Overview
This guide walks through a complete daily workflow for veterinary staff using Paw & Care, from opening the clinic to end-of-day procedures. The platform streamlines clinical operations with AI-powered tools that reduce documentation time by 70% and cut appointment no-shows by 40%.Morning Routine (Opening)
1. Review Dashboard Metrics
Start your day by checking the Dashboard Overview to get real-time practice insights:Open Dashboard
Navigate to Home (bottom tab on mobile or left sidebar on desktop) to view:
- Total Clients: Current patient database size
- New Clients Today: Clients added since midnight
- Calls Today: AI-handled phone conversations
- Appointments Today: Scheduled visits
- Emergencies Today: Urgent cases flagged by AI triage
- No-Show Rate: Percentage of missed appointments
- Average Call Duration: Efficiency metric for AI receptionist
- Emails Sent: Automated reminders and communications
Check Today's Schedule
Review the Today’s Schedule card showing all appointments for the current date:
- Time slots with patient names
- Triage levels (emergency, urgent, routine)
- Assigned veterinarian
- Appointment type (wellness, dental, surgery, etc.)
2. Prepare for Morning Appointments
- Veterinarians
- Technicians
- Front Desk
Pre-Appointment Review:
- Navigate to Patients tab
- Search for first scheduled patient
- Review patient record:
- Medical history and known conditions
- Current medications and allergies
- Vaccination status and due dates
- Previous SOAP notes
- Recent weight and vital trends
- Check for AI-generated Clinical Insights from previous visits
- Note any follow-up items from last appointment
Patient records sync across all devices in real-time (within 3 seconds), so updates made on mobile are immediately visible on desktop.
Mid-Morning: Examinations & Documentation
Voice Dictation Workflow
Paw & Care’s AI-powered dictation reduces documentation time from 10-15 minutes to under 2 minutes per appointment.Start Examination
- Update appointment status to In Progress
- Navigate to Dictate tab (bottom navigation)
- Select patient from dropdown (auto-suggests current appointment)
- Choose appropriate Note Template:
- Standard SOAP (default)
- Specialist SOAP
- Dental (Canine/Feline)
- Radiograph Report
- Surgery Report
- Callback Note
- Tech Appointment Note
Record Clinical Notes
Three input methods available:A. Voice Recording (Recommended):
- Tap Start Recording button
- Speak naturally while examining patient
- Live transcription appears in real-time using browser Speech API
- Tap Pause to temporarily stop (timer pauses)
- Tap Stop when complete
- Review audio recording (playback available)
- Tap Transcribe to process with AI (uses OpenAI Whisper if backend available)
- Drag and drop or click to browse
- Supports: PDF, images (JPG/PNG), audio (MP3/WAV/WEBM), text files
- AI extracts text automatically
- Maximum file size: 10MB
- Type directly into text area
- Useful for short notes or when microphone unavailable
- Supports copy/paste from other sources
Generate SOAP Notes
After transcription:
- Review transcription text for accuracy (edit if needed)
- Tap Generate Notes button
- AI processes transcription using GPT-4:
- Analyzes patient context (species, breed, age, weight, medical history)
- Applies selected template structure
- Uses configured detail level (concise vs. detailed)
- Generates structured sections (typically 15-30 seconds)
- Review AI-generated content:
- Subjective: Patient history and owner observations
- Objective: Physical exam findings and vital signs
- Assessment: Diagnosis and differential diagnoses
- Plan: Treatment plan and follow-up recommendations
- Edit sections as needed (click section to modify)
- Clinical Insights automatically generate:
- Risk factor identification
- Differential diagnosis suggestions
- Treatment recommendations with confidence scores
- Color-coded by priority (high/medium/low)
Review Clinical Insights
AI-generated insights appear in right sidebar:
- Risk Insights: Potential complications or contraindications
- Diagnosis Insights: Suggested conditions based on symptoms
- Suggestion Insights: Recommended tests or treatments
- Review confidence score (0-100%)
- Click 👍 to accept or 👎 to reject
- Feedback improves future AI suggestions
- High-priority insights highlighted in red
Save Medical Record
Choose save status:
- Draft: Incomplete, can edit later
- Pending Review: Complete but awaiting approval (Technician workflow)
- Finalized: Locked record (Veterinarian/Manager only)
- Auto-generated unique record ID
- Timestamp and creator information
- Linked patient and owner details
- Audit log entry for compliance
Export and Share Records
After saving, multiple export options available:PDF Download
- Tap Download PDF button
- Opens print dialog in new window
- Professional formatting with clinic branding
- Includes patient demographics and all SOAP sections
- Save directly as PDF or print physical copy
Email Record
- Tap Email button
- Pre-fills recipient, subject, and body
- Opens native email client (Outlook, Gmail, etc.)
- Formatted plain text for universal compatibility
- Includes patient name and date in subject line
Copy to Clipboard
- Tap Copy button
- Full formatted text copied to clipboard
- Paste into external EMR systems
- Preserves section headers and structure
- Instant confirmation message
Generate Billing
- Tap Generate Billing button
- AI extracts billable items from SOAP notes:
- Office visits and examinations
- Medications and prescriptions
- Diagnostics (blood work, X-rays)
- Procedures (vaccinations, surgeries)
- Review and adjust quantities/costs
- Export to billing system or clipboard
Midday: Emergency Handling
AI-Detected Emergencies
When the AI receptionist detects emergency keywords during calls, urgent notifications are sent:Emergency Alert
Push notification appears within 5 seconds:
- ”🚨 Emergency Call - Max (Dog)”
- Tap notification to view call details
- Triage level automatically set to “Emergency”
- Red badge indicates urgency throughout app
Review Triage Data
Navigate to Call Logs → Tap emergency call cardReview AI-extracted information:
- Pet name and species
- Owner contact information
- Symptoms list (e.g., “bleeding”, “seizure”, “difficulty breathing”)
- Duration of symptoms
- Urgency score (0-10 scale)
- Full call transcript with timestamps
- Detected emergency keywords highlighted
100% Emergency Detection: The AI triage system has 100% recall for emergency keywords. No emergency call is ever missed.
