For Front desk staff
Every article written for this role, by area.
Getting started
- Welcome to VivetraVivetra keeps every patient, owner and visit in one record, whether your practice runs a general clinic, a hospital ward, boarding kennels, a shelter, or equine or livestock wor…
- Signing inEach practice has its own Vivetra address. Your practice manager will give it to you. Bookmark it, because it's the same every day.
- Finding your way aroundVivetra has one menu down the left-hand side of every screen. On a phone or small tablet it's folded away behind the Menu button at the top.
- Your account and settingsMy Account, at the bottom of the menu, is where you change your own details. Nothing here affects anyone else.
Records & admin
- 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…
- 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…
- 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…
- 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.
- 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…
- 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…
Vet Practice
- Find or add an ownerOwners is where you look up a pet's owner and add a new one. Everyone can search; adding an owner needs permission to edit owner records, which front desk staff and practice man…
- Review contact-change requestsContact-Change Requests holds new email addresses, phone numbers and addresses that owners suggested through the portal. Nothing reaches the owner's record until someone on staf…
- Handle refill requestsOwners can ask for a prescription refill from the client portal. Those requests wait in Refill Requests until a vet approves or declines them. Approving one records a real dispe…
- Book an appointmentThe Schedule shows every appointment for a day or a week, and the booking form underneath it is where you add a new one. Open it from Vet Practice Scheduling › Schedule in the m…
- Review online appointment requestsPet owners can ask for an appointment from the client portal. Those requests wait in Appointment Requests until someone at the practice approves, declines or follows up on them.…
- Use the appointment waitlistWhen the schedule is full, put the client on the Waitlist. When a slot opens up you can offer it to them and book it, and Vivetra shows you who's waiting each time an appointmen…
- Create an estimateAn estimate is a quote you give an owner before a procedure, such as a dental or a spay. It shows a low and a high price, because the final cost often depends on what the vet fi…
- Create an invoice and take paymentAn invoice is the bill for a visit. You create it for an owner, add what you charged, send it, and then record the payment. Open it from Vet Practice Billing › Vet Practice Invo…
- Enroll a pet on a wellness planSign a pet up on one of your practice's wellness plans, see what the plan still covers, and approve plans clients ask for in the portal. Vivetra records the plan and counts the…
- Manage a booked appointmentEach appointment has its own screen where you check the patient in, confirm, start the visit, reschedule, cancel or record a deposit. Open it from the Schedule by selecting the…
- Print an account statementAn account statement lists every invoice raised for one owner over a period, with an opening balance, a running balance and the balance due. Print it or save it as a PDF to hand…
- Work with an owner's recordAn owner's record holds their contact details, tags, portal account and the pets they're linked to. Anyone can view it. Changing it needs permission to edit owner records, which…
- Write discharge instructionsThe discharge sheet is the printed page a client takes home after a visit: your written home-care instructions, plus the visit's plan, medications and vaccines. You write the in…
Hospital
- Manage ownersOwners is the hospital's list of the people responsible for its patients, called guardians on screen. Each guardian record holds contact details, the patients they're linked to,…
- Build a treatment-plan estimateA treatment-plan estimate tells the owner what a course of treatment is likely to cost, as a low-to-high range. You build it as a draft, send it, record whether the owner approv…
- Bill a hospital stayA hospital invoice is the bill for a stay. Each one starts from an approved treatment-plan estimate: converting the estimate creates the invoice with its lines (see treatment-pl…
- Log contact with the owner during a stayThe owner contact log is a record of every time the hospital tried to reach a patient's owner during a stay, and what happened. Log failed attempts too ("no answer", "left voice…
Boarding
- Handle an overstay or abandoned petWhen an owner doesn't collect a pet at the scheduled pick-up, flag the stay as an overstay. The worklist then keeps a record of every attempt to reach the owner and any written…
- Manage boarding owners and their petsOwners under Boarding holds the people who board pets with you, called guest owners. Each owner's record has their contact details, their pets, their client portal access and an…
- Send automatic messages and mass alertsVivetra sends boarding and grooming clients a set of automatic, one-way messages, such as booking confirmations, reminders and ready-for-pickup notices. Automatic Messages shows…
- Book a boarding stayReservations shows every boarding and daycare stay over a date range, and it's where you book a new one. Use it when an owner calls or walks in to book.
