Free Practice Management Software for Veterinary Clinics: What You Get and What You Should Ask About

Anyone starting their own practice or running a small clinic is often looking for a medical records program that they can start using right away without a significant cost. Before comparing options, it’s a good idea to figure out what you need, since the term “medical records program” refers to two different types of tools.

Two things called journaling apps

The first is the medical records system, often referred to as PMS, where patient records are stored along with appointments and billing information. It serves as the clinic’s registry and is where the records are actually stored. We’ll go over what such a system needs to be able to do in the article on medical records systems for veterinarians.

The second is a tool that writes the medical record text for you, and Vetz is one such tool. Vetz listens during the conversation with the pet owner, creates a structured draft of the medical record, and transfers the completed record to the clinic’s existing medical record system. More information about this approach can be found on the page about AI-powered medical record-keeping.

Questions to Ask Before Choosing a Free Option

Medical records must be readable and accessible long after the visit, so the terms for how they are stored are more important than the price. Ask the provider the following questions before the clinic’s medical records are uploaded to a service, regardless of whether it’s free or costs money.

  • How long are the records kept, and what happens to them if you stop using the service?
  • Is it possible to export all medical records in a format that another medical record system can import?
  • Where is the data stored, and in which country are the servers located?
  • Which subprocessors are used to store or process the data?
  • What's included in the free version, and which features require a paid subscription?

The responses will show whether the service will still meet your needs when the clinic expands or you want to switch systems.

Try Vetz for free for 14 days

You can try Vetz for free for 14 days, and you don't need to provide any credit card information to get started. You log in through your web browser and can start right away without downloading or installing anything. Vetz is also available as an app for iPhone and Android if you prefer to work from your phone.

Here's what a consultation might look like during the trial period

During the trial period, you can follow a typical consultation from start to finish—from the first word to the signed medical record.

  1. When you meet the pet owner and start the conversation, activate Vetz, which listens while you attend to the pet.
  2. Vetz interprets the conversation in real time, keeps track of who says what, and uses your templates to create the notes.
  3. Within seconds of the call, you'll have a structured draft of the medical record, written using correct medical terminology and ready for you to review.
  4. You review the draft and edit it by hand or ask Vetz to rephrase the text before you sign the journal.
  5. Based on that same note, Vetz can generate discharge instructions for the pet owner and suggest what to charge.

You are in control of the note at all times and decide for yourself what it says when you sign it. A more detailed explanation can be found in the guide “How Vetz Works in Practice.”

Vetz works with your medical records system

The clinic can continue using its existing medical record system when you start using Vetz. Vetz integrates with Provet Cloud, Vettigo, and MHK FileMaker. With an active integration, your appointments are automatically displayed in Vetz, and the completed medical record is sent back to the medical record system without anyone having to manually transfer the text.

If you use a different medical record system, you can contact Vetz to find out if it’s already supported. If it isn’t, we can build an integration with most medical record systems. Read more in the article about how Vetz integrates with your medical record system.

What the clinic needs to get started

All you need is the computer or cell phone you already have, as long as the device has a microphone. Most tablets also work with Vetz right away.

Vetz can mirror your clinic’s own medical record templates, so that drafts follow the structure your records already have. When you get started, Vetz helps you set up templates and integrations, and training and support are available to help you get started. Additional features, including smart dictation and suggested diagnosis codes, are described on the features page.

Data Protection and Questions for the Supplier

Medical records contain information about pet owners, so the clinic should understand how a tool handles this data before using it in a live environment—even during a free trial period. Vetz explains that integration with the medical record system is encrypted and GDPR-compliant; more information about security measures is available on Vetz’s security page.

Be sure to ask the provider directly where the data is stored and which subprocessors are used. Also ask for confirmation—preferably in writing—of how long the data from the consultation will be retained.

Tell the pet owner that AI is used

Vetz recommends that you inform the pet owner that AI is being used as a tool when writing the medical record. This builds trust and transparency during the consultation, and Vetz can provide a ready-made statement that the clinic can use.

Learn more about Vetz

Would you like to see how Vetz works with your own templates and your medical records system before the trial period begins? Book a demo, and we’ll show you how Vetz works, tailored to your clinic. You can also try Vetz for free for 14 days without providing any credit card information.