Afternoon: Routine Appointments
Dental Procedure Workflow
Specialized templates optimize documentation for common procedures:Select Dental Template
In Dictate tab:
- Choose patient
- Select Dental (Canine) or Dental (Feline) template
- Template includes specialized sections:
- Dental Grade (0-4 scale)
- Teeth Affected
- Periodontal Disease Assessment
- Radiograph Findings
- Cleaning/Extractions Performed
- Post-Op Instructions
Record Procedure Notes
Dictate during or immediately after procedure:“Dental cleaning performed on Bella, 8-year-old feline. Pre-anesthetic blood work normal. Dental grade 3, moderate tartar buildup on molars bilaterally. Periodontal disease stage 2 with mild gingivitis. Full mouth radiographs show no root pathology. Ultrasonic scaling completed, all quadrants. No extractions needed. Polishing done. Recovered well from anesthesia. Owner advised on home dental care, recommend CET chews daily.”AI maps content to dental-specific fields automatically.
Bulk Operations for Follow-Ups
End-of-day follow-up workflow:- Navigate to Medical Records
- Filter by status: Completed Today
- Review records requiring follow-up
- Use Email Templates for batch communications:
- Post-surgery care instructions
- Medication reminders
- Follow-up appointment scheduling
- Lab result notifications
Evening: End-of-Day Procedures
Finalize Records
Review Draft Records
Navigate to Medical Records → Filter: Draft
- Review all records saved as draft during the day
- Complete missing sections
- Add any additional notes
- Update status to Finalized
Quality Check
Practice Managers perform quality review:
- Filter records: Pending Review
- Review technician-created notes
- Verify clinical accuracy
- Approve and change status to Finalized
- Flag any issues for technician feedback
Analytics Review
Daily Metrics
Review Dashboard end-of-day stats:
- Total appointments completed
- No-show rate for the day
- Average appointment duration
- Revenue generated
- AI call handling rate (target: 80%+)
Audit Trail
Audit Log (Practice Manager only):
- All record modifications logged
- User, timestamp, and action recorded
- Export for compliance reporting
- Review unauthorized access attempts
Prepare for Tomorrow
Review Tomorrow's Schedule
Navigate to Appointments → Set date filter to tomorrow:
- Confirm all appointments have assigned veterinarians
- Check for scheduling conflicts
- Review high-priority/emergency slots
- Verify reminder emails were sent (24h automation)
Check AI Status
Verify AI Assistant operational:
- Green indicator shows “AI Active 24/7”
- Review recent call handling performance
- Check for any missed escalations
- Confirm voicemail fallback working
Mobile vs. Desktop Usage
- iOS Mobile (Primary)
- Web Application
Optimized for clinical workflows:✅ Voice dictation with microphone access✅ Patient records (full CRUD)✅ Appointment viewing and quick booking✅ AI call monitoring with push notifications✅ Emergency alerts (5-second response time)✅ Offline mode (syncs when connection restored)✅ Camera integration for pet photos✅ One-tap calling from patient/owner profiles✅ Face ID / Touch ID biometric authenticationBottom Tab Navigation:
- Home (Dashboard)
- Dictate (SOAP generation)
- Schedule (Appointments)
- Patients (Pet records)
- More (Additional features)
Success Criteria
Track these daily metrics to ensure optimal workflow:Documentation Time
Target: Less than 2 minutes per SOAP noteMeasure: Time from dictation start to finalized recordExpected: 70% reduction vs. manual typing
No-Show Rate
Target: Less than 10%Measure: (No-shows / Total appointments) × 100Expected: 40% reduction with automated reminders
AI Call Handling
Target: 80% of calls handled autonomouslyMeasure: Completed calls / Total callsExpected: 3-minute average call duration
Troubleshooting
Voice Dictation Not Working
Voice Dictation Not Working
Check microphone permissions:
- iOS: Settings → Paw & Care → Microphone → Enable
- Web: Browser permissions → Allow microphone access
- Use “Type” tab for manual entry
- Upload pre-recorded audio file
- Browser Speech API provides live transcription even if server unavailable
SOAP Generation Failed
SOAP Generation Failed
Common causes:
- Backend server not running (check API_URL configuration)
- Network connectivity issue
- Rate limit exceeded (100 requests/minute)
- Transcription is preserved - click “Generate Notes” again
- Use manual entry in SOAP sections
- Wait 1 minute if rate limited
Sync Conflicts
Sync Conflicts
Last-write-wins resolution:
- Most recent change overwrites previous
- User notified: “Record updated by [User] at [Time]”
- Option to view and merge changes
- Critical for mobile offline-to-online sync
Emergency Not Detected
Emergency Not Detected
If AI misses emergency:
- Manually update appointment triage level to “Emergency”
- Report keywords to improve AI training
- 100% recall guaranteed for known keywords (bleeding, seizure, poisoning, etc.)
Next Steps
Emergency Protocols
Learn detailed emergency triage workflows and AI escalation procedures
Appointment Management
Master scheduling, reminders, and status tracking for optimal patient flow
Custom Templates
Create specialized SOAP templates for your practice’s unique workflows
Reporting
Generate practice analytics and track key performance indicators