What is Case Management?
Case Management is the core feature of TheVetos. Every time a pet visits your clinic, you create a case — a complete record that holds all information about that visit: the owner, the pet, the diagnosis, treatment, physical exam findings, and any follow-up reminders.
Think of it as a digital patient file for every animal in your clinic.
Pet & Owner Profiles
Store complete details, auto-linked by phone number.
Medical Records
Physical exams, diagnoses, treatments, and visit notes.
Smart Reminders
Set follow-up dates and get notified on the dashboard.
WhatsApp Alerts
Send reminders directly to pet owners on WhatsApp.
User Roles
TheVetos has three different user types. Each person sees and can do different things depending on their role.
Clinic Director
Full access. Manages all staff, assigns vets to para vets, sees all cases, and can verify, edit, or delete anything.
Veterinarian
Can create cases, view all cases, and verify cases that were created by para vets assigned to them.
Para Vet
Can create cases, but their cases go into Pending status until a veterinarian verifies them. Cannot see reminders or send WhatsApp.
Your role determines what you see in the dashboard. Para Vets will not see the reminder section or WhatsApp buttons. Veterinarians see a Verify button on pending cases.
Dashboard
When you open the Case Management page, you land on the Dashboard. This is your daily starting point.
| Section | What it shows | Who sees it |
|---|---|---|
| ⚠️ Pending Verifications | Cases created by para vets that are waiting to be confirmed by a vet | Director & Veterinarian |
| 🔔 Upcoming Reminders | Cases with a reminder date set — sorted by urgency | Director & Veterinarian |
| 📋 All Cases | Full paginated list of every case, with search and filters | All roles |
| 🔖 Bookmarks | Cases you have bookmarked for quick access | All roles |
Click + Add New Case (top right) to start a new case from anywhere on the dashboard.
Para Vet Workflow
Para Vets work differently from Veterinarians. When a Para Vet creates a case, it does not go live immediately — it goes into a Pending Verification state first. A Veterinarian must review and verify it before it becomes active.
Step-by-step flow
What happens at each stage
| Stage | What happens |
|---|---|
| Para Vet creates a case | Case is saved with Pending Verification status. It appears in the Pending Verifications panel on the dashboard for the assigned Vet. |
| Vet verifies the case | The Vet opens the case and clicks Verify. The case moves to Verified status. |
A Para Vet can only edit their own case while it is still Pending. Once a case is verified by the vet, the Para Vet can no longer edit it.
Para Vets do not see the Reminder section or WhatsApp buttons inside cases. Those are only visible to Veterinarians and Directors.
Vet Assignment
Before a Para Vet can create cases, the Clinic Director must assign a Veterinarian to them. This tells the system which Vet receives notifications and is responsible for verifying that Para Vet's cases.
Vet Assignment is managed from the Vet Assignment page on your clinic website. The Director opens this page, sees a list of all Para Vets, and assigns a Vet to each one.
How assignment works
Director opens the Vet Assignment page
A table shows all Para Vets in the clinic, each row showing their name, email, and currently assigned Vet.
Director clicks "Assign" on a Para Vet row
A popup opens showing the Para Vet's name and a dropdown to choose a Veterinarian.
Director selects a Vet and clicks "Assign"
The assignment is saved. That Para Vet's future cases will now notify the selected Vet for verification.
To change the assignment — click "Reassign"
If a Para Vet needs to be reassigned to a different Vet, the Director can click Reassign on their row and choose again.
| Column in the Assignment table | What it shows |
|---|---|
| Para Vet Name | The Para Vet's display name |
| Their email address | |
| Assigned Veterinarian | The Vet currently assigned — shows "Not Assigned" if none |
| Actions | Assign or Reassign button (Director only) |
Veterinarians can also open the Vet Assignment page to see a list of Para Vets assigned to them — but they cannot make changes, only the Director can.
Create a Case
Creating a case opens a popup with 2 steps. Here's the complete flow:
Click "+ Add New Case" on the dashboard
A popup form will open.
(Optional) Link to an Existing Case
For a follow-up visit, type the previous Case ID and click Fetch Details — all fields auto-fill from that case.
Enter the owner's phone number
The system checks instantly if any pets are registered under that number and shows them. You can select an existing pet or continue to fill in a new one.
Complete Step 1 — Owner & Pet Details
Fill in all required fields for the owner and the pet. Click Next → when done.
