How to Manage Veterinary Appointments, Records, and Invoices

Learn how to efficiently schedule patient appointments, create and finalize clinical medical records, and issue invoices in your veterinary practice software.

July 27, 2026 By Rogin Roi Reillo

This guide walks you through the complete patient visit lifecycle, from scheduling a clinical appointment and documenting medical records to issuing the final invoice and recording payment. Following these steps ensures accurate clinical histories and a streamlined billing process for your clinic.

This workflow is intended for veterinarians and front-desk staff. Use this during a patient's visit to seamlessly transition from check-in and medical documentation to final checkout and receipt generation.

Phase 1: Scheduling an Appointment

Step #1: Click Appointment from the client's dropdown menu. — Click **Appointment** from the client's dropdown menu.

Step #2: Select the patient and click Continue →. — Select the patient and click **Continue →**.

Step #3: Select the appointment date (e.g., Tomorrow). — Select the appointment date (e.g., **Tomorrow**).

Step #4: Select the appointment time (e.g., 12:00 PM). — Select the appointment time (e.g., **12:00 PM**).

When selecting an appointment type, choose the option that best describes the visit's primary purpose:

Appointment Type	Description
Consultation	General wellness checks, sickness evaluations, or primary care.
Vaccination	Routine immunization visits.
Surgery	Scheduled surgical procedures and operations.
Dental	Oral health exams, cleanings, and extractions.
Checkup	Brief routine follow-ups for ongoing conditions.

Step #5: Open the Appointment type dropdown and select the relevant type. — Open the **Appointment type** dropdown and select the relevant type.

Step #6: Click Continue →. — Click **Continue →**.

Step #7: Select the attending veterinarian from the dropdown list. — Select the attending veterinarian from the dropdown list.

Step #8: Set the filing status to Scheduled. — Set the filing status to **Scheduled**.

Step #9: Enter the Reason for visit in the text field. — Enter the **Reason for visit** in the text field.

Step #10: Click Create Appointment. — Click **Create Appointment**.

Phase 2: Checking In and Starting the Visit

Step #11: Locate the newly scheduled appointment on the dashboard and click → Check in. — Locate the newly scheduled appointment on the dashboard and click **→ Check in**.

Step #12: Click Start visit. — Click **Start visit**.

Step #13: Enter the Chief Complaint and any initial notes taken during check-in. — Enter the **Chief Complaint** and any initial notes taken during check-in.

Step #14: Click Save changes. — Click **Save changes**.

Phase 3: Creating a Medical Record

Step #15: From the client list, open the action menu and click Medical Record to create a new clinical entry. — From the client list, open the action menu and click **Medical Record** to create a new clinical entry.

Step #16: Select the attending veterinarian and verify the record date. — Select the attending veterinarian and verify the record date.

Step #17: Enter the patient's vitals, such as weight and temperature. — Enter the patient's vitals, such as weight and temperature.

Step #18: Link the medical record to the current consultation visit using the dropdown. — Link the medical record to the current consultation visit using the dropdown.

Step #20: In the Primary Complaint/History section, click Fill Template to automatically insert standard clinical formatting. — In the Primary Complaint/History section, click **Fill Template** to automatically insert standard clinical formatting.

Step #21: Click Next →. — Click **Next →**.

Step #22: Click Upload image to attach lab results or clinical photos to the exam record. — Click **Upload image** to attach lab results or clinical photos to the exam record.

Step #23: Enter your Laboratory Remarks or click Apply Template for standard formatting. — Enter your **Laboratory Remarks** or click **Apply Template** for standard formatting.

Step #24: Click Next →. — Click **Next →**.

Step #25: Enter your clinical assessment in the Diagnosis field. — Enter your clinical assessment in the **Diagnosis** field.

Step #26: Click Next →. — Click **Next →**.

Step #27: Under the Prescriptions section, click + Add Rx to prescribe medication. — Under the Prescriptions section, click **+ Add Rx** to prescribe medication.

Step #28: Search for the medication and specify the exact dosage and administration route. — Search for the medication and specify the exact dosage and administration route.

Step #30: Click Use saved signature or manually draw your signature in the capture area. — Click **Use saved signature** or manually draw your signature in the capture area.

