Patients & Owners

Every patient in VetLoop belongs to an owner (pet parent). This guide covers adding, editing, and managing both.

Adding an Owner

Navigate to Owners in the main menu and tap + New Owner.

• Name — first and last name (required).
• Contact details — phone number and/or email. Used for appointment reminders and invoices.
• Address — optional; appears on tax invoices.
• ID / VAT number — only needed for corporate clients requiring a tax invoice with their VAT number.

Tap Save. You can immediately add patients to the new owner from the same screen.

Adding a Patient

Open an owner's profile and tap + Add Patient, or go to Patients → + New Patient and link an owner.

• Name — pet's name (required).
• Species & breed — choose from the built-in list or type a custom breed.
• Date of birth / Age — enter either; VetLoop calculates the other.
• Sex & microchip number — optional but recommended for complete records.
• Colour / markings — helps identify patients of the same breed and name.
• Allergies & chronic conditions — these appear as alerts when opening the patient's clinical record.

Patient Record Overview

Tapping a patient opens their full record with tabbed sections:

• Overview — age, weight history, allergies, and recent notes at a glance.
• Clinical Notes — SOAP consultations, diagnoses, and treatment plans.
• Vaccinations — vaccination card and upcoming due dates.
• Prescriptions — issued prescriptions with repeat history.
• Invoices — billing history filtered to this patient.
• Files & Documents — lab results, X-rays, or any uploaded file.

Visit History

VetLoop automatically builds a chronological visit history from clinical notes. Each entry shows:

• Date and attending veterinarian.
• Chief complaint / reason for visit.
• Diagnoses recorded.
• Treatments administered and medications dispensed.

You can filter by date range, vet, or diagnosis type using the filter bar above the list.

Vaccination Cards

VetLoop maintains a digital vaccination card for each patient. To record a vaccination:

1. Open the patient's Vaccinations tabTap the patient's name, then select the Vaccinations tab.
2. Tap + Add VaccinationChoose the vaccine type from your configured vaccine list, enter the batch number, date given, and next due date.
3. SaveThe card updates immediately. VetLoop can send the owner a reminder when the next dose is due.

Searching Records

Use the global search bar (top of the main screen) to search by:

• Owner name or phone number.
• Patient name or microchip number.
• Invoice number.

Results appear as you type. Tap any result to jump directly to the owner, patient, or document.

Merging Duplicate Records

If the same owner was added twice (e.g. different spellings), go to Settings → Data Tools → Merge Duplicates. VetLoop suggests pairs of likely duplicates based on name and phone number similarity. Review and confirm each merge — the operation is irreversible.