Frequently Asked Questions

VetiBot is an AI-powered practice management platform designed specifically for veterinary clinics. It automates appointment scheduling, vaccination tracking, prescription management, client communication, follow-up care, and billing. Whether you are a solo mobile vet, a two-doctor small animal clinic, or a multi-location veterinary hospital group, VetiBot streamlines the administrative work so your team can focus on patient care.

Most clinics are fully operational on VetiBot within one to two days. If you are migrating from another practice management system, our import tools can pull in patient records, vaccination histories, and client contact information from CSV exports. If you are starting fresh, you can begin scheduling appointments and adding patients within 15 minutes of creating your account.

Yes. VetiBot supports bulk import via CSV for patient records, client information, vaccination histories, and medication records. We have tested imports from Avimark, Cornerstone, eVetPractice, Shepherd, and several other popular veterinary PIMS. If your system can export to CSV or Excel, VetiBot can import it. Our support team can assist with mapping fields if your export format requires translation.

No. VetiBot is a web-based application that runs in any modern browser on desktop, tablet, or phone. There is no software to install and no server to maintain. Your data is stored securely in the cloud and accessible from any device with an internet connection. We recommend a tablet at each exam station for quick access during appointments.

VetiBot's vaccination protocols are aligned with current AAHA (American Animal Hospital Association) canine vaccination guidelines and AAFP (American Association of Feline Practitioners) feline vaccination guidelines. Our default vaccine schedules follow core and non-core vaccination recommendations, including appropriate intervals for puppy/kitten series and adult boosters. You can also create custom vaccination protocols if your practice follows modified schedules based on regional disease prevalence or patient risk factors.

VetiBot includes a controlled substance log that tracks dispensing of DEA Schedule II through Schedule V drugs. Every controlled substance transaction is recorded with the patient name, owner name, drug name, quantity dispensed, prescribing veterinarian, date, and remaining inventory count. This log can be exported at any time for DEA inspection purposes. VetiBot does not replace your bound DEA logbook where state law requires one, but it provides a parallel digital record that makes reconciliation and auditing significantly faster.

Yes. When you record a rabies vaccination in VetiBot, the system can generate a rabies certificate with the required information: animal description, owner details, vaccine product, manufacturer, lot number, serial number, expiration date, and administering veterinarian. Certificate formats vary by jurisdiction, and VetiBot supports customizable templates so you can match your state or county requirements. Certificates can be printed on-site or emailed to the client.

VetiBot is designed to support compliance with state veterinary practice act requirements for medical record keeping. Records include patient identification, client information, examination findings, diagnostic tests, diagnoses, treatments, prescriptions, and veterinarian identification. All records are timestamped and immutable — entries can be amended with addendums but original entries cannot be deleted. That said, medical record requirements vary by state, and it is your responsibility to ensure your documentation practices meet your jurisdiction's standards.

VetiBot supports all common companion animal species including dogs, cats, birds (psittacines, raptors, poultry), reptiles (snakes, lizards, turtles, tortoises), rabbits, ferrets, guinea pigs, hamsters, rats, and other pocket pets. We also support equine and large animal records for mixed practices. Each species has appropriate default fields (e.g., breed registries for dogs and cats, shell condition for reptiles, hoof care for equine). If you treat exotic species not in our default list, you can create custom species profiles.

Lab integrations are available on the Enterprise plan. VetiBot can integrate with IDEXX VetConnect PLUS, Antech Diagnostics, and Zoetis Reference Laboratories to receive lab results directly into patient records. Results are automatically attached to the corresponding patient and visit, with abnormal values flagged for veterinarian review. On the Solo and Clinic plans, you can manually enter lab results or upload result documents as attachments to patient records.

Yes. VetiBot includes default SOAP note templates for common visit types (wellness exam, sick visit, surgical follow-up, dental cleaning, vaccination-only visit), and you can create unlimited custom templates. Templates can include pre-populated checklists, default normal findings, species-specific fields, and custom sections. Veterinarians can also save their own personal templates for procedures they perform frequently.

VetiBot uses bank-grade encryption for all data in transit (TLS 1.3) and at rest (AES-256). Our infrastructure runs on SOC 2 compliant cloud providers. All patient and client data is isolated per clinic — no other clinic can access your records. We perform regular security audits and penetration testing. Your data is never shared with third parties, sold to marketers, or used for AI model training.

Yes. You can export your complete patient records, client information, vaccination histories, prescription records, financial data, and appointment history at any time in CSV format. Your data belongs to you. If you cancel your account, we retain your data for 90 days for recovery purposes and then permanently delete it. Enterprise customers can request immediate deletion with written confirmation.

Yes. Every plan includes a 14-day free trial with full access to all features in that tier. No credit card is required to start. At the end of 14 days, you can choose a paid plan or your account will be paused. Your data is preserved for 90 days so you can reactivate anytime without losing records.

Absolutely. You can upgrade or downgrade your plan at any time. When you upgrade, you get immediate access to the new tier's features and pay a prorated amount for the remainder of your billing cycle. Downgrades take effect at the start of your next billing cycle. If your practice grows from one doctor to three, upgrading from Solo to Clinic takes about 30 seconds.

If you approach your plan's active patient limit, VetiBot will notify you. Active patients are those seen within the last 18 months — patients who have not visited in over 18 months are archived and do not count toward your limit. You can either archive inactive patients or upgrade to a higher tier. We never lock you out mid-appointment — if you are slightly over the limit, you can continue treating patients while you adjust your plan.