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Welcome to Paw & Care

Paw & Care is an AI-powered veterinary practice management platform that streamlines clinical workflows, automates documentation, and enhances patient care. This guide will walk you through creating your first patient record and generating your first SOAP note using AI voice dictation.
This quickstart takes approximately 10 minutes to complete. By the end, you’ll have created a patient record and generated your first AI-powered clinical note.

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Prerequisites

Before you begin, ensure you have:
  • A modern web browser (Chrome 100+, Safari 15+, Firefox 100+, or Edge 100+)
  • Microphone access for voice dictation features
  • Internet connection for AI features (offline mode available for viewing records)
For the best mobile experience, download the Paw & Care iOS app from the App Store (requires iOS 15.0+). This guide works for both web and mobile.

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Step 1: Access Your Dashboard

Navigate to your Paw & Care dashboard. You’ll see real-time practice metrics including:
  • Total clients and new clients today
  • Calls handled by Luna (your AI assistant)
  • Appointments scheduled
  • Emergency triage events

Web App

Access the full-featured web application with advanced reporting and practice management.

iOS App

Download the mobile app for on-the-go clinical documentation and patient care.

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Step 2: Create Your First Patient Record

Let’s create a patient record for a new pet.
1

Navigate to Pet Records

Click “Patients” in the bottom navigation bar (mobile) or left sidebar (web).The Pet Records screen displays:
  • Active pets count
  • Pets with medical conditions
  • Average patient age
  • Search and filter capabilities
2

Add a New Pet

Click the “Add Pet” button in the top right corner.Fill in the patient information:
  • Name: e.g., “Max”
  • Species: Dog, Cat, Exotic, etc.
  • Breed: e.g., “Golden Retriever”
  • Age: Patient’s age in years
  • Weight: In pounds
  • Sex: Male/Female
  • Color: Coat color
  • Microchip ID: (optional)
3

Add Medical History

Complete the medical information:
  • Known Conditions: Any chronic conditions (diabetes, arthritis, etc.)
  • Allergies: Medication or food allergies
  • Current Medications: Active prescriptions
  • Diet Notes: Feeding instructions or dietary restrictions
Important: Always document allergies to prevent adverse reactions during treatment.
4

Link to Owner

Select the pet owner from your client database or create a new client record:
  • Owner Name: First and Last name
  • Phone: Primary contact number
  • Email: For appointment reminders
  • Emergency Contact: Secondary contact information
5

Save the Record

Click “Save Patient” to create the record.The system will:
  • Generate a unique patient ID
  • Create an audit log entry
  • Sync across all devices in real-time (< 3 seconds)
On iOS, patient records are automatically cached for offline access. Changes sync when you’re back online.

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Step 3: Create Your First SOAP Note

Now let’s generate a clinical note using AI-powered voice dictation.
1

Open Dictation & SOAP

From the patient profile, tap “Dictation & SOAP” or navigate to “Dictate” in the bottom tab bar.You’ll see three input methods:
  • Record: Voice dictation (recommended)
  • Upload: Import audio files, PDFs, or images
  • Type: Manual text entry
2

Select Patient and Template

At the top of the screen:
  1. Select Patient: Choose “Max” (the patient we just created)
  2. Select Template: Choose from built-in templates:
    • Standard SOAP (Subjective, Objective, Assessment, Plan)
    • Dental SOAP (Canine/Feline dental procedures)
    • Specialist SOAP (Advanced diagnostics)
    • Surgery Report
    • Radiograph Report
    • Tech Appointment Note
For your first note, select “Standard SOAP” — it’s the most versatile template.
3

Record Your Examination Findings

Click the microphone button to start recording.Example dictation:
"Max presented today for annual wellness check. Owner reports he's been 
more lethargic than usual and drinking more water. Physical exam shows 
temperature 101.5, heart rate 110, respiratory rate 28. Body condition 
score 6 out of 9, slightly overweight. Dental exam shows moderate tartar 
buildup on molars. Palpation reveals no abnormalities. Auscultation clear. 
My assessment is possible early diabetes given polydipsia and lethargy. 
Plan: run blood glucose and full chemistry panel. Discuss weight management 
plan with owner. Recommend dental cleaning. Recheck in 2 weeks with lab results."
Live Transcription: You’ll see real-time transcription appear as you speak using the browser’s Speech Recognition API.
Recording controls:
  • Pause: Temporarily stop recording
  • Resume: Continue recording
  • Stop: Finish recording (max 30 minutes)
  • Play: Review your audio
  • Discard: Delete and start over
4

Transcribe the Audio

Click “Transcribe” to convert speech to text.The system uses:
  1. Browser Speech API for instant results (if available)
  2. OpenAI Whisper for high-accuracy transcription (server-side fallback)
Transcription typically completes in 8-10 seconds for a 1-minute recording.
If the backend server is not running, you’ll see an error. Ensure npm run dev:server is running, or use the Type tab to enter notes manually.
5

Review and Edit Transcription

The transcription appears in an editable text area.
  • Review for accuracy (typically 95%+ accurate with clear speech)
  • Edit any medical terms that were misrecognized
  • Add additional details if needed
Common corrections:
  • Drug names (“Rimadyl” vs “rimadale”)
  • Breed-specific terms (“Labrador” vs “lab radar”)
  • Medical abbreviations (“BID” vs “bid”)
6