Complete Step 2 — Medical Details
Add visit date, type, diagnosis, treatment, physical exam, and optional reminder.
Click "Save Case"
A unique Case ID is auto-generated. The case is saved and appears in the dashboard list.
Step 1 – Owner & Pet Details
Step 1 collects information about the pet owner and the animal.
Owner Fields
| Field | Required? | Notes |
|---|---|---|
| Owner Name | Required | Full name of the pet owner |
| Phone Number | Required | Triggers existing-pet lookup. Also used for WhatsApp messages. |
| Optional | ||
| Address | Optional |
As soon as you type a phone number, the system checks for existing pets registered under it and shows a notification with those pets listed. Click one to select it — all pet fields will auto-fill.
Pet Fields
| Field | Required? | Notes |
|---|---|---|
| Pet Name | Required | |
| Species | Required | Dog, Cat, Bird, Rabbit, or Custom (you type a custom species) |
| Breed | Required | |
| Birth Date | Optional | Age field auto-calculates once you set a birth date |
| Age | Optional | Auto-calculated from birth date — read only if birth date is set |
| Sex | Required | Male / Female |
| Weight | Optional | e.g. 15 kg |
| Marking | Optional | Physical markings to identify the pet, e.g. "white spot on chest" |
| Chip No | Optional | Microchip ID number |
| Neutered Status | Optional | |
| Rabies Status | Optional | |
| Pet Image | Optional | Upload a JPG or PNG photo of the pet |
Field locking: Once a pet has at least one saved case, core fields like Pet Name and Species become locked to prevent accidental changes to historical records. If a locked field genuinely needs updating, speak to your clinic director.
Step 2 – Medical Details
Step 2 covers the full clinical details of this visit.
Visit Information
| Field | Required? | Notes |
|---|---|---|
| Visit Date | Required | Date of this visit |
| Visit Time | Optional | |
| Visit Type | Required | Consultation, Surgery, Follow-up, Vaccination, Medicine, Other |
| Chief Complaint | Optional | Reason for the visit — describe the current health concern |
Physical Examination
Click the Physical Exam accordion header to expand it. Record any vitals observed during the visit:
Temperature
Body temperature reading
Heart Rate
Beats per minute
Respiratory Rate
Breaths per minute
Dehydration %
Estimated dehydration level
Blood Pressure
Systolic / diastolic reading
Lymphnode, CRT, Mucus Membrane
Clinical observation fields
Surgery & Consultation
When Surgery or Consultation is selected as visit type, an extra field appears — Surgery Name or Consultation Type respectively.
Vaccination Details
When visit type is Vaccination, extra fields appear to record:
| Field | Notes |
|---|---|
| Vaccine Name | Name of the vaccine administered |
| Date Given | When it was administered |
| Next Dose Date | Used automatically in the Vaccination Tracker and for reminders |
| Notes | Any additional notes about this vaccination |
Additional Notes
An Additional Notes field is available for any other information not covered by the other fields. This field appears based on visit type.
Diagnosis Search
The Diagnosis field in Step 2 is a smart tag-based search. You can add multiple diagnoses to one case. Each one appears as a removable tag/chip.
Click inside the Diagnosis field
Any already-added diagnoses show as green tags inside the box.
Type at least 3 characters
The search only activates after 3 or more characters. Typing fewer than 3 will show nothing — this is intentional to avoid too many irrelevant results.
A dropdown appears with matching diagnoses
Click any result to add it as a tag on this case.
No result found? Press Enter to add a new diagnosis
Type the full name and press Enter. It gets saved to your clinic's diagnosis list and will appear in future searches too.
After selecting, diagnoses appear as removable tags like this:
Click ✕ on any tag to remove that diagnosis from the case.
Nothing showing up? You must type at least 3 characters. The dropdown will not appear with 1 or 2 characters.
Treatment Items
Below the Diagnosis field is the Treatment Items section. This is where you add the specific medicines, services, or stock items used during this case.
Type in the "Search Item / Service" box
A dropdown shows matching medicines, services, or stock items from your clinic inventory.
Click the item to add it
It appears as a new row in the treatment table below the search box.
Edit quantity and notes per row
Each row in the table lets you set the quantity and add a note. Click the delete icon on any row to remove that item.
