Industries · Veterinary clinics
From first vaccineto boarding pick-up —one record per pet.
We build veterinary practice systems that connect owner enquiries, consult and theatre schedules, vaccination recalls, in-patient updates, boarding, grooming and billing — designed around how your practice actually runs.
- Pet & owner records
- Consults & theatre
- Vaccination recalls
- In-patient updates
- Boarding & grooming
- Estimates & billing
- Wellness plans
01Where vet practices lose time
The animals are the easy part. The admin isn't.
Most practices run on a clinical system, a grooming diary, a boarding whiteboard and a reception phone full of WhatsApp chats — and the team stitches them together all day.
01Vaccination and recall dates depend on someone remembering
What happens
Due dates sit in the clinical record, on the owner's paper vaccination card or nowhere at all. Reminders go out in batches when reception has a quiet afternoon.
What it costs
Boosters lapse, puppies miss the second injection of their course, and boarding guests arrive without valid vaccine proof.
With one system
Every pet carries its own due dates for vaccines, parasite control and rechecks. Recall lists build themselves and reminders go out on your rules, or after reception approves them.
02Urgent messages sit in the same inbox as grooming questions
What happens
WhatsApp, Instagram, phone calls and the website form all land with reception. A message about a cat that hasn't eaten since yesterday waits behind three boarding price requests.
What it costs
Owners who need advice quickly feel ignored, and the practice has no record of who asked what, or when they were answered.
With one system
One enquiry queue with source, owner and reply timer. Messages that mention symptoms are flagged straight to the duty nurse or vet — never answered automatically.
03Boarding and grooming run on a separate diary
What happens
Kennel and cattery bookings are on a whiteboard or a spreadsheet, grooming on a paper diary, and neither knows what the consult schedule or the pet record says.
What it costs
Suites double-booked over Eid and school holidays, deposits not taken, and a dog checked in for ten days whose vaccinations expired last month.
With one system
Suites, condos, daycare places and grooming chairs share one calendar with the pet record — vaccine status and deposits are checked before a booking is confirmed.
04Owners phone the front desk for every in-patient update
What happens
Status lives on the ward whiteboard. Reception walks back to ask a nurse, then calls the owner. Estimates are agreed verbally and nobody tracks when treatment goes past them.
What it costs
Interrupted nurses, anxious owners, uncomfortable conversations at discharge and invoices disputed because the estimate changed without approval.
With one system
Each admission moves through clear stages — admitted, pre-op, theatre, recovery, discharge — with owner updates drafted for staff to send and estimate changes flagged for re-approval.
05Items dispensed and procedures extended don't always reach the invoice
What happens
Medication, consumables, extra anaesthetic time and take-home food are added from memory at checkout. Wellness plan entitlements are checked on a separate list.
What it costs
Revenue quietly leaks on every busy day, and plan members are sometimes charged for services already included — or given ones that aren't.
With one system
Charges are captured against the visit or admission as the work happens. Plan entitlements are applied automatically and the invoice is ready when the pet is.
06The owner sees the practice once a month, in exports
What happens
Consult numbers, theatre use, boarding occupancy and revenue by vet come from different reports, merged by hand at month end.
What it costs
Decisions on hiring another vet, opening Saturdays or adding boarding capacity are made on gut feel.
With one system
A live view of consults, procedures, occupancy, recalls and revenue by service, vet and branch.
02Practice platform preview
What your practice system could look like.
Switch between the screens reception, nurses, the practice manager and the owner would use every day. Every view is designed per practice in discovery.
Illustrative interface with sample data — your system is designed around your services, branches and team.
Illustrative demo · sample dataCan you see your own practice on it?
Build your practice system03Solutions
The parts of a practice system — chosen for your practice.
One profile per pet, linked to its family
Pet & owner records
Each pet has its species, breed, microchip number, weight history, vaccination dates, insurance details and documents — linked to the owner, so households with three dogs and a cat are one account, not four.
- Multi-pet households
- Vaccination and parasite-control dates
- Documents, consent forms and photos
- Role-based access to clinical notes
One profile per pet, linked to its family
Pet & owner records
Each pet has its species, breed, microchip number, weight history, vaccination dates, insurance details and documents — linked to the owner, so households with three dogs and a cat are one account, not four.
