Help guide
How every part of the software works, in plain words. 57 articles.
Can't find it? Ask Rosie — the chat bubble in the corner answers from this same guide, and can hand you to a person.
RosaVet
Start here
- What RosaVet isRosaVet is cloud practice-management software for veterinary clinics, with AI built into the exam room, the front desk and the phone.
- RosaVet pricingWhat RosaVet costs: billed per veterinarian on a sliding scale, every other staff login free, every AI feature included, no setup fee or contract.
- Signing up and setting up your clinicHow a clinic signs up, the setup wizard, one-click starter packs, turning modules on, branding and general settings.
- Switching to RosaVet: importing and exporting dataWhat moves over from AVImark, Cornerstone or any system that exports spreadsheets, what does not, white-glove migration, and what you can export.
- Multi-location groupsRunning several clinics as one company: company dashboard, combined financials, benchmarking, cross-location patient lookup, shared fee schedules and policies.
Today
- Queue BoardThe live board of every patient in the building today, from arrival to checkout, with wait timers and urgency colours.
- Calendar and appointmentsThe appointment book: day, week and month views by doctor, booking new appointments, confirming, cancelling, no-shows and deposits.
- Active PatientsOne list of every patient you are working on right now — in the queue, hospitalized, boarding, or with an open chart — so nothing gets lost.
- Inbox (client portal messages)Messages pet owners send your clinic through the client portal, with replies and staff-only internal notes.
- Voice MessagesPhone messages taken by the AI receptionist — who called, why, how urgent, and the number to call back — for your team to work through, once the receptionist is switched on.
- ClientsYour client list and each client’s page: contact details, pets, balances, portal access, consent, notes and credits.
- Point of SaleThe front-desk register: retail sales, collecting visit bills, cash drawer, returns, discounts, manager approvals and sales tax.
- Production DashboardThe owner’s at-a-glance page: today’s and this month’s revenue, average transaction, new clients, money owed, today’s schedule and 30-day trends.
Exam room
- The visit chart: SOAP notes, orders and signingEverything about one visit on one screen — vitals, the SOAP note, orders, labs, medications, charges and disposition — and how a DVM signs it.
- Voice to SOAPTalk during the exam and Rosie drafts the SOAP note. The DVM accepts, edits or rejects each section before anything is saved to the record.
- Dental chartingA tooth-by-tooth dental chart using modified Triadan numbering for dogs and cats, with voice dictation, comparison to the last cleaning, and an AI dental note.
- Checkout and taking paymentHow the bill is built from the visit, how to take payment (cash, check, card, terminal or payment plan), defer a balance, and finish the visit.
Clinical
- Patients and the patient recordThe patient list and each patient’s record: visit history, vaccines, prescriptions, labs, problems, weight, allergies, documents, photos and records release.
- Hospitalized patientsThe inpatient board: every admitted patient with a treatment grid, vitals, code status and isolation, and discharge.
- Surgery and anesthesiaThe surgery board, the OR tablet pre-op checklist, the anesthesia log with vitals every 5 minutes, and the live anesthesia monitor.
- ReferralsTrack referrals to specialists from first letter to the specialist’s report, with an AI-drafted referral letter.
- AI callbacks after a visitAfter a visit, a doctor can have Rosie phone the owner to check on the patient, following a briefing the doctor approves; the team sees every outcome in a daily digest.
- TelemedicineVideo visits that owners book and pay for in the client portal, joined by an enabled vet from Clinical › Telemedicine.
- Portal ReviewThings waiting for your clinic’s OK before owners see them in the portal: annual wellness reports, insurance claim packets, and photo and video reviews.
- Microchip conflictsWhen a microchip number is entered for a second patient, it is held here for an owner or manager to sort out.
Operations
- Prescriptions, drug safety and the pharmacyWriting a prescription with the five-layer drug safety check, filling it in the pharmacy queue, outside pharmacies, and refills.
- Inventory and supply ordersYour stock list, reorder points, stock counts, purchase orders to vendors, receiving, and refill approvals.
- Lab orders, results and the draw boardOrdering labs, reading results with reference ranges and trends, the AI interpretation the DVM approves, and the blood-draw board.