- Manage rooms, kennels and cleaningRooms & Kennels shows every kennel, run or room and who's in it right now, or how full you are over a range of dates. Assign Rooms is where you put a guest in a unit, move them,…
- Use the boarding waitlistThe Boarding Waitlist holds requests for stays you couldn't fit when they were asked for. A request is a note to follow up, not a booking: nothing is held or reserved until you…
- Bill a boarding stayBoarding Invoices is where you bill a stay, take or record payment, and handle refunds. An invoice starts as a draft, goes out as sent, and ends paid or void.
- Sell and track prepaid creditPrepaid credit is value a client buys up front and spends later: either a credit balance, like $200 of credit for $180, or a number of visits, like ten daycare days. Prepaid Pac…
- Book and run grooming appointmentsThe Grooming Day Board shows every groom booked for a day, one column per groomer. From it you book new grooms and open any appointment to check the pet in, start, finish, cance…
- Manage grooming clientsClients under Grooming lists everyone who brings a pet in for grooming. Each client's record holds their contact details, their pets, their standing grooming release, any per-pe…
- Use the grooming waitlistThe Waitlist under Grooming holds requests for a groom you couldn't fit in yet, such as when an owner asks online for a slot that's full. You review each request, offer a slot,…
- Bill a grooming appointmentInvoices under Grooming is where you bill grooming clients: create a draft, add the services, mark it sent, take payment, and correct it afterwards with a credit note.
- Record a grooming incidentIncidents under Grooming is where you record anything that happens during a groom, such as a nick, a clipper burn, a quicked nail, a bite, an escape or a matting shave-down, and…
- Check a guest in and outEach stay has its own page where you check the pet in at drop-off, tell the owner when it's ready, and check it out at pick-up. It's also where you cancel a booking, record a no…
- Log daily care during a stayThe Husbandry care screen for a stay holds the owner's care plan (feeding, medication, walks, play) and a check-off log of what was actually done. If a boarded pet needs real me…
- Record a death in careIf a pet dies while it's checked in, record it on the stay's death-in-care record. The record stays editable as a draft, then you finalize it so the original account can't be ch…
- Record belongings and incidentsEvery stay has a Belongings & incidents page. Log what the owner left with the pet at drop-off, mark it returned at pick-up, and file a report when something happens during the…
Equine
- Find or add a horse ownerOwners is the list of everyone who owns a horse your practice looks after. Search it before you add someone, so the same person doesn't end up on file twice.
- Manage stablesStables are the barns and farms your practice visits. Add each one once and it shows up as a location when you book a farm call and when you set a horse's current stable.
- Schedule a farm callA farm call is one stop at a barn on a given day. Every horse you see there is a visit grouped under that stop, and the stop carries one travel fee that's shared across the owne…
- Handle farm call requestsOwners can ask for a farm call through the client portal. Their requests wait in Farm Call Requests until someone schedules, declines or cancels them.
- Create an invoice and record paymentEquine invoices bill one party for work on one horse: either an individual owner or an ownership group. Who can be billed, and their share, are worked out from the horse's recor…
- See the breeding season at a glanceBreeding Overview shows the whole breeding program on one screen: which mares are in season or due soon, which embryos and shipments are still waiting on something, and which st…
- Manage a stallion bookA stallion book is a stallion's season: the mares booked to him, how full the book is, and when he's available. It doesn't hold coverings or pregnancy checks; those live on each…
- Print a reproductive history summaryThe reproductive history summary puts a horse's whole breeding record on one printable page, ready to send with a referral or to an owner. It's built from the live record every…
- Register an authorized agentAn authorized agent is someone the owner trusts to make decisions about the horse day to day, such as a trainer, riding instructor, farm manager or boarding barn. Record them he…
- Set up an ownership groupAn ownership group is a syndicate or partnership that owns a share of a horse as one party. Set the group up once, then give it ownership shares on each horse it owns.