- Multi-pet households
- Vaccination and parasite-control dates
- Documents, consent forms and photos
- Role-based access to clinical notes
Not every practice needs every module. We scope the ones your operation actually uses, and add the rest when you need them.
04AI inside the system
AI that handles the admin around the animals.
AI in your practice system works on its own records — enquiries, bookings, recalls, boarding and invoices. It drafts, sorts and finds; your vets and nurses stay in charge.
AI here handles administration only. It never diagnoses, triages clinically, recommends treatment or suggests doses. Messages that mention symptoms go straight to a nurse or vet, owner-facing replies follow approved templates, and nothing is sent or changed without staff approval.
- 01
Enquiry sorting
Symptoms go to staffSort this morning's WhatsApp messages.Groups messages into bookings, boarding, grooming, prices and travel paperwork, with draft replies from your templates. Anything that describes a sick or injured animal is flagged to the duty nurse and left for a person to answer.
- 02
Recall drafting
Sent after approvalWho's due for annual vaccines next week and hasn't booked?Builds the list from each pet's due dates, groups it by branch and drafts a reminder for each owner — reception reviews and sends.
- 03
Boarding assistant
Staff confirm bookingsCan we take a large dog from Thursday to Sunday?Checks occupancy by night, suggests a suitable suite or the waitlist, and points out missing vaccine proof or deposits before anyone confirms.
- 04
Owner update drafts
Nurse checks wordingDraft an update for Simba's owner.Writes a short, plain-language update from the admission stage and the notes staff marked as shareable, for the nurse to edit and send. It doesn't interpret results or add clinical opinion.
- 05
Document reading
This owner sent photos of a vaccination card from another clinic.Reads the dates and product names into a draft entry on the pet record, with the image attached, for a nurse to verify before it counts.
- 06
Reporting in plain language
How did boarding compare with last Eid?Answers from your own booking data with the figures and the bookings behind them, so the manager doesn't need to build a report to ask a question.
05A day with ORCHESTR
One Saturday at the practice, two ways.
- 07:30Urgent first, the rest sortedThe symptom message is already with the duty nurse. Booking and boarding questions are grouped with draft replies waiting.
- 08:15Check-ins pre-clearedVaccine status and deposits were checked when the bookings were made; the expired booster was renewed on Thursday.
- 10:40Free capacity on one screenReception sees the next free consult across both vets and the nurse triages while the slot is held.
- 13:00Updates drafted from the boardEach admission shows its stage. Updates are drafted from the board and sent by the nurse between patients.
- 16:30Estimate re-approved in advanceThe extended treatment was flagged at midday, the owner approved the revised estimate by link and the invoice matches.
- 18:30Recalls go out on rulesNext week's recall list went out after approval, and replies are landing on each pet's record.
- 21:00Owner checks the numbersConsults, procedures, boarding occupancy and revenue for the day are on the owner's phone.
An illustrative day — every system is designed around how your team actually works.
06Integrations
Works alongside the tools your practice already uses.
Integrations depend on what each provider exposes — we confirm every connection in scoping before committing to it. Names are examples of categories we work with, not partnerships.
- Messaging
- WhatsApp Business APIEmailSMS gatewaysWebsite and social forms
- Practice & clinical systems
- Existing veterinary practice software (via API or export)In-house analysers and reference labs (where results can be exported)
- Calendars
- Google CalendarMicrosoft 365 / Outlook
- Payments
- Card payment gatewaysPayment linksPOS exports
- Accounting
- Zoho BooksQuickBooksXero
- Data
- Spreadsheets & exportsExisting databasesBI tools
07How we build your system
Built around your practice — not a template.
- 01
Understand your business
We learn how the business actually runs — people, tools, hand-offs and where time is lost — before proposing anything. - 02
Map your workflows
Every workflow is mapped end to end: who does what, when, with which information, and what should happen automatically. - 03
Design your system
Screens, records, permissions and integrations are designed around those workflows, and the scope is agreed in writing. - 04
Build and integrate
We build in stages and connect the tools you keep, so your team sees working software early and gives feedback as we go. - 05
Test and launch
We test with real scenarios, migrate the agreed data, set up roles and access, and onboard the team. - 06
Support and improve
After launch we support the system under an agreed arrangement and extend it as the business changes.
