Cases are at the centre of smollOS.

Every time a pet receives care at your clinic, it becomes a Case.

It doesn't matter whether the visit is for a vaccination, consultation, surgery, dental treatment, hospitalization, or anything else. Once the pet arrives and the appointment is admitted, the visit becomes a case.

The Case is where the clinic brings together everything related to that visit — clinical information, notes, documents, treatment, costs, payments, prescriptions, forms, and communication with the pet parent.

Appointment = when the pet is coming.
Case = what happens when the pet arrives.

The Cases screen

The Cases screen gives your team a live view of the cases currently being handled by the clinic.

Cases appear as stacked cards, with key information available at a glance.

Each case can show:

• Pet name

• Case status

• Admission date and time

• Pet owner

• Case cost information

• Other relevant case details

Case status

A case can have different statuses depending on what's happening with the pet.

For example:

• Active

• Critical

• Monitoring

The status helps your team quickly understand which cases require attention and where each patient is in their care journey.

Select any case to open the full case workspace.

Inside a Case

The Case workspace is where your team does the actual work around the visit.

At the top of the case, you'll find the pet's name, current case status, and the main actions available to your team.

Discharge

When the visit or treatment is complete, the clinic can discharge the pet from the case.

Discharging indicates that the active care associated with the case has been completed.

AI Review

AI Review uses AI to review the information available within the case and provide additional insights to the veterinary team.

It can analyse the information collected throughout the case and surface potential observations, considerations, or recommendations.

AI Review is a read-only clinical support tool.

The veterinarian does not enter or edit the AI's findings. The review is generated from the information available in the case and is intended to support the veterinary team's own assessment and decision-making.

AI supports the vet. It does not replace the vet.

Case information

The case header also contains important information about the visit, including:

• Pet and owner information

• Admission date and time

• Current case status

• Cage or ward location, where applicable

Cage

The Cage field is used when a pet is hospitalized at the clinic.

The clinic can assign the pet to a specific cage or ward location, such as A1, A2, or B2, depending on how the clinic organizes its hospitalization area.

The cage assignment is managed manually by the clinic.

Scribe Notes

Scribe Notes contain notes captured through smollVet and associated with the case.

These can include the conversation between the pet parent and veterinarian, as well as notes recorded by the veterinary team.

This gives the team a record of what was discussed without requiring everything to be manually entered into the case.

Diagnosis & Treatment Plan

The Case includes dedicated fields for the veterinary team's assessment and treatment plan.

Diagnosis

The veterinarian can record their assessment of the case and the condition being treated.

Treatment Plan

The veterinarian can record the intended treatment and care plan for the pet.

These fields form part of the clinical record for the case.

Message the Owner

Message the Owner lets the veterinary team communicate updates directly to the pet parent.

Messages sent from the case appear in the pet parent's Case Tracker, giving them a live view of relevant information and updates from the clinic.

This can be used for things such as:

• Treatment updates

• Progress updates

• General information

• Next steps

• Other case-related communication

The goal is to keep the pet parent informed without requiring the clinic team to manage communication through a separate workflow.

Case Actions

The Case also provides several actions for managing and sharing case information.

These include:

• Generate Report

• Generate Invoice PDF

• Archive Case

• Copy Case Tracker Link

• View Case Tracker

Case Tracker

The Case Tracker is the view available to the pet parent.

The clinic can copy the Case Tracker link to share it directly with the owner, or open it to see what the pet parent sees.

The Case Tracker can contain information shared by the clinic throughout the case, including updates, documents, videos, forms, prescriptions, and payment information.

Case Workspace

The Case workspace is divided into several sections, each covering a different part of the visit.

Updates

The Updates section is where the veterinary team can add notes and updates about the case.

These can be used to record what is happening during the visit, provide internal context, or keep the pet parent informed.

When adding an update, the team can choose whether it should be visible to the owner.

Internal update

An internal update stays within the clinic's case workspace.

Owner-visible update

An owner-visible update is also published to the pet parent's Case Tracker.

This gives the veterinary team control over what information is shared externally.

Documents

The Documents section stores files and media associated with the case.

This can include:

• Lab results

• X-rays

• Photos

• Videos

• Reports

• Other case-related documents

Documents can also be made visible to the pet parent.

When a document or video is marked as visible, it can appear in the Case Tracker so the owner can access it directly.

This keeps the clinical record and the pet parent's experience connected.

Costs

The Costs section is where the clinic records the charges associated with the case.

The veterinary team can add a service or item, enter the relevant information, and include a description where required.

Items and services are pulled from the clinic's configured service and inventory data, helping keep charges consistent with what the clinic has already set up.

The costs recorded here contribute to the overall financial picture of the case and are reflected in the Payment section.

Keeping the case together

Updates, documents, and costs all belong to the same case.

This means your team doesn't have to maintain separate records for what happened, what was uploaded, and what was charged.

One visit. One case. One connected record.

Forms

The Forms section allows the veterinary team to add forms to a case.

Forms can be used for different clinical and administrative purposes, including:

• Patient forms

• Surgery consent

• Euthanasia consent

• Dental charts

• Other clinic forms

Forms can be completed by the clinic team or shared with the pet parent for completion and online signing, depending on the type of form.

Dental Chart

The Dental Chart is an interactive record of the pet's teeth.

It is added to a case based on the pet's species, with the appropriate chart generated for the animal.

The veterinarian can select individual teeth and record their condition or treatment.

For example, a tooth can be marked as:

• Pulled

• Polished

• Cleaned

• Requiring removal

• Other supported dental status

The chart gives the veterinary team a visual record of the dental work performed or planned.

One dental chart per case

Each case can have one dental chart.

The chart is tied to that specific case and cannot be duplicated within the same case.

This keeps the dental record consistent and prevents multiple charts from representing the same visit.

Returning patients

The dental history continues with the pet.

When the same pet returns for another dental visit, smollOS uses the pet's previous dental chart as the starting point rather than creating an entirely separate history.

This allows the veterinarian to see what has already happened and continue updating the record.

For example, if a tooth was removed during a previous visit, that history remains visible when the pet returns.

This is particularly important for dental care because the veterinarian needs to know what has already been treated or removed.

Saving and sharing the dental chart

Once the chart has been updated, the clinic can:

• Save it to the case

• Download it as a PDF

• Share it with the pet parent

The dental chart shared with the owner is intended primarily as a reference, helping them understand what happened during the dental procedure.

The chart also provides the clinic with a clear record that can support the clinical and financial documentation of the visit.