- Radiology, the image viewer and AI pre-readA web DICOM viewer with measurement tools, an AI first read the DVM reviews, the radiology worklist, teleradiology by email, and 3D surgical models from CT.
- AI phone receptionist (Voice Console)An AI that answers the clinic phone, takes messages and books appointments. It is built, but not answering clinic calls yet.
Financial
- Invoices, card payments setup and your subscriptionOpen invoices and unbilled work, connecting Stripe to take card payments, and managing your clinic’s own RosaVet subscription.
- Estimates and client approvalBuild an estimate with up to three plan options, email it to the client, and let them approve or decline online with no login.
- Reports: end of day, profit & loss, deposits and insightsThe printable end-of-day report, a billed-revenue P&L, the deposits statement, daily practice insights, and where expenses live.
- Controlled substances (DEA log)The append-only controlled-substance ledger, monthly report, risk flags and CSV export — and what is not live yet.
Scheduling
- Online booking requestsAppointment requests owners send from the client portal, plus owner cancellations, deposits to settle and phone reschedules by the AI receptionist — all in one inbox.
- Travel certificatesHealth certificates for travel (CVIs) from the owner’s request to the released certificate, including horses, Coggins and USDA accreditation checks.
- BoardingKennel reservations, a floor plan of your runs, check-in and check-out, daily care logs on a kennel tablet, and per-day charges.
- GroomingGrooming appointments, a service catalog with prices, and check-in to payment.
Staff
- Staff, roles and the shift scheduleInviting your team, the 12 roles and what each can do, the shift schedule, the time clock and staff credentials.
- My Portal, approvals, coaching and team announcementsEach employee’s own page — clock in, shifts, PTO, swaps, timesheet fixes, policies to sign — plus the manager approval queues, coaching and announcements.
- Payroll timecards and HR toolsExport approved hours for payroll (ADP, QuickBooks, Gusto or CSV), and what the hiring, benefits, workers’ comp and I-9 pages do today.
Client experience
- Reminders, recalls and client messagesAutomatic appointment reminders, recall rules (vaccines, wellness, dental, refills and more), and the state of email and text messaging.
- Marketing: growth, social posts, campaigns, referrals and handoutsThe marketing tools for owners and managers: growth opportunities, AI-drafted social posts, email campaigns to client groups, the client referral program and branded handouts.
- Your clinic websiteA website for your clinic built in RosaVet — 20 block types, templates, a contact form that collects leads, a custom domain and a legal-pages generator.
Setup
- Hardware: kiosks, PINs, NFC cards, card readers and printersWhat hardware RosaVet works with — tablets as kiosks, staff PINs and NFC cards, chart stickers, Stripe card readers, receipt printers and cash drawers, microchip scanners — and how to set each up.
- TV displaysLive boards on wall TVs — waiting room queue, surgery, hospitalized, boarding, staff lineup — and how to pair a TV with a 6-digit code.
- Clinical settings: notes, vaccines and technician orderingThe clinic-wide clinical settings — SOAP format and auto-close, the vaccine list, what technicians may order, and the signing delegation policy.
- Security, privacy and complianceHow RosaVet protects clinic data — sign-in, two-step verification, audit logs, backups, encryption, HIPAA, privacy laws — and the security settings.
- AI settings and the Communication CoachTurning the clinic’s AI features on or off, which AI models RosaVet uses, the revenue-opportunity rules, and the Communication Coach settings.
- Integrations: what connects and what does notAn honest list of what RosaVet connects to today — payments, email, imaging, video — and what it does not yet: accounting, payroll, reference labs, distributors, insurance, a public API.
- My ProfileYour own settings: name and photo, clinical preferences, notifications, theme and language, sign-in security and pinned items.
RosaPet
For pet owners
- The client portal (RosaPet)What your clients can do in their portal: pet records and vaccine certificates, appointment requests, paying bills, messages, refills, the online shop, photo review and video visits.
- Ask Dr. Rosie and VetToolsThe Dr. Rosie AI pet-health assistant, how emergencies are handled, and the VetTools calculators and lookups.