There is also a free-text Treatment textarea separately in the form. Use that for written instructions like "Give 2 tablets twice daily for 5 days". The treatment items table is specifically for tracking what was dispensed from your stock.
Setting a Reminder
At the bottom of Step 2, you can set a follow-up reminder for any case. When the reminder date arrives, it shows up highlighted in the Upcoming Reminders panel on the dashboard and can trigger a WhatsApp message to the owner.
⚠️ This section is not visible to Para Vets — only Veterinarians and Directors can set reminders.
Check "Enable reminder for this case"
A date picker and notes field appear below the checkbox.
Pick the Reminder Date
The date the follow-up should happen.
Add Reminder Notes (optional)
Any instructions for the owner — e.g. "Bring blood test reports". These notes also appear in the WhatsApp message sent to the owner.
The Upcoming Reminders panel on the dashboard shows all reminders colour-coded by urgency — overdue, today, next few days. Check it every morning.
Case Status
Every case has a Case Status which tracks the clinical state of the patient, and a separate Verification Status which tracks whether a vet has confirmed the case.
Case Status (clinical)
| Status | Meaning |
|---|---|
| Open | Case just created, initial assessment in progress |
| Under Treatment | Pet is actively receiving treatment |
| Closed | Treatment completed, pet recovered — case resolved |
| Dead | Patient has passed away — case marked as deceased |
Verification Status
| Status | Meaning |
|---|---|
| Pending ⏳ | Case created by Para Vet, waiting for Vet to verify |
| Verified ✓ | A Veterinarian has reviewed and confirmed this case |
Both statuses show as badges on every case card in the list. You can filter cases by either status using the filter popup.
Verifying a Case
When a Para Vet creates a case, it lands in the Pending Verifications panel on the dashboard. The assigned Veterinarian (or Director) can verify it from there.
How to verify a case
Look in the "Pending Verifications" panel on the dashboard
All unverified cases show here with the para vet's name, pet name, and visit details.
Click "View" to review the full case details
Read through the diagnosis, treatment, and exam findings before verifying.
Click "Verify" to confirm the case
The case moves to Verified status. The Para Vet gets an email notification. The case disappears from the Pending panel.
If there are more than 3 pending cases, the panel shows the first 3 with a "+ X more" link to expand and see all of them.
View & Edit a Case
Find any case in the All Cases list and click the 👁 View button to open it in full detail.
Actions available inside an open case
| Button | What it does | Who can use it |
|---|---|---|
| Edit | Opens the 2-step form pre-filled with existing data to make changes | Para Vet (only while Pending), Vet & Director (anytime) |
| Delete | Permanently deletes the case after a confirmation prompt | Same permissions as Edit |
| Verify | Confirms the case and changes status to Verified | Vet & Director only |
| Send WhatsApp | Sends an immediate WhatsApp reminder to the owner | Vet & Director only |
| Downloads a full case summary as a PDF file | All roles | |
| 🔗 Share | Opens a shareable PDF link in a new tab | All roles |
| 🤖 AI | Sends case data to AI for a clinical interpretation | All roles |
| ⭐ Bookmark | Saves the case to your bookmarks for quick access | All roles |
| Add New Visit | Opens the form pre-filled to create a follow-up case for the same pet | All roles |
Pet history inside case view
Inside any open case, you can also see the full medical history of the same pet — all previous visits listed in a collapsible history section. Click any history entry to expand and read its full details.
Search & Filters
The All Cases tab has a search bar and an advanced filter popup to help you find cases quickly.
Search bar
Type in the search bar to instantly filter cases by Case ID, owner name, or pet name. Results update as you type.
Filter popup
Click the 🔽 Filters button to open the filter popup. You can combine multiple filters at once:
| Filter | Options |
|---|---|
| Case Status | All / Open / Under Treatment / Closed / Dead |
| Verification Status | All Cases / Verified / Pending Verification |
| Visit Type | All / Vaccination / Medicine / Surgery / Consultation / Other |
| Date Range | From date → To date (filters by visit date) |
| Has Reminder | Checkbox — shows only cases that have a reminder set |
A number badge appears on the Filters button showing how many filters are currently active. Click Clear All to remove all active filters at once.
Bookmarks
You can bookmark any case to save it for quick access. Bookmarked cases appear in a separate Bookmarks tab on the dashboard so you don't have to search for them every time.
How to bookmark a case
Find the case in the All Cases list
Each case card has a ⭐ star icon in the top corner.
