Vet Clinic — System Workflow
End-to-end operational flow across all modules — from patient arrival to case resolution
Roles
Director
Veterinarian
Para Vet
Lab Technician
Receptionist
Stock Manager
Pet Owner
Badges on each node show who performs that action
★
Complete Patient Journey — All Paths at a Glance
Main entry spine — every visit starts here
🐾
Pet Owner Arrives at Clinic
First visit or returning patient walks in
Pet Owner
📋
Receptionist Registers Owner & Pet
Create owner account → register pet in Pet Registry with all details
Receptionist
Director
🗺️
Receptionist Directs Owner to Doctor
Receptionist
🩺
Vet Enters Owner's Phone Number
System auto-fetches owner & all pet details — vet fills symptoms, diagnosis, treatment plan and saves case
Vet
Director
Para Vet
🔀
What does the case require?
↓ choose a path below
🩺 Consultation Only
✅
Case Saved & Verified
Auto-verified if Vet/Director, or verified after Para Vet creates it
🤖
AI Interpretation + PDF
AI reads case, generates PDF, optional WhatsApp to owner
🧾
Receptionist Creates Invoice
3-step wizard → select patient, add services & medicines, apply GST/discount
Receptionist
Vet
Director
📦
Stock Auto-Deducted
Product quantities reduced automatically on invoice save
📤
PDF + WhatsApp to Owner
🐾
Pet Owner Leaves ✓
🔬 Lab Test Ordered
🩺
Vet Orders Lab Test
Case saved, vet notes lab tests required
Vet
🔬
Lab Tech Creates Report
Enter test values, upload scan if needed, save report
Lab TechPara Vet
✅
Vet Verifies Report
Values checked against reference ranges, AI flags anomalies
VetDirector
🤖
AI Interpretation + PDF
🧾
Receptionist Creates Invoice
ReceptionistVet
📦
Stock Auto-Deducted
🐾
Pet Owner Leaves ✓
🏥 Indoor Admission
📝
Receptionist Submits for Admission
Creates a pending admission request — not yet confirmed
Receptionist
🏥
Vet / Director Confirms Admission
Patient is officially admitted and appears on indoor list
VetDirector
👨⚕️
Para Vet Assigned to Patient
Para Vet sees only their assigned patients
Para Vet
🗒️
Daily Monitoring on Task Board
Care tasks, medication, diet notes, treatment progress updated daily
Para VetVet
🚪
Vet Discharges / Releases Patient
Status changed to discharged or released, PDF discharge summary generated
VetDirector
🧾
Receptionist Creates Invoice
ReceptionistVet
📦
Stock Auto-Deducted
🐾
Pet Owner Leaves ✓
📜 Certificate Needed
📂
Vet Selects a Saved Template
Template has custom layout, fields, and clinic branding pre-configured
VetDirector
✍️
Fills Required Fields
Patient, owner, clinical details entered into the template
📥
Signed PDF Generated & Saved to Archive
📜
Certificate Issued ✓
💬 Broadcast Message
✍️
Any Clinic Staff Composes Message
Write message, optionally attach a file (PDF, image, Word, Excel)
Dir
Vet
Para Vet
Rec
📢
Broadcast to Entire Clinic Group
Sent to all members — Director, all staff roles — under the same clinic
📥
Delivered to Everyone's Inbox
Unread badge shown per recipient; can delete for self or delete for all
✅
All Staff Notified ✓
ℹ️
The paths above are not mutually exclusive — a single patient visit can combine them. For example: a consultation case can also generate a lab report, require an indoor admission, and end with both a certificate and an invoice. The stock manager keeps the product catalog updated so all invoices pull the correct items and prices. WhatsApp notifications are sent at key steps if the owner's number is not on the clinic's block list.
1
Patient Onboarding
🐾
Pet Owner Arrives
Visits clinic with pet for the first time
👤
Create Pet Owner Account
Login credentials set up in User Management
Receptionist
Director
🐶
Register Pet in Pet Registry
Species, breed, age, weight, owner link, custom fields
Receptionist
Director
Vet
Para Vet
📱
Pet Owner Gets Portal
View pets, vaccination schedule, send messages to clinic
Pet Owner
2
Clinical Consultation & Case Management
📋
Open New Case
Select patient, enter symptoms, diagnosis, treatment plan, follow-up date
Director
Vet
Para Vet
🤔
Created by?
Para Vet
⏳
Pending Verification
Pending
✅
Vet / Director Reviews & Verifies
Vet
Director
Vet / Director
✅
Auto-Verified
Auto
📄
Verified Case
Verified
🤖
AI Interpretation · PDF Export · WhatsApp to Owner
AI reads case data, generates PDF, optionally notifies owner via WhatsApp
⚠️
Once a Para Vet case is verified by a Vet or Director, the Para Vet can no longer edit it. Before verification, only the Para Vet who created it can edit their own unverified case.
