Case Management Feature

PawCare — Complete Feature Overview

✦ Version 1.6.9 — Complete Feature Set

Core Capabilities

Everything a modern vet clinic needs

From first visit to full recovery — every feature is built around smooth clinical workflows and complete record-keeping.

📋

Case Records Management

Create, edit, and archive detailed case reports. Each case links to a unique Pet ID and owner profile, with full visit history, image attachments, and lab reports across sessions.

Core

🐾

Pet Profile System

Full pet registry with species, breed, age, weight, neutered/rabies status, microchip number, and photo. Auto-generated unique Pet IDs. Custom species support.

Registry

💊

Treatment Item Tracking

Itemised treatment logs with medications, dosages, pack sizes, and procedures. Directly linked to each visit for accurate billing and follow-up. Export as Prescription PDF.

Medical

📝

SOAP Progress Notes

Structured SOAP notes (Subjective, Objective, Assessment, Plan) per case visit. Full history timeline, authored-by attribution, and dedicated SOAP PDF export.

Clinical

🔬

Lab Reports Module

Comprehensive lab tracking: CBC, Biochemistry, Urine, Stool, USG, X-Ray, Rapid Tests, Blood Examination, and custom test types. Values with reference ranges flagged High/Low/Normal per species.

Diagnostics

🔔

Smart Reminders

Set follow-up reminder dates per case with custom notes. Dashboard notifications surface due reminders within a configurable window — never miss a callback.

Alerts

💉

Vaccination Tracker

Visual tracker shows upcoming vaccinations grouped by urgency — overdue, this week, and upcoming. Mark complete with timestamp. Pet owners see only their own schedule.

Scheduler

🐛

Deworming Tracker

Dedicated deworming schedule tracker with urgency grouping (overdue, due this week, upcoming). Mark sessions complete. Pet owners see their own pets' deworming calendar.

Scheduler

✅

Case Verification Workflow

Para-vets submit cases for review. Veterinarians and directors verify before records are finalised — ensuring clinical accuracy at every step. Pending alerts on dashboard.

Compliance

🎛️

Custom Fields

Directors define custom fields for owner profiles and pet records — text, number, date, or dropdown. Fields are scoped per director and appear on all forms and PDFs for that clinic.

Configurable

👤

Pet Owner Portal

Read-only client portal for registered owners. View their pets' vaccination and deworming schedules, case history tabs, and medical summaries — isolated per clinic.

Client Portal

📄

Multi-PDF Export

Generate professional PDFs for case records, pet profiles, SOAP notes, and prescriptions — all using your clinic's branded letterhead. Clinic profile header/footer auto-applied.

Export

Artificial Intelligence

Three AI modules, one seamless workflow

Powered by GPT-4o-mini with per-director credit management. AI works inside the case form, the SOAP editor, and the case viewer — streamed live.

🤖

AI Case Interpretation

Opens inline on any case. Analyses exam findings, diagnosis, treatment plan, and pet profile. Streams expert-level clinical interpretation including differentials, dosage validation, and follow-up flags.

Vets & Directors

⚡

AI Case Fill

Paste raw clinical notes into the case form — AI auto-fills Medical History, Physical Examination, Diagnosis, and Treatment Plan fields in seconds. Saves typing time during busy consultations.

Case Form

📝

AI SOAP Generator

Generate structured SOAP notes automatically from case data. Two modes: auto-fill from case fields, or freetext input. AI formats Subjective, Objective, Assessment, and Plan sections correctly every time.

SOAP Notes

💳

Credit Management

Each clinic director has an AI credit balance. All three AI modules deduct from the same pool. Directors can monitor usage, and all AI actions include a pre-flight auth check for speed.

Per Director

📡

Streaming Responses (SSE)

All AI responses stream token-by-token via Server-Sent Events — no page reload, no waiting for full response. Vets see the AI analysis appear live, just like a chat interface.

