Patients and medical records

How to manage patient files, add medical entries, upload files, and handle end-of-life records.

Owners come first

Every patient (pet) belongs to an owner (client). Before adding a patient, create an owner record from Owners -> New owner.

Once the owner exists, open their profile and click "Add patient" to create the first pet. Each pet has a name, species, breed, date of birth, sex, and microchip number.

💡You can add multiple patients to the same owner, which is useful for households with several pets.

Medical record sections

Inside a patient's profile, the record is split into tabs. Each tab holds a specific type of medical data:

Exams: Free-text clinical examinations with date, vet, findings, and weight.
Vaccines: Vaccination records with vaccine name, batch, next due date, and reminder window.
Dewormings: Deworming records with product name, dose, and next due date.
Treatments: Ad-hoc treatments, prescriptions, and procedures outside of ward stays.
Allergies: Known allergies displayed as a persistent banner on the patient header.
Chronic conditions: Ongoing conditions also shown on the patient header for quick reference.
Files: Upload images and PDFs such as X-rays, lab results, and consent forms.
Ward: History of past ward stays, shown read-only from the patient profile.
Audit log: Full change history showing who added or modified each entry and when.

Adding an exam

Open the patient's profile and click the Exams tab.

Click "Add exam" or use the quick action from the dashboard.

Fill in the date, assigned vet, findings, and optionally weight. Then save.

💡Exam types come from your Services catalog. Add a service with category "Exam" to have it appear in the exam type dropdown.

Adding vaccines

Open the patient's profile and click the Vaccines tab.

Click "Add vaccine". Select the vaccine type, enter the batch number if needed, and set the next due date.

Set the reminder window. Kozelot Vet shows reminders on your dashboard when a patient is approaching the next vaccine date.

Marking a patient as deceased

When a patient passes away, use the amber skull icon in the patient header to mark them as deceased.

⚠️This makes the record read-only. All existing data is preserved. The patient is removed from active lists but remains searchable. Files are kept for 6 months, and the full record is retained for 2 years.

Deceased status cannot be undone through the UI. If you marked a patient incorrectly, contact support.

Archiving a patient

Archiving permanently deletes the patient record and all associated medical history, files, and audit logs. This is irreversible.

⚠️Use Archive only for records that were created by mistake. For patients who have passed away, use "Mark as deceased" instead so the medical history is preserved.