Generate AI SOAP Notes

Click “Generate SOAP Notes” to create structured documentation.The AI (GPT-4) will:
  1. Parse your transcription
  2. Identify relevant information for each SOAP section
  3. Generate structured notes within 30 seconds
The generated note includes:
  • Subjective: Owner’s observations and patient history
  • Objective: Physical exam findings and vitals
  • Assessment: Diagnosis and differential diagnoses
  • Plan: Treatment recommendations and follow-up
The AI adapts to your selected template. A “Dental SOAP” will include dental-specific sections like “Dental Chart” and “Periodontal Score.”
7

Review Clinical Insights

After SOAP generation, you’ll see AI-generated clinical insights in the sidebar:
  • Risk Factors: Potential complications (e.g., “Diabetic ketoacidosis risk”)
  • Diagnoses: Differential diagnoses (e.g., “Diabetes mellitus, Cushing’s disease”)
  • Suggestions: Treatment recommendations (e.g., “Consider fructosamine test”)
Each insight includes:
  • Confidence score: 60-100% (only shown if ≥60%)
  • Priority: High, Medium, or Low
  • Description: Detailed explanation
Accept or reject insights with thumbs up/down to improve future suggestions.
8

Save the Record

Click “Save as Draft” to store the SOAP note.Save options:
  • Draft: Editable, not finalized
  • Pending Review: Awaiting veterinarian approval
  • Finalized: Locked, requires permissions to edit
The record is saved to:
  • Supabase database (if configured)
  • Local storage (fallback if offline)
All saves create an audit log entry with timestamp, user, and action for compliance tracking.

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Step 4: Generate Billing Items (Optional)

Automatically extract billable items from your SOAP note.
1

Click 'Generate Billing'

After saving your SOAP note, click the dollar sign icon to extract billing items.
2

Review Auto-Generated Items

The AI identifies billable services from your note:Example for Max’s visit:
  • Office Visit / Examination: $65.00
  • Blood Work Panel: $120.00
  • Dental Cleaning: $250.00
Each item shows:
  • Item name
  • Type: Service, Procedure, Medication, Lab Test, Imaging
  • Quantity
  • Unit cost
  • Total
3

Export or Copy

  • Copy: Copy items to clipboard as CSV
  • Done: Close the dialog and proceed to invoicing

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Step 5: Set Up Your AI Voice Assistant

Enable Luna, your 24/7 AI receptionist, to handle incoming calls.
The AI Voice Assistant uses Retell AI to answer calls, triage emergencies, and book appointments autonomously.

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How Luna Works

  1. Answers incoming calls with natural conversation
  2. Detects emergency keywords (bleeding, seizure, poisoning) and alerts veterinarian
  3. Books appointments by checking available time slots
  4. Transcribes calls for record-keeping
  5. Extracts triage data: pet name, symptoms, urgency level

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Configuration (Web App Only)

1

Navigate to Voice Settings

Click “Voice Call” in the sidebar, then “Configure AI Agent.”
2

Set Business Hours

Define when your clinic is open:
  • Monday-Friday: 8:00 AM - 7:00 PM
  • Saturday: 9:00 AM - 5:00 PM
  • Sunday: 10:00 AM - 3:00 PM
Luna is available 24/7 for emergency triage, even outside business hours.
3

Configure Emergency Keywords

Add custom emergency triggers for your practice:
  • Bleeding
  • Seizure
  • Poisoning
  • Difficulty breathing
  • Trauma
When detected, Luna immediately notifies the on-call veterinarian via push notification.
4

Test the AI

Use the Voice Simulator to test call scenarios:
  • Routine appointment request
  • Emergency situation
  • After-hours call
Review transcripts and triage accuracy.

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Next Steps

Appointment Management

Learn how to schedule appointments, send automated reminders, and reduce no-shows by 40%.

Template Management

Create custom SOAP templates for your practice’s specific procedures and workflows.

Mobile App Features

Explore iOS-specific features like offline mode, haptic feedback, and Face ID authentication.

API Integration

Connect Paw & Care to your existing practice management tools via our REST API.

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Key Metrics to Track

As you use Paw & Care, monitor these metrics on your dashboard:
  • Documentation Time: Aim for 70% reduction compared to manual typing
  • SOAP Accuracy: Target 90%+ AI accuracy with minimal editing
  • Call Automation Rate: Luna should handle 80%+ routine calls without intervention
  • No-Show Rate: Automated reminders reduce no-shows by 40%
  • Emergency Response: Luna escalates emergencies in < 5 seconds

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Troubleshooting

Solution: Grant microphone permissions in your browser settings:
  • Chrome: Settings → Privacy → Site Settings → Microphone
  • Safari: Safari → Settings → Websites → Microphone
  • iOS: Settings → Privacy → Microphone → Paw & Care
Causes:
  • Backend server not running (npm run dev:server)
  • Network connectivity issues
  • Audio quality too low
Solution: Use the browser’s live transcription (appears automatically) or switch to the Type tab.
Normal processing time: 20-30 secondsIf longer:
  • Check internet connection
  • Verify API_BASE URL is correct (http://localhost:3000 for local development)
  • Check server logs for OpenAI API errors
Check:
  • Supabase credentials configured (VITE_SUPABASE_URL, VITE_SUPABASE_ANON_KEY)
  • Network connectivity
  • Real-time subscription status
Fallback: Data saves to local storage and syncs when connection restored.

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Getting Help

Documentation

Browse the complete documentation

Support

Email [email protected]

Community

Join the Paw & Care community
Congratulations! You’ve successfully created your first patient record and AI-generated SOAP note. You’re now ready to streamline your veterinary practice with Paw & Care.

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