Real-time

🔒

Role-Gated Access

All AI features are restricted to Veterinarians and Directors only. Para-vets and receptionists do not see AI buttons. Each request is server-side verified against the director's credit pool.

Secure

Interactive Preview

See the system in action

Explore what each module looks like — live-designed previews mirroring the actual system interface.

All Case Reports

Case ID	Pet	Owner	Visit Type	Status	Verified	Date
7-001	🐶 Buddy (Dog)	Rahul Mehta	Surgery	Under Treatment	Verified	28 Feb 2026
7-002	🐱 Whiskers (Cat)	Priya Shah	Vaccination	Closed	Verified	01 Mar 2026
7-003	🐰 Cotton (Rabbit)	Arjun Patel	Consultation	Open	Pending	02 Mar 2026
7-004	🐦 Tweety (Bird)	Neha Joshi	Medicine	Open	Verified	03 Mar 2026

Case Management Dashboard

Total Cases

142

↑ 8 this week

Open Cases

12 need follow-up

Pending Verify

Requires action

Reminders (7d)

2 due tomorrow

⚠️

Cases Needing Verification (3)

7-003 · Cotton (Rabbit) · Owner: Arjun Patel

🔔

Upcoming Reminders (8)

7-001 · Buddy — 05 Mar 2026 · Post-surgery check

🐶

Buddy

Labrador · Male · 3 yrs · 28kg

ID: 9876543210bud

👤 Rahul Mehta · +91 98765 43210

Neutered Rabies ✓

🐱

Whiskers

Persian · Female · 2 yrs · 4.2kg

ID: 9812345678whi

👤 Priya Shah · +91 98123 45678

Not Neutered

🐰

Cotton

Holland Lop · Male · 1 yr · 1.8kg

ID: 9823456789cot

👤 Arjun Patel · +91 98234 56789

Neutered

🐦

Tweety

Budgerigar · Female · 6 mo

ID: 9834567890twe

👤 Neha Joshi · +91 98345 67890

N/A

🐢

Sheldon

Tortoise · Unknown · 10 yrs

ID: 9845678901she

👤 Dev Kapoor · +91 98456 78901

Chip: 9A2B4C

Progress Notes (3)

Visit Note — Day 7 Post-Surgery

07 Mar 2026 · 10:45 AM

Dr. Anil Kumar

S Subjective

Owner reports Buddy is eating normally. Still slightly reluctant to put weight on front left. No crying or signs of acute pain.

O Objective

Wt: 28.2kg. Temp: 38.4°C. Carpal swelling reduced ~40%. ROM improved. Incision site clean, no discharge.

A Assessment

Progressing well post-carpal repair. Inflammation resolving. Cautious prognosis — continue conservative management.

P Plan

Continue Meloxicam 5 more days. Restrict exercise. Re-examine in 7 days. X-ray at 3-week mark.

Post-Op Day 1

01 Mar 2026 · 09:15 AM

Dr. Anil Kumar

S: Owner reports restlessness overnight. O: Vital signs stable. Swelling moderate. A: Immediate post-op recovery normal. P: Pain management, restrict movement, bandage check tomorrow.

Lab Results

CBC Report · 01 Mar 2026 · Reference ranges for: Dog

WBC

8.4 K/µL

Normal

RBC

6.1 M/µL

Normal

Hemoglobin

10.2 g/dL

↓ Low

Hematocrit

36.5 %

Normal

Platelets

412 K/µL

↑ High

Neutrophils

5.8 K/µL

Normal

⚡ AI Case Fill — Paste raw clinical notes, AI fills all fields

✅ AI-Filled Fields Preview

Medical History:Limping on front left leg for 2 days after physical activity. No vomiting reported.

Physical Exam:Wt: 28kg, Temp: 38.6°C, HR: 92bpm. Swelling at carpal joint on examination.

Diagnosis:Suspected carpal joint sprain — radiography recommended to rule out fracture.

Treatment Plan:Meloxicam 0.1mg/kg once daily for 5 days. Strict rest. Follow-up review in 7 days.

