What an AI veterinary management system does in practice

When practice owners search for an AI veterinary management system, they are usually asking whether AI means buying a new practice management system or adding something to the one the clinic already runs. For most practices the answer is the second, and this page explains what that looks like day to day with Vetz.

What the term usually covers

A practice management system holds the appointment book, the clinical records, client details and billing. It is the system of record, and changing it is a large project for any clinic.

The AI part sits on top of that system. It listens to the consultation, writes the clinical note, suggests what to bill and helps the vet with follow-up, then hands the finished work back to the practice management system. A clinic can add this layer without replacing the system its team already knows, which is how Vetz is built to work. The guide to how Vetz integrates with your practice management system covers the technical side in more detail.

How Vetz works alongside your practice management system

Vetz integrates with Provet Cloud, Vettigo and MHK FileMaker. Bookings from the practice management system appear in Vetz automatically, and when the vet has approved a note it is transferred back to the right place in the record, so nobody types the same consultation twice.

The connection uses the practice management system's API or its export and import functions, depending on what the system offers. Vetz states that the integration is encrypted and handled in line with GDPR, and the practice keeps control of what is transferred and when.

From consultation to signed clinical note

The flow in the consulting room follows the way the vet already works:

1. The vet starts Vetz when the consultation begins, and Vetz listens while the vet talks with the client.
2. Vetz works out who is speaking and which information matters, even with more than one person talking in the room.
3. Within seconds of the consultation ending, a structured draft is ready, built on the clinic's own templates and written in clinical terminology.
4. The vet reads the draft, edits it by hand or asks Vetz to rephrase or clarify a passage, and signs it off.
5. With an active integration, the approved note is transferred to the practice management system with one click.

The vet stays in control of the record at every step, and nothing reaches the practice management system until it has been approved. For a closer look at the note-writing side, see AI note taking for vets.

Features that help run the clinic

Writing the note is the starting point, but the same consultation feeds several other jobs that usually take time at the end of the day. Vetz covers these from the clinical record:

• Billing suggestions based on what the note says was done, which lowers the risk of missed charges.
• Diagnosis codes suggested from the note, so coding takes less time and stays consistent.
• Discharge instructions generated for each patient from the record, written so the client can follow them.
• Follow-up reminders for rechecks and return visits.
• Real-time collaboration, where several people can work in the same record, comment and see changes as they happen.
• A calendar for patient appointments, giving an overview of the day, return visits and the schedule.
• Analytics on workflows, productivity and usage, to spot patterns and where time goes.

The full list is on the Vetz features page.

Clinical support during the working day

Alongside the admin features, Vetz includes support for the clinical side of the consultation. The knowledge search is an AI agent that searches evidence-based sources, clinical record data and research articles chosen together with vets, and it is meant for harder cases where a second look helps.

While the note is being written, the assistant points out parts of the record that are missing, such as the history or the diagnosis, and can suggest differential diagnoses to consider. These are suggestions for the vet to weigh, and the clinical decision stays with the veterinary surgeon.

What you need to get started

Vetz runs in the web browser, so there is nothing to download or install, and it is also available as an app on iPhone and Android. Most computers, phones and tablets work without extra equipment, as long as the device has a microphone.

The team can dictate and write in the language they prefer, since Vetz supports more than 10 languages and handles different dialects and accents. It also works for video and telephone consultations, so remote appointments get a clinical note in the same way as those in the consulting room.

Vetz can mirror the clinic's own templates and be set up around its routines, and the Vetz team offers training and support during the setup.

Questions to ask any AI vendor before you sign

A practice is responsible for the clinical records it keeps, so it is worth getting clear answers in writing before any AI tool goes live. Start with the Vetz security page and put these questions to whichever vendor you are considering:

• Where is the consultation audio processed, and where are the notes and records stored?
• Which subprocessors handle the practice's data, and in which countries?
• How long is audio kept after the note is written, and how long are records kept?
• Who at the vendor can access the practice's data, and under what circumstances?
• How should the practice tell clients that AI is used in writing the clinical note?

On the last point, Vetz recommends telling clients that AI supports the note, as it builds trust, and the Vetz team can provide ready wording for the practice to use.

Checking integration with your own system

Before committing, confirm that your practice management system is supported. Vetz is built to integrate with the most common systems, and the quickest route is to ask the Vetz team whether yours is already covered.

If it is not, that does not have to end the conversation. Vetz says it can build an integration for most practice management systems, so the question becomes what the integration needs and how long it will take for your clinic.

Trying it in your own clinic

The most reliable way to judge an AI management setup is to use it on real consultations with your own team. Vetz offers a 14-day free trial with no card details required, and a demo tailored to your clinic shows how it would fit your templates and practice management system. If workload is the reason you are looking, the article on reducing burnout in vet clinics with AI looks at that side in more depth.

More about Vetz

If you are weighing up how AI could fit into the way your practice is managed and documented, book a demo and the Vetz team will walk through it with your own system and consultation types in mind.