08Why it matters
What changes for the practice.
We don't quote savings we haven't measured. In discovery we baseline how your team works today, so improvements can be tracked against your own numbers.
Recalls that actually happen
Every pet's due dates drive the reminders, instead of a quiet afternoon and a spreadsheet.Urgent messages seen first
Symptoms are routed to clinical staff while routine questions get quick, consistent replies.Boarding without surprises
Suites, vaccine proof and deposits are checked before the booking is confirmed, not at the door.Calmer wards
Owners hear from the practice before they need to call, and nurses aren't pulled away to answer the phone.Invoices that match the work
Dispensed items, procedure extras and plan entitlements are captured as they happen.One place instead of four
The clinical system, grooming diary, boarding board and inbox stop being separate islands.
09Possible use cases
How different practices could use it.
Examples of what we could build — not completed client projects.
A front desk that keeps up
One enquiry queue, a consult schedule and automated recalls for a small clinic that currently runs on a diary and the clinic's WhatsApp.
The hotel side, connected
Suites, condos, daycare and grooming chairs on one calendar with the pet record, vaccine checks and deposits — replacing the whiteboard and the grooming book.
Branches that share a patient
Shared pet and owner records across branches, branch-level schedules and stock, and a group dashboard for the owners.
Admissions owners can follow
An admission board with consent, estimates and owner updates for a practice running a busy theatre list and overnight patients.
FAQs
Veterinary practice questions, answered.
Healthcare & wellness
01We already use veterinary practice software. Do we have to replace it?
No. Many practices keep their clinical software for notes, results and prescribing, and we build the operational layer around it — enquiries, boarding, grooming, recalls, owner updates and reporting — connected through its API or exports. If replacing it makes more sense, we'll say so in discovery and explain why.
02Where do clinical notes and records live?
Wherever your vets want them. If clinical notes stay in your current system, ours holds the administrative picture and links to it. If you want clinical records in the new system, we scope them explicitly with your vets, including who can see and edit what.
03Will the AI answer owners' questions about their pets' health?
No. It answers routine administrative questions from information you approve — opening hours, prices, boarding availability, what to bring. Anything that describes symptoms, injury or medication is passed to a nurse or vet, and it never gives clinical advice or suggests doses.
04Can it handle households with several pets?
Yes. Owners and pets are separate records, so a family with three dogs and a cat has one account with four pet profiles, each with its own vaccinations, visits, boarding history and plan.
05Can it track vaccine proof for boarding and pet travel paperwork?
Yes. Vaccination dates and uploaded certificates sit on the pet record, and boarding bookings check them before confirmation. For pet travel, the system can hold a document checklist per destination and track each step's status. We don't connect to government or airline systems — it prepares and tracks what your team submits.
06Can we move our existing pet and owner data?
Usually, from your current system's exports or API. We map pets, owners, vaccination dates and visit history, merge duplicate owners and agree the migration scope before launch.
07Does it work for more than one branch?
Yes. Each branch can have its own schedule, boarding areas, stock and team, with shared pet records so an animal seen at one branch is known at the other.
08How is owner and pet data protected?
Access is role-based and enforced on the server, so grooming staff don't see what only vets should. Hosting location, data retention and backups are agreed in scoping and written into the plan.
09How is a practice system priced?
It's quoted after a discovery call, based on the modules, integrations and number of branches you need. Hosting and support are agreed separately, in writing, before any build starts.
10What happens after launch?
We train your team on the screens they use, stay close through the first weeks and adjust what doesn't fit. Ongoing support and changes are covered by an agreed support plan.
Start here
Let's mapyour practice.
Tell us how your practice runs today. We'll come back with how one system could connect reception, the ward, boarding and the owner's view.
- 01We get back to you to arrange a call.
- 02A focused conversation about how your practice runs today.
- 03If there's a fit, a written scope and quote — no obligation.
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