Indoor Patient Management

Indoor Patient Management handles the full lifecycle of an inpatient (IPD) animal — from the moment of admission to discharge, referral, or case closure. It is directly connected to Case Management so that existing pet and owner records can be looked up and reused instantly.

Each indoor patient record carries the pet's identity, the owner's contact details, admission information, staff assignments, a full physical examination, treatment instructions (drugs, fluids, injectables, tablets, and many more types), diagnosis notes, daily SOAP progress notes, a time-series vitals log, an auto-generated para vet task sheet, and a structured discharge summary. All of this is available across three dedicated pages.

Four roles can access Indoor Patient Management. What each role can see and do varies significantly.

Indoor Patient Management is spread across three dedicated pages, each designed for a specific audience and workflow.

Every indoor patient record is assigned a unique Indoor Case ID at the moment of admission. This ID is generated automatically and cannot be customised.

The Indoor Patients page is the main working screen for all roles. It displays a card grid of indoor patient records. Click + Admit New Patient at the top to open the 3-step admission form. The page has two tabs — All Patients and Bookmarks — above the search and filter bar.

Search bar

The search bar runs a live search across: Case ID, owner name, owner phone, pet name, pet ID, species, breed, chip number, cage/ward, and reason for admission. Results update as you type.

Filter popup

Click the filter button (three-line icon) to open the filter panel. All filters can be combined freely.

A numbered badge on the filter button shows how many filters are active. Click Apply Filters to apply, or Clear Filters / Clear All to reset everything at once.

Each indoor patient is displayed as a card in the grid. Cards with an Emergency condition have a red left border; cards with a Critical condition have an amber left border. Normal and Stable conditions have no special border.

Information on every card

Action buttons on a card

Patient status

Status tracks whether a patient is still admitted or how they left the clinic. Version 1.1 adds Referred and DAMA as distinct outcomes.

Patient condition

Condition reflects the clinical urgency of the currently admitted patient.

Any patient record can be starred for quick personal access. Bookmarked patients appear in the Bookmarks tab at the top of the Indoor Patients page.

Every saved indoor patient record can be exported as a professional PDF patient report. The PDF uses your clinic's configured letterhead or background template if one has been set up.

The PDF includes: clinic letterhead, patient and owner details, admission details (date, time, cage/ward, condition), physical examination findings (including SpO₂, pain score, mentation, pulse quality), tentative and confirmed diagnosis, the full treatment plan (all treatment rows), general treatment notes, all SOAP progress notes, vitals log entries, the discharge summary (if saved), and discharge/status information.

Click + Admit New Patient on the Indoor Patients page to open the full-screen 3-step form. A progress bar at the top of the form tracks your position. Each step must be completed before you can advance to the next.

Step 1 collects the owner and pet details that will be attached to this indoor patient record. You can fill these in manually or use the Quick Lookup to auto-fill from an existing record.

Owner fields

Pet fields

The Quick Lookup section at the top of Step 1 lets you find and reuse existing pet and owner records. There are two lookup methods.

Lookup by mobile number

Type an owner's phone number into the Owner Mobile Number field. After a short delay, the system searches for pets registered under that number. If matches are found, a notification box appears listing those pets — click Use this pet on any listed pet to auto-fill all owner and pet fields in the form.

Lookup by Case ID

Enter an existing Case ID (from Case Management, e.g. 7-001) into the OR Case ID field and click Fetch. The owner and pet details from that case are pulled in and fill the form fields automatically.

Admission date & time

Reason & history

Staff assignment

Placement & condition

Step 3 records clinical information: physical examination findings, diagnoses, individual treatment rows, and general notes. All fields in Step 3 are optional at admission — you can save the record and add treatment details later via Edit.

The Physical Examination section is a collapsible accordion. Click the section header (Physical Examination ▼) to expand or collapse it. Version 1.1 adds four new parameters to the admission exam.

Diagnosis

The Treatment section allows multiple treatment entries to be added. Click + Add Treatment to add a row. Click the remove button on any row to delete it. Version 1.1 expands the available treatment types from 4 to 11.

Each treatment row changes its fields based on the selected type. The frequency you enter on each row directly controls which time slots are generated on the para vet task sheet.

Fluid

Injectable

Tablet

Surgical New

Wound Care New

Oxygen Therapy New

Blood Transfusion New

Nebulization New

Eye / Ear Drops New

Topical Application New

Diet / Feeding New

IV Catheter New

Other

General Treatment Notes

Below all the treatment rows is a General Treatment Notes textarea for any overall treatment instructions not covered by individual rows. This text is displayed on the view popup, the para vet task card, and the PDF.

View

Click 👁 View on any patient card. A read-only popup opens showing the complete patient record across all sections: owner details (including any custom fields), pet details, admission information, reason for admission, initial history, physical examination (including SpO₂, pain score, mentation, pulse quality), tentative and confirmed diagnosis, full treatment plan, general treatment notes, SOAP progress notes (newest first), vitals log, discharge summary, and current status with the status change date and remark.

Edit

Click ✏️ Edit on any patient card (Director and Veterinarian only). The 3-step form re-opens pre-filled with the record's existing data. All fields across all three steps are editable. Click Admit Patient to save changes.