Step #31: Click Save changes to store the record as a draft. — Click **Save changes** to store the record as a draft.

Phase 4: Finalizing the Record and Completing the Visit

Finalizing a medical record makes it read-only. Ensure all clinical notes and prescriptions are accurate before proceeding.

Step #32: Click the more actions icon (three dots) next to the draft record and select Finalize. — Click the **more actions** icon (three dots) next to the draft record and select **Finalize**.

Step #33: Review the warning prompt and click Finalize. — Review the warning prompt and click **Finalize**.

Step #34: Return to the visits dashboard, click the action menu for the patient's active visit, and select → Complete. — Return to the visits dashboard, click the action menu for the patient's active visit, and select **→ Complete**.

Phase 5: Invoicing and Processing Payment

Step #35: From the Appointments dashboard, click Create invoice next to the completed appointment. — From the Appointments dashboard, click **Create invoice** next to the completed appointment.

Step #36: Review the draft invoice and ensure all line items (e.g., consultations, products) are accurate. — Review the draft invoice and ensure all line items (e.g., consultations, products) are accurate.

Step #37: Apply any necessary invoice-level discounts and click Apply. — Apply any necessary invoice-level discounts and click **Apply**.

Step #38: Click Issue Invoice in the totals panel. — Click **Issue Invoice** in the totals panel.

Step #39: Confirm the status change by clicking Issue. — Confirm the status change by clicking **Issue**.

Step #40: Click Record Payment and enter the payment method and amount tendered. — Click **Record Payment** and enter the payment method and amount tendered.

Step #41: Click Thermal OR or Official Receipt to print the receipt and finish the checkout process. — Click **Thermal OR** or **Official Receipt** to print the receipt and finish the checkout process.

Q: Can I edit a medical record after finalizing it?

A: No. Finalizing a medical record makes it permanently read-only to preserve clinical integrity. A warning prompt will appear to confirm this before you finalize the document.

Q: Do I have to manually type out standard clinical notes every time?

A: No. You can use the "Fill Template" or "Apply Template" buttons within the primary history, clinical exam, and laboratory remarks sections to automatically populate standard formatting.

Term	Definition
Chief Complaint	The primary reason the patient is being seen for a veterinary visit.
SOAP Note	A standard method of documentation for healthcare providers standing for Subjective, Objective, Assessment, and Plan.
Thermal OR	A compact Official Receipt printed using a thermal receipt printer, typically used for quick point-of-sale transactions.
Rx	A standard medical abbreviation used to denote a prescription for medication.

How to Manage Veterinary Appointments, Records, and Invoices

Learn how to efficiently schedule patient appointments, create and finalize clinical medical records, and issue invoices in your veterinary practice software.

July 27, 2026 By Rogin Roi Reillo

Phase 1: Scheduling an Appointment

When selecting an appointment type, choose the option that best describes the visit's primary purpose:

Appointment Type	Description
Consultation	General wellness checks, sickness evaluations, or primary care.
Vaccination	Routine immunization visits.
Surgery	Scheduled surgical procedures and operations.
Dental	Oral health exams, cleanings, and extractions.
Checkup	Brief routine follow-ups for ongoing conditions.

Phase 2: Checking In and Starting the Visit

Phase 3: Creating a Medical Record

Phase 4: Finalizing the Record and Completing the Visit

Finalizing a medical record makes it read-only. Ensure all clinical notes and prescriptions are accurate before proceeding.

Phase 5: Invoicing and Processing Payment

Q: Can I edit a medical record after finalizing it?

A: No. Finalizing a medical record makes it permanently read-only to preserve clinical integrity. A warning prompt will appear to confirm this before you finalize the document.

Q: Do I have to manually type out standard clinical notes every time?

A: No. You can use the "Fill Template" or "Apply Template" buttons within the primary history, clinical exam, and laboratory remarks sections to automatically populate standard formatting.

Term	Definition
Chief Complaint	The primary reason the patient is being seen for a veterinary visit.
SOAP Note	A standard method of documentation for healthcare providers standing for Subjective, Objective, Assessment, and Plan.
Thermal OR	A compact Official Receipt printed using a thermal receipt printer, typically used for quick point-of-sale transactions.
Rx	A standard medical abbreviation used to denote a prescription for medication.