Click the ⭐ star icon to bookmark
The star fills with colour to show it is now bookmarked. Click it again to remove the bookmark.
Click the "Bookmarks" tab to see all saved cases
The tab shows a count badge of how many cases are currently bookmarked. Click any bookmarked case to open it.
Bookmarks are personal — they are saved per user. Your bookmarks are not visible to other staff members.
If you remove the bookmark while on the Bookmarks tab, the case card disappears from the tab immediately. It is still in All Cases — it's just no longer bookmarked.
Add New Visit
When a pet comes back for a follow-up, you don't need to fill in the owner and pet details again. Use the Add New Visit feature to create a new case pre-loaded with the same pet's information.
Open the previous case and click "Add New Visit"
Found inside the case view popup.
The form opens with "Add New Visit" as the title
All owner and pet fields are already filled in from the previous case. You cannot change them.
Go directly to Step 2 — fill in the new visit's medical details
Enter the new visit date, diagnosis, treatment, and save. A new Case ID is generated for this visit.
You can also use the "Link to Existing Case" field at the top of the normal Create Case popup — type the previous Case ID and click Fetch Details to get the same result.
WhatsApp Messages
TheVetos can send WhatsApp messages directly to pet owners as reminders. This is only visible to Veterinarians and Directors — Para Vets do not see WhatsApp buttons.
When is a message sent?
| Situation | What happens |
|---|---|
| A reminder date arrives on a case | The system automatically sends a WhatsApp to the owner on that date |
| You click Send WhatsApp inside a case | A message is sent to the owner right now, immediately |
| A vaccination next dose date arrives | A vaccination reminder message is sent to the owner automatically |
What the message looks like
Hello Ramesh, this is a reminder for your pet Bruno.
📅 Date: 15 March 2026
🏥 Visit Type: Follow-up
📝 Notes: Please bring previous blood reports
For queries call: +91 98765 43210
The message is automatically built from the case data — owner name, pet name, reminder date, visit type, reminder notes, and your clinic's contact details. No manual writing needed.
WhatsApp blocked
If a reminder's WhatsApp has already been sent, the Send WhatsApp button turns grey and shows as blocked/already sent — this prevents duplicate messages being sent for the same reminder.
WhatsApp credits are only deducted after a successful send. If a message fails to deliver, no credit is used.
Pet ID
Every pet in TheVetos gets an automatically generated Pet ID. The system creates it when you save the very first case for a new pet. You never need to set this manually.
How the Pet ID is generated
It is built from the owner's phone number + the first 3 letters of the pet's name (lowercase):
Phone: 9876543210 + Name: Bruno
→ Pet ID: 9876543210bru
Same owner with a second pet "Buddy" → 9876543210bud
If two pets share the same first 3 letters, a number is added → 9876543210bru2
Paste the Pet ID into the "Link to Existing Case" field when creating any follow-up case. All owner and pet details auto-fill instantly.
All Pets Page
The All Pets page shows a searchable, filterable list of every pet registered in your clinic. Each pet card shows the pet's photo (if uploaded), name, species, owner, and age.
Search & Filter options on the All Pets page
| Filter | Options |
|---|---|
| Search bar | Search by pet name, owner name, or species |
| Species | Dog / Cat / Bird / Rabbit / Other |
| Gender | Male / Female |
| Age Range | Min age and Max age (in years) |
| Has Active Cases | Checkbox — shows only pets with ongoing cases |
Viewing a pet's full profile
Click View Details on any pet card to open the pet's full profile. Inside you'll find:
| Section | What it shows |
|---|---|
| Pet profile | All details — name, species, breed, age, weight, chip no, image |
| Medical History | All past cases for this pet, sorted by date |
| Labs tab | Any lab test records linked to this pet |
| Download PDF | Full medical history as a PDF |
| Download Lab PDF | Lab records only as a PDF |
AI Case Interpretation
Inside any open case, there is an 🤖 AI button. Clicking it sends the case data to an AI assistant and returns a structured veterinary interpretation — like getting a second opinion instantly.
What data the AI uses
| Data | How AI uses it |
|---|---|
| Chief Complaint | Understands the primary reason for the visit |
| Diagnosis tags | Cross-references with veterinary knowledge |
| Physical Exam findings | Checks vitals for abnormalities |
| Treatment notes | Reviews the approach taken |
The AI returns a structured report with sections covering: Clinical Interpretation, Differential Diagnoses, and Recommendations. The response streams in progressively so you can start reading immediately.