🚨 Overdue (2)

🐶 Max (German Shepherd)

👤 Suresh Kumar · Drontal Plus · 2 tabs

24 Feb 2026

8 days overdue

🐱 Milo (Siamese)

👤 Anita Nair · Milbemax · 1 tab

28 Feb 2026

4 days overdue

⏰ Due This Week (2)

🐶 Buddy (Labrador)

👤 Rahul Mehta · Drontal Plus · 2 tabs

06 Mar 2026

In 3 days

✅ Upcoming (4)

🐰 Cotton (Holland Lop)

👤 Arjun Patel · Panacur · 0.5ml

18 Mar 2026

In 15 days

🚨 Overdue (2)

🐶 Max (German Shepherd)

👤 Suresh Kumar

24 Feb 2026

7 days overdue

🐱 Milo (Siamese)

👤 Anita Nair

28 Feb 2026

3 days overdue

⏰ Due This Week (3)

🐶 Buddy (Labrador)

👤 Rahul Mehta

05 Mar 2026

In 2 days

✅ Upcoming (5)

🐦 Tweety (Budgerigar)

👤 Neha Joshi

15 Mar 2026

In 12 days

Prescription Preview

🏥 PawCare Veterinary Clinic

Dr. Anil Kumar · BVSc, MVSc

Patient: Buddy (Labrador, Male, 3 yrs, 28kg) | Owner: Rahul Mehta | Date: 28 Feb 2026 | Case: 7-001

Rx	Drug / Product	Dose	Route	Frequency	Duration
1.	Meloxicam Oral Drops	0.1 mg/kg	PO	Once daily	5 days
2.	Tramadol HCl Tabs	2–5 mg/kg	PO	Every 8 hrs	3 days
3.	Omega-3 Supplement	1 cap	PO	Once daily	30 days

Instructions: Administer with food. Keep rest. Avoid running/jumping. Return for X-ray in 3 weeks.

Welcome back, Rahul 👋 — Your Pets

Registered Pets

Vacc Due Soon

Deworm Due

Total Visits

🐶

Buddy

Labrador · Male · 3 yrs

Under Treatment

💉 Vacc: 05 Mar 2026 🐛 Deworm: 06 Mar 2026 Rabies ✓

Last Visit: 28 Feb 2026 · Surgery · Case #7-001

🔒 You can only view your own pets' data. Case management features are available to clinic staff.

Custom Field Definitions

Owner Fields

Insurance Provider

e.g. "HDFC Ergo Pet Plan"

Text

Referral Source

Dropdown: Walk-in, Referred, Online

Dropdown

Alternate Phone

e.g. "+91 99000 11223"

Text

Pet Fields

Colour / Markings

e.g. "Golden with white patch"

Text

Diet Type

Dropdown: Raw, Kibble, Home-cooked, Mixed

Dropdown

Last Blood Test Date

Date picker

Date

Access Control

Five roles for every team member

Granular role-based permissions with full director-level data isolation for multi-clinic deployments. Five distinct roles cover every position in a modern vet practice.

👑

Clinic Director

Full system access. Oversees all cases, staff, settings, custom fields, and AI credit management.

✓ All Cases & Pets
✓ Verify & Delete
✓ Custom Fields
✓ AI (All 3 Modules)
✓ WhatsApp Config
✓ Staff Assignment

🩺

Veterinarian

Clinical lead. Can verify cases, generate AI insights, write SOAP notes, and export prescriptions.

✓ All Cases & Pets
✓ Verify Cases
✓ AI (All 3 Modules)
✓ SOAP Notes
✓ Prescription PDF
✗ Staff Assignment

🧑‍⚕️

Para-Vet

Support staff. Creates case records, adds lab reports, and sets reminders. Cases submitted for vet verification.

✓ Create Cases
✓ Add Lab Reports
✓ Set Reminders
✗ Verify Cases
✗ AI Features
✗ Delete Records

🗂️

Receptionist

Front desk staff. Registers pets and owners, views schedules, manages vaccination and deworming reminders.

