Records & admin
Patients, people, lab results, controlled drugs, staff and practice settings — shared by every module.
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Getting around
Records
- Find or add a patientPatients lists every animal your practice has on file, whichever module it came in through. Use it to look a patient up by name or species, or to add a new one.
- Find a personVivetra keeps one record for each real person, however many roles they have at your practice: a pet owner who also fosters for your shelter is still one person. Find a Person se…
- Track outside lab resultsLab Results is your follow-up queue for anything sent out of the clinic: samples to a reference lab and referrals to a specialist. Log each one when it goes, and it stays on the…
- Manage callback tasksCallback Tasks is the staff to-do list for patients: the day-after call following surgery, a recheck in two weeks, chasing a lab result. It's for the team, not the client. Remin…
- Work the patient recall listPatient Recalls shows every recall that's overdue or due in the next 30 days: vaccines, refills, wellness checks and the like. Use it to see who needs contacting and to tick off…
- Set up the controlled drug listBefore a controlled drug can be logged or counted, it has to be on your Controlled Drug List. Add each drug and strength you stock, in the unit you want its balance kept in.
- Log a controlled drug eventEvery movement of a controlled drug goes in the Dispensing Log: stock received, doses given or sent home, waste, adjustments and anything lost or stolen. The log is append-only.…
- Do a controlled drug countA physical count checks what's actually on the shelf against what the dispensing log says should be there. Every count is witnessed by a second person, and Vivetra tells you str…
- Set up chart templatesChart templates hold starter text for the four parts of a SOAP chart. A clinician picks one on a new note and then edits it freely, so a routine wellness exam doesn't start from…
- Record a privacy or security incidentThe Privacy Breach Log is your register of every security or privacy incident: a lost laptop, an email to the wrong client, someone looking at records they shouldn't. Record eve…
Admin
- Add and manage staffStaff is where practice owners add people, set what they can do, and switch accounts off when someone leaves. Only practice owners see it in the menu.
- Set up locations and roomsLocations & Rooms holds two lists: your facilities (the physical sites, if you have more than one) and your housing units (every kennel, cage, run or ward space an animal can be…
- Change your practice's settingsOrganization Settings holds the details that apply to your whole practice: its name and address, time zone, tax rate, logo and colours, and what everyone sees on the sign-in scr…
- Set up the client portalThe client portal is where pet owners sign in to see their animals' records, book and pay. Client Portal Settings is the one place you open it and decide what clients can do. Ea…
- Connect card paymentsTo take card payments from clients, connect your practice's own Stripe account under Payment Settings. The money goes straight to your Stripe account; Vivetra never holds it. St…
- Use emergency accessEmergency Access Override gives you full access for a short time when an animal's care can't wait and the person with the right permission can't be reached. For example, you nee…
- Check state rules and complianceState Rules & Compliance shows the rules Vivetra is applying for your practice's location: how long controlled-drug records must be kept and whether you must report to a prescri…
- Review the audit logThe Audit Log shows who changed whose permissions, and who opened which records. Use it to check up after an emergency access grant or when you suspect someone has looked at rec…
- Export your practice's dataData Export downloads a complete copy of your practice's data: every table in the database and every stored file. It's yours to keep as a backup or take elsewhere. Only practice…
More
- Add or remove modulesModules & billing is where a practice owner adds or removes clinical modules, such as Boarding or Equine, and sees what that does to the monthly price. Only practice owners can…
- Chart treatments and vitals on the flowsheetThe Treatment Flowsheet is the hour-by-hour record for a patient staying with you: what was ordered, what was done, their vitals and any drips running. Each hospital stay has it…
- Confirm an online bookingWhen you book online with your vet or boarding provider, they email you to confirm it. Nothing is booked until you do. You can confirm with the link in the email or with the six…
- Contact supportContact Support sends a message straight to the Vivetra team: a question, a billing query, a feature idea or a problem. Anyone at the practice can use it.
- Keep the problem list and allergies up to dateEach patient has a problem list (what's wrong with them now, and what was wrong before) and an allergy list. Keep both current: allergies to formulary drugs are checked automati…
- Log a shift handoffWhen you hand a case to the next clinician, log it. The handoff log is a permanent record of who held the case and what they passed on, so nothing gets lost between shifts.
- Record a dental chartA dental chart records what you found tooth by tooth at one exam. Each chart is saved as its own dated entry, so the patient's dental history builds up over time.
- Record vaccinations and weightsEvery vaccine given and every weigh-in goes on the patient's chart, so anyone can see what's due and how the animal's weight is trending. Open the patient's record and pick Vacc…
- Review changes made offlineSome screens keep working when the internet drops. What you save is queued on your device and sent once you're back online. Usually that just happens. When a change can't be sen…
- See what a staff member has doneStaff activity pulls together the main things one person has done: the visits and appointments they were the attending vet for, the controlled-drug entries they were part of, an…
- Track staff controlled-drug credentialsEach vet who prescribes or handles controlled drugs needs a current controlled-substance registration, such as a DEA registration and a state registration in the US. Record them…
- Use the patient recordThe patient record is the one page that pulls together everything about an animal: who's responsible for it, its problems, visits, files and links to the rest of its chart. Open…
- Write a prescriptionRecord a prescription on the patient's chart from your formulary. Vivetra checks it against the patient's recorded allergies, and for controlled drugs against the prescribing ve…
- Write a SOAP chartEach visit has one SOAP chart: Subjective, Objective, Assessment and Plan. You write it while the visit is open, then sign it, which locks it for good. Anything you need to add…