Medical records

In flow.vet, a pet's medical record isn't a single document — it's a unified timeline made up of four record types. Each entry, whatever its type, lands on the same chronological feed on the pet profile, so you always see the full clinical history in one place.

The four record types

flow.vet splits the medical history into four types so each entry carries the right structure:

1. Medical exam — a full clinic visit: physical examination, diagnoses, and clinical findings. Use this for the main consultation record.
2. Vaccination — a single vaccine dose. Includes optional recall fields that schedule an automatic reminder email to the client when the next dose is due.
3. Treatment — anything administered or prescribed: parasite prevention, medication courses, post-op care, supplements.
4. Note — free-form text for anything that doesn't fit the others: phone-call follow-ups, owner-reported symptoms, internal observations, dietary advice.

Pick the type that matches the event. If two would fit (e.g. an exam where you also gave a treatment), record them as separate entries — they'll sit next to each other on the timeline.

Adding a record

From the pet profile, open the Medical record section and click the button for the type you want — Exam, Vaccination, Treatment, or Note. Each form shares three core fields:

• Date — when the event happened (defaults to today, but you can backdate).
• Description — the clinical content of the record. Free text; supports line breaks and lists.
• Weight (kg) — optional. Filling this in auto-syncs the value to the weight timeline, so you don't need to log it twice.

Vaccinations have two extra fields on top of the shared three:

• Recall date — when the next dose is due.
• Send recall — toggle the auto-reminder email to the client.

See Vaccinations and recalls for the full recall flow.

Editing and deleting

Every record is editable from the timeline: click the entry to open it, then choose Edit or Delete. Two things to keep in mind:

• The source record is the truth. If a record carried a weight value, editing or deleting it updates the weight curve too — see the source-record rule in the weight timeline article.
• Recalls follow the vaccination. Editing a vaccination's recall date reschedules the reminder; deleting the vaccination cancels it.

Reading the timeline

The timeline shows all four types together, newest first. Each entry shows its type icon, date, a short preview of the description, and the weight if one was logged. You can:

• Filter by type to see only exams, only vaccinations, etc.
• Search the description to jump to a specific entry.
• Generate an AI summary of the full history (paid feature) — useful for long-running cases or when a colleague picks up the pet.

Common questions

When should I use a Note vs an Exam?

Use a Medical exam when you've physically examined the animal in clinic — that's the formal consultation record. Use a Note for everything else: phone-call updates, owner-reported observations, follow-up reminders, anything that didn't involve a hands-on visit.

Can I attach files to a record?

Yes — exams, vaccinations, treatments, and notes all support file attachments (lab results, imaging, scanned forms, photos). Drop files into the form when creating or editing the record.

Are records shared across team members?

Yes. Every record is visible to all team members in your clinic. There's no per-record access control — if you can see the pet, you can see its full medical record.

Do owners see them?

Owners do not see the medical record by default. The only thing that reaches the client automatically is the recall email when a vaccination has one scheduled. You can share specific information by exporting or sending it manually.