------------------------------------------------------|----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | Transactional and Marketing Agreement Messages for SMS, Email, and Postcard | Customize the opt-in message clients receive when the corresponding preference is set to *Yes* in the client's profile. **Example:** ![ADMIN_PREF_CLNT_OptInMessages.png](https://manual.vetspire.com/__attachments/a_c965d27b1f2579961404b6ed78e7cd3d41ef6d28b0b69b7ed7fc09e4ee631ddc/ADMIN_PREF_CLNT_OptInMessages.png?cb=43f6f038110f8041feb3a79209425ec8) | | Kiosk Communication Agreement Message | This message displays when a new client creates their profile and sets their communication preferences using a kiosk at your practice. | | Online Booking Communication Agreement Message | This setting is for practices using [Online Booking](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/online-booking.md). This message displays when a new client creates their profile and sets their communication preferences while booking an appointment in the online booking widget. | | Unknown Sender Reply Email Message | This reply message is automatically sent when your practice receives a message from an email address that is not associated with a client record or from a client that does not have a set **Primary Location**. **Example:**"Thank you for your message. Please contact Vetspire Animal Hospital at (555) 555-5555 to create a new client appointment." | | Use Location Display Name in all client facing communications | Toggle on to display your location's **Display Name** in client communications instead of your organization name. When this setting is toggled off, the organization name displays by default. | | Opt-In New Clients to Transactional and Marketing Communications (SMS, Email, and Postcard) | You can enable any of these settings to opt-in all new clients to a specific communication by default. When you edit these settings, existing clients are unaffected -- the changes only apply to new clients. | --- version: "Working version" variant: "Commercial" language: "en" --- # View and Edit a Client Profile The **client profile** displays your customer's information, linked patients, and preferences. To access a client profile, select their name anywhere it appears in Vetspire (such as in **Clients** or at the top of Patient Chart). ![PET_Banner-ClientName_MRK.png](https://manual.vetspire.com/__attachments/a_766f8a44d8d4b7ffeb6fc942354952bf0d7c451583cc88bbb5320ba9b2810f0a/PET_Banner-ClientName_MRK.png?cb=fc929bbd2e519860a6f11805023eb070) **Create a New Client Profile** See the [Clients](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/clients.md) guide for steps to create a client profile. Multiple sections display in the client profile: ![CLNT_ClientInfo-Sections1_MRK.png](https://manual.vetspire.com/__attachments/a_91fb0ba65ff06bf2f81ee6ebc50ee84344e0aeebc1f0da9432f39687591ce627/CLNT_ClientInfo-Sections1_MRK.png?cb=06b250d465f7a880ebe814762a49fc73) 1. **Client Information:** The client's basic details, including email address, client ID, notes, and tags. 2. **Patients:** All of the client's patients that they fully own or share an ownership percentage of. See [Add a Patient to a Client Profile](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/add-a-patient-to-a-pet-parent-profile.md) for steps to create a new patient. 3. **Upcoming Appointments:** Any future scheduled appointments for the client's patients display here. Select an appointment to go to the patient's chart. 4. **Phone Numbers** and **Addresses:** Enter or edit the client's contact information. A client can have multiple addresses saved to their profile with one address marked as "Primary." 5. **Additional Information:**Displays any custom client information fields that your organization has configured in More \> Admin \> Configure \> Custom Fields. 6. **Associates:** Create profiles for customers who share ownership of one or more of the client's linked patients and can be invoiced for their care. See [About Patient Associates](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/client-co-owners.md) for details. 7. **rDVMs:** Enter the information for the client's referring vet or select one of your saved rDVM profiles from the drop-down menu. Linking an rDVM to the client profile enables you to send encounter summaries directly from Vetspire to the referring vet. ([rDVMs profiles](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/rdvms.md) are managed in More \> Admin \> Configure \> rDVMs). 8. **Communication Preferences:** See our guide to configuring [Client Communication Preferences](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/client-communication-preferences.md). 