Delete

Click 🗑️ Delete on any patient card (Director and Veterinarian only). A confirmation prompt appears. Confirming permanently deletes the record and all related data — including SOAP progress notes, vitals log entries, task sheet entries, and the discharge summary. The Indoor Case ID is permanently retired.

Active (Indoor) patients can be moved to a closed status using the 🚪 Discharge button on the patient card. This button is only visible on cards with a status of Indoor. Clicking it opens the Discharge popup where you choose the outcome.

Outcome statuses available at discharge

Discharge popup fields

The Discharge Summary is a structured form that creates a complete home-care document for the owner. It is accessible from the patient's View popup or from within the Discharge flow. Directors and Veterinarians can save or update a discharge summary at any point — even before or after the formal discharge action.

Saving the discharge summary simultaneously updates the patient's status to the selected outcome (Discharged, Referred, DAMA, or Deceased). The summary is printed as a dedicated section in the patient PDF report.

Discharge Summary fields

If the clinic has configured custom fields for owners or pets (via Case Management's custom fields feature), those fields are automatically loaded into the indoor patient form and view popup as well.

• Custom owner fields appear below the standard owner section in Step 1.
• Custom pet fields appear below the standard pet section in Step 1.
• When using Quick Lookup to fill from an existing pet, previously saved custom field values are also filled in.
• In the View popup, custom field values appear within the Owner Details and Pet Details sections alongside the standard fields.
• Custom field types supported: text input, number input, and dropdown.

SOAP Progress Notes allow veterinarians and directors to record daily structured clinical notes for any admitted patient. The SOAP format — Subjective, Objective, Assessment, Plan — provides a consistent framework for documenting how a patient's condition is evolving each day.

Progress notes are visible in the patient's View popup, in the patient detail screen, and are included in the PDF export. They are sorted newest-first.

SOAP note fields

Adding a progress note

Deleting a progress note

Directors and Veterinarians can delete any progress note by clicking the delete icon on the note. Deletion is immediate and permanent — there is no undo. Para vets and Receptionists cannot delete progress notes.

The Vitals Log is a time-series record of vital sign readings taken throughout a patient's stay. Any authorised staff member (Director, Veterinarian, or Para Vet) can log a vitals set at any time. Multiple readings per day are fully supported.

Vitals log entries are visible in the patient's View popup and are included in the patient PDF export, sorted newest-first.

Vitals log fields

Logging a vitals entry

Deleting a vitals entry

Directors and Veterinarians can delete individual vitals log entries by clicking the delete icon on the entry. Para vets can log vitals but cannot delete entries. Deletion is permanent.

The Indoor Dashboard gives a real-time at-a-glance view of inpatient activity. It is accessible to Directors, Veterinarians, and Para Vets. Receptionists cannot access this page.

The top row of the dashboard displays summary cards, each loading its count from the live database. Version 1.1 adds Referred, DAMA, and Deceased as separate cards.

Below the summary cards, the Recent Indoor Patients section shows a table of currently active (Indoor) patients sorted by admission date descending. A View All → link navigates to the full Indoor Patients list.

The Para Vet Task Board is a personal work view designed for para vets. It shows only active (status = Indoor) patients where the para vet is the assigned para vet for that record. When a patient is discharged, referred, marked DAMA, deceased, or closed, it disappears from the task board automatically.

In version 1.1, the task board now shows an auto-generated task list for each patient derived from the vet's treatment orders. Tasks are generated fresh each day and overdue pending tasks from previous days carry forward automatically.

Personal analytics cards

The top of the task board shows five personal summary cards: My Patients (total active assigned), Emergency, Critical, Normal, and Stable. These reflect only the patients assigned to the current user.

Search and condition filter

A search bar filters by case ID, pet name, or cage/ward. A condition dropdown (All Conditions / Emergency / Critical / Normal / Stable) filters by urgency. Both controls update the task card list live.

Each assigned patient is shown as a task card. Emergency cards have a red left border; Critical cards have an amber border. Each task card shows:

Each task on the task board can be acted on. The available actions depend on your role.

Completing a task (Para Vet, Veterinarian, Director)

Undoing a task completion (Veterinarian, Director only)

If a task was marked complete in error, a Veterinarian or Director can undo the completion by clicking the undo icon on the completed task. This resets the task back to pending and clears the completion timestamp and note.

Deleting a task (Veterinarian, Director only)

Veterinarians and Directors can soft-delete any task by clicking the delete icon. Deleted tasks are permanently hidden from the task board and will not carry forward to future days. This is useful when a treatment order has changed and a task is no longer needed before the next task generation cycle.

Task types

Click 👁 Full Details on any task card to open the full read-only details popup. This gives the para vet a complete view of everything recorded for this patient.

The popup shows: case ID and condition badge, owner details (including any custom fields), pet details (including any custom fields), admission information (date/time, cage/ward, treating vet), reason for admission, initial medical history, physical examination findings (including SpO₂, pain score, mentation, pulse quality), and the vet's complete treatment plan with all treatment rows rendered in full.