3
Lab Management — if lab tests are ordered
🔬
Create Lab Report
Link to case, enter test parameters, values, and scan upload if needed
Director
Vet
Para Vet
Lab Tech
🤔
Created by?
Para Vet / Lab Tech
⏳
Pending Verification
Pending
✅
Vet / Director Verifies
Vet
Director
Vet / Director
✅
Auto-Verified
Auto
📊
Verified Report
Abnormal values flagged against reference ranges
Verified
🤖
AI Interpretation · Reference Range Check · PDF Export
AI analyses values, flags anomalies, generates downloadable report PDF
ℹ️
Lab Tech and Para Vet can only edit their own unverified reports. Once verified, no further edits are possible. Reference ranges (used by the AI engine to flag values) are configured by Director or Vet.
4
Indoor Patient Admission — if patient is admitted
📝
Submit for Admission
Creates a pending admission request in the system
Receptionist
Director
Vet
🏥
Confirm & Admit Patient
Director or Vet finalises admission, patient appears on indoor list
Director
Vet
👨⚕️
Para Vet Assigned
Para Vet can see only their assigned indoor patients
Para Vet
📋
Task Board — Daily Care
Update care tasks, medications, diet notes, treatment progress per patient
Para Vet
Vet
Director
🚪
Discharge Patient
Patient marked discharged, PDF summary generated and available
Director
Vet
ℹ️
Receptionist's action shows as "Submit for Admission" — this creates a pending request only. A Director or Vet must confirm to complete the admission. Receptionist cannot access the Indoor Dashboard or Task Board.
5
Invoicing & Stock Management
STEP 1
🧾
New Invoice
3-step wizard begins
Director
Vet
Receptionist
STEP 2
🐾
Select Patient & Case
Link invoice to the relevant patient
STEP 3
🛍️
Add Services & Products
Pick from services / products catalog, set quantities and prices
📦
Stock Auto-Deducted
System reduces product quantities immediately on save
STEP 4
🧮
Apply GST & Discount
Review totals, apply discount percentage, apply GST, save invoice
📤
PDF + WhatsApp
Download invoice PDF or send directly to owner via WhatsApp
⚡ Stock Management Side Flow
🏷️
Stock Manager views the Services & Products catalog — add, edit, delete items and prices
📦
Stock Manager monitors current stock quantities and adjusts manually with a reason
🔔
Stock Alert page lists all low-stock and out-of-stock items needing reorder
🔒
Director sees the full Audit Log — every quantity change, who made it, when, and why
Stock Manager
Director (Audit Log)
⚠️
When a Stock Manager visits the Invoice page they are automatically redirected to the Stock Management page. Invoice settings (clinic name on invoices, currency symbol, GST %, terms & conditions) are configured by Director only.
6
Veterinary Certificate Issuance
📂
Select Certificate Template
Choose from clinic's saved templates with custom layout & branding
Director
Vet
✍️
Fill Certificate Fields
Enter required patient, owner, and clinical detail fields
📥
Generate & Download PDF
Signed certificate PDF generated and saved to archive
🗂️
Certificate Archive
All issued certificates stored and searchable by pet, owner, date, type
Director
Vet
ℹ️
Certificate templates are created and managed by Director or Vet. Templates include custom layout, fields, and clinic branding, all scoped to the clinic.
7
WhatsApp Notification Flow
📣
Notification Triggered
Case update, invoice send, or appointment reminder initiated
🚫
Number blocked?
Checked against clinic block list (last 10 digits matched)
Blocked
🚫
Message Suppressed
No WhatsApp sent
Not Blocked
⚙️
Own credentials saved?
Own API
✅
Send via Own API
No credits deducted
Global / Forced
🌐
Send via Global API
1 credit deducted per message sent
ℹ️
Block list is managed by Director, Vet, or Para Vet — all three see the same shared clinic block list. Director configures own WhatsApp Business API credentials (WABA ID, Phone Number ID, Token). WordPress Admin can force any Director onto the Global API, which locks their settings page and deducts credits per message.
8
Internal Clinic Messaging
✍️
Compose Message
Any clinic role composes and optionally attaches a file (PDF, image, Word, Excel, ZIP)
Director
Vet
Para Vet
Lab Tech
Receptionist
Stock Mgr
Pet Owner
👥
Send to?
Individual
👤
Direct Message
Sent to a specific staff member's inbox
Broadcast
📢
Clinic-Wide Broadcast
Delivered to all members of the clinic group
📥
Delivered to Inbox
Unread badge shown; recipient can delete for self or delete for all
⚠️
Pet Owners can compose and send messages to clinic staff, but are excluded from the recipient picker — staff cannot select a Pet Owner as a message recipient. Messages are scoped to the Director's clinic group.