9. **Cardconnect Billing:** You can save the client's card information to their profile for use with the [Vetspire Pay](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/vetspire-pay-cardconnect.md) (CardConnect) integration. Vetspire does NOT store actual credit card details: A tokenized version of a client's card is stored in their user profile for the Charge on File payment method. **Client Communication Preferences** In the **Communication Preferences** section of the client profile, you can opt the client in or out of transactional and marketing communications. See [About Client Communication Preferences](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/client-communication-preferences.md) for more details. ## Additional Details in 'Client Information' Once you have created and saved a new client, you can add tags, notes, and additional details in the **Client Information** section of their profile: ![CLNT_OtherInfoFields_MRK.png](https://manual.vetspire.com/__attachments/a_e50238d1c1cc1fed892a06ef5e0d89ff5b6caa758d638559e3f2244a690963ef/CLNT_OtherInfoFields_MRK.png?cb=e9d1ac4bcb43d41fee83506b28acdd3b) 1. **Tags:** Add tags to the client's profile for automatic invoice discounts. Client tags display at the top of Patient Chart. (Tags are managed in More \> Admin \> Configure \> Custom Fields.) 2. **Notes:** General client notes entered here display in the right panel of Patient Chart under **Client Note**for each of the client's linked patients. These notes are not part of the patients' medical records. 3. **Private Notes:** Notes entered here are only visible in the client profile and do not display in Patient Chart or the medical records of the client's linked patients. 4. **Primary Location:** If the client visits multiple practices within your organization's network, use this field to designate their primary treatment location. **All patient reminders and automated communications generate from the Primary Location.** If the client has an appointment scheduled at a different location than their Primary Location, they will not receive automatic reminders for their appointment. 5. **Stop All Reminders:** Select **Stop All Reminders** or **Allow Reminders** to (respectively) disable and enable [patient reminders](https://manual.vetspire.com/vetspire-user-manual/ok/Commercial/patient-reminders.md) for appointments, protocols, and immunizations. (**Stop All Reminders** prevents Vetspire from sending any email or text message reminders.) 6. **Tax exempt:** Toggle on if the client is exempt from taxes. ## Notes About Client Email Addresses * You can specify a **Secondary Email Address** in a client's profile. When you begin a new conversation from Patient Chart \> Messages, you can select the client's secondary email as the recipient. Replies to emails sent to the secondary address are seamlessly integrated into the original conversation thread, preserving the full communication history. * When a **Secondary Email Address** is added, all new and existing emails for reminders, protocols, and system automations will continue to send only to the client's primary **Email Address**. ## Notes About Client Phone Numbers * The **Preferred** phone number is displayed in appointments and Patient Chart and is used for all SMS (text) message communications. * A system alert displays if you add a phone number that is already linked to another client profile. A phone number *can* be used on more than one client profile -- when you enter the phone number in the Global Navigation search, all associated clients display in the results. * The 'mobile phone with a slash' icon indicates that a phone number is a landline and cannot receive SMS (text) messages. ![landline number.png](https://manual.vetspire.com/__attachments/a_a6b5a98bfa0e7a184364e2fc39b25cd1973c4f2ad614a530282818aa770d536a/landline%20number.png?cb=28bbdb0f5aee6af2b7bf88294b751bb0) ## Change a Client's Active Status To deactivate a client profile, scroll down to the **Active Status** section and select **No**. Once inactive, the client will no longer receive automated reminders or communications. The client will not display in Global Navigation search results but can still be searched in **Clients** when you toggle off **Only Active Clients** in the filters. ![CLNT_OnlyActiveCLNT-Filter_MRK.png](https://manual.vetspire.com/__attachments/a_fb4eb32cf8f65355ae6d5cba54dd5ba56535333ff3ab05d62ef0b4b377f0c7bf/CLNT_OnlyActiveCLNT-Filter_MRK.png?cb=a8e2cd5b716677c0ee1f7f1ecd69ef38) [Next Page](https://manual.vetspire.com/llms-full.txt/1)