- Track horse insurance policies and claimsKeep track of a horse's insurance policies, and of any claims and the paperwork each one needs. Vivetra only tracks status. It never sends a claim to an insurer; someone submits…
- Work with a horse's recordEvery horse, pony, donkey or mule has an equine record on top of its ordinary patient record. It holds the horse-specific facts: registrations, markings, its current stable, who…
Livestock
- Set up farm clients, operations and premisesEvery livestock record hangs off three things: the farm client (the person or business you bill), the operation (a production unit that client runs, like a dairy or a feedlot) a…
- Manage animal lotsA lot is a group of animals you manage and treat as one unit, such as a pen of feeder steers, identified by a USDA group/lot identification number (GIN) rather than by individua…
- Build and apply herd-health protocolsA herd-health protocol is a reusable vaccination or treatment program, like "fall-born calves: first vaccine at weaning, booster 21 days later". You build it once as a template,…
- Record a treatment authorizationA treatment authorization records standing permission to treat from whoever has legal authority over an operation's animals. It covers the common case where a feedlot manager or…
- Set up a herd health contractA herd health contract records an ongoing retainer or consulting arrangement that covers a whole operation, rather than one visit. From the contract you can generate each period…
- Read the antibiotic use reportThe antibiotic use report shows how much antimicrobial your practice's livestock clients used, as milligrams of active ingredient per population correction unit (mg/PCU). Use it…
- Plan a livestock farm callA farm call is one stop at a premises: the date, the attending vet and a single travel fee. The visits for the animals you see there are grouped under it, so the travel fee is c…
- Bill a farm clientLivestock invoices bill one farm client for one operation. You create a draft, add line items, then take payment or mark it paid. Invoices can also be started from a herd health…
- Print and send a preg-check reportThe pregnancy-check report is the desk copy of a preg-check session: the same report the producer was handed at the chute, for the practice's file, for printing, and for sending…
- Record disease tests and movement certificatesFor an individually tracked animal you can record brucellosis, TB and trichomoniasis tests, keep the herd's routine TB schedule, and issue a movement certificate. Vivetra keeps…
- Track an individual animalSome animals are worth tracking one by one: a herd bull, a show heifer, a sick steer pulled from a pen. These are individual (Tier 1) animals. Each has a normal patient record p…
Shelter
- Record an intakeEvery animal that comes into your care gets an intake: one record for this stay, from arrival to outcome. You record it on the Intakes screen, then keep it up to date on the int…
- Manage surrender requestsSurrender Requests is your managed-admission queue: people who've called or walked in asking to surrender an animal, report a found animal or arrange a transfer, before the anim…
- Track litters and cohortsA cohort ties together animals that arrived together, such as a mum and her kittens, a bonded pair or a hoarding seizure. Each animal still has its own intake and its own outcom…
- Place and release holdsA hold keeps an animal from becoming available while something is pending, such as a stray's legal holding period, a bite quarantine, a medical isolation or a court case. The Ho…
- Check census and length of stayCensus & Length of Stay shows how many animals are in your care right now at each of your sites, how long they've been with you so far, and the average stay for animals whose ep…
- Track legal casesLegal Cases keeps the court facts for cruelty, neglect and custody-dispute cases: the docket number, seizing agency, court, bond and hearing dates, and which seized animals are…
- Invoice for shelter servicesShelter Invoices is where you bill the shelter's own fees: adoption fees, surrender and reclaim/impound fees, owner-requested euthanasia, medical services and donations. You cre…
- Record an outcomeAn outcome records how an animal left your care: adopted, returned to its owner, transferred, released, or died. Recording it closes the intake, and it's what the live release r…