The AI is an assistant only. All final clinical decisions are made by the licensed veterinarian. AI credits are only consumed on a fully successful response — if it fails halfway, no credits are deducted, and you can retry.
Vaccination Tracker
The Vaccination Tracker is a separate page that shows every upcoming and overdue vaccination across all pets in your clinic — all in one place. It reads from the Next Dose Date set when vaccination cases are created.
| Category | Meaning |
|---|---|
| 🔴 Overdue | Next dose date has passed — contact this owner urgently |
| 🟠 Due Today | Next dose is scheduled for today |
| 🟡 Next 3 Days | Coming up within 3 days |
| 🟢 Next 10 Days | Scheduled within the next 10 days |
| ⚪ Later | Scheduled further in the future |
| 📋 All | Shows every upcoming vaccination regardless of timing |
Each category shows a count badge. Click a category to expand it and see the pet cards inside — each showing the pet name, owner, vaccine name, and due date.
Check the Vaccination Tracker every morning. Proactively calling owners before cases turn "Overdue" improves both patient care and owner trust.
Custom Fields
Both the Owner section and the Pet section of Step 1 support Custom Fields. These are extra fields you create yourself to capture any additional information your clinic needs that isn't in the default form.
Click "Add Custom Field" inside the Owner or Pet section
A new row appears with a field name input and a value input.
Enter a field name and its value
Example — Name: Insurance Number, Value: INS-2024-88821
Save the case — the custom field is stored
Next time you open a case for the same pet or owner, that custom field will already appear pre-filled with its stored value.
Custom fields are per-clinic — they are specific to your clinic and not shared with other clinics on the platform.
PDF & Share
Every case can be exported as a PDF. There are two options — one to save and one to share.
| Button | What it does |
|---|---|
| Downloads a full case summary PDF to your device — includes all medical details, diagnosis, treatment, and physical exam findings | |
| 🔗 Share | Opens the PDF as a shareable link in a new browser tab — you can copy and send this link to the owner or another doctor |
From the All Pets page, inside a pet's profile you can also download:
| Option | What it includes |
|---|---|
| Download Pet PDF | Complete medical history of that pet across all visits |
| Download Lab PDF | Only the lab test records linked to that pet |
Frequently Asked Questions
You need to type at least 3 characters before the dropdown appears. With fewer than 3, nothing will show. If you've typed 3+ and still see nothing, no saved diagnoses match — type the full name and press Enter to create a new one.
No, this is correct. Para Vets do not have access to reminders or WhatsApp features by design. These are only available to Veterinarians and Directors.
If you are a Para Vet, your cases start as Pending Verification. They need to be verified by the Veterinarian assigned to you before they become active. The Vet receives an email notification — they need to open the case and click Verify.
Once a pet has at least one saved case, core fields like Pet Name and Species get locked. This prevents accidental changes that would affect the accuracy of historical records. If you genuinely need to update a locked field, speak to your clinic director.
Two ways: (1) Open the previous case and click Add New Visit — all details auto-fill. (2) In the Create Case popup, use the "Link to Existing Case" field at the top, enter the previous Case ID or Pet ID, and click Fetch Details.
Check: (1) The phone number was entered correctly with country code (e.g. 91XXXXXXXXXX), (2) the number is not on the blocked list, (3) WhatsApp is enabled for your clinic. If the issue continues, contact your clinic director to review the WhatsApp configuration.
Yes, as long as the case is not marked as Closed or Dead. Open the case and click Edit. Para Vets however cannot edit a case once it has been verified by the vet.
No credits are deducted if the AI request doesn't complete successfully. Credits are only used after a full successful response. You can safely click the 🤖 AI button again to retry.
"Dead" is a case status used when the patient has passed away. It keeps the case in your records for history purposes while marking clearly that the animal is no longer alive. The case is kept read-only and will still show in the All Cases list.
Use the search bar on the dashboard — search by owner name, pet name, or Case ID. You can also click the Filters button and combine multiple filters like case status, visit type, date range, or verification status to narrow results further.
Click the Bookmarks tab on the dashboard (next to "All Cases"). All your bookmarked cases appear there. The tab shows a number badge with your bookmark count. If it shows 0, it means no cases are currently bookmarked.