✓ Register Pets / Owners
✓ View Cases
✓ Vacc & Deworm View
✗ Create Cases
✗ Verify Cases
✗ AI Features

🐕‍🦺

Pet Owner

Client portal. Owners see only their own pets — vaccination schedule, deworming calendar, and case history.

✓ Own Pets Only
✓ Vaccination Schedule
✓ Deworming Calendar
✗ Other Pets' Data
✗ Case Management
✗ Staff Functions

How It Works

From first visit to closed case

A clear, auditable workflow ensures clinical accuracy and complete record-keeping at every stage.

🐾

New or returning pet registered with auto-generated unique Pet ID linked to owner details and custom fields

📋

Create Case

Para-vet or vet creates case with AI Fill, adds lab reports, treatment items, images

✅

Verify & SOAP

Vet verifies the case and adds SOAP progress notes — AI-assisted or manually authored

🔔

Schedule & Remind

Reminders, vaccinations, deworming dates set — all surfaced in dashboard and owner portal

📱

Notify & Export

WhatsApp sent to owner. PDFs generated — Case, Prescription, SOAP, Pet Profile

Smart Integrations

AI insights & WhatsApp notifications

Two powerful integrations that take the system far beyond basic record-keeping.

📱

WhatsApp Notifications

Automated and manual WhatsApp messages sent directly to pet owners via Twilio or the official WhatsApp Business API. One-time send tracking prevents duplicates.

✓ Twilio or WhatsApp Business API
✓ Configurable message templates
✓ Manual send with sent-at timestamp
✓ Test message from admin settings
✓ Director-level configuration isolation

Hello Rahul 👋 This is a reminder from PawCare Clinic. Buddy's post-surgery follow-up is scheduled for 05 Mar 2026. Please arrive 10 minutes early. — Dr. Anil Kumar

🤖

AI — Three Integrated Modules

Powered by GPT-4o-mini with streaming SSE responses. Three distinct AI workflows: case interpretation, form auto-fill from raw notes, and SOAP note generation. Per-director credit pool.

✓ AI Case Interpretation — inline streaming
✓ AI Case Fill — paste notes, auto-fill form
✓ AI SOAP Generator — structured clinical notes
✓ Per-director credit management
✓ Pre-flight auth check for speed

Based on exam findings — carpal joint swelling with gait abnormality in a 28kg Labrador — differentials include carpal hyperextension injury or OCD lesion. Meloxicam dosing appropriate at 0.1mg/kg. Consider radiography to rule out fracture. Prognosis generally good with conservative management.

Also Included

More powerful features out of the box

Everything you need, right from install — no extra plugins required.

📄

4-Format PDF Export

Case records, pet profiles, SOAP notes, and prescriptions — all as branded PDFs using your clinic's letterhead from the vet-clinic-profile plugin.

🔍

Advanced Filtering

Filter cases by status, visit type, verification, date range, and reminder flags simultaneously. Paginated results with configurable page size.

🏢

Multi-Clinic Isolation

Each director's data is fully isolated. Staff only ever see cases from their assigned clinic. Pet owners can be linked to multiple clinics simultaneously.

📸

Image Attachments

Up to 10 images per case. Supports JPG, PNG, HEIC/HEIF (iPhone), WebP, GIF, and PDF documents. Images viewable inline in the case view popup.

🔗

Case Linking

New cases can be linked to a parent case — useful for follow-up visits, re-checks, and long-running treatment plans that span multiple sessions.

📊

Pagination System

Smart paginated views for cases, pets, and owners. Handles large clinics gracefully without performance degradation.

🐾

Custom Species

Beyond the standard list — register any exotic or custom species by entering a free-text value. Full profile and case management works for any animal.

👥

Multi-Director Owners

Pet owners can be linked to multiple clinic directors (for multi-branch practices). Owners see all their pets from all linked clinics in one portal.