The Software Had To Follow The Visit
A pop-up clinic moves people and pets through several handoffs. Staff need to know who has arrived, which pet is being seen, what services were selected, and what has been completed. Returning customers also need their previous visits and package doses to be available.
Vaccine Vets needed those details to stay together as customers moved between the veterinarian, check-in, payment, and the vaccination team.
Work Through The Sequence Before Building The Screens
In a recorded workflow review, the team explained why the veterinarian needed to meet the pet before payment. The visit could change which services were appropriate, and owners needed the veterinarian’s explanation before selecting and paying for them.
Loophole worked through that sequence with Vaccine Vets and demonstrated a check-in application with new and returning customer flows, pet details, service selection, and a staff queue. The review informed changes to the order of the visit and the information each role needed.
Keep The Visit Moving
Vet Conversation
Start with the pet and the services discussed with the veterinarian.
Check In
Capture owner and pet details and retrieve returning records.
Confirm And Pay
Confirm selected services and complete payment.
Staff Queue
Give the clinic team the information needed for each pet.
Complete The Visit
Record completed services and prepare the visit documentation.
Connect The Customer Record To The Staff Queue
The demonstrated customer flow brought contact details, pet information, and selected packages into the application. For returning pets, staff could retrieve existing records rather than start again.
The staff view showed pets waiting for service and let the team open the details behind each queue entry. During review, Vaccine Vets and Loophole also worked through how to keep multiple pets from the same owner together while completing each pet’s visit separately.
Handle The Details Behind Repeat Visits
The workflow review covered package doses, follow-up visits, receipts, and vaccination records. Rabies documentation required the relevant vaccine lot number, so inventory handling needed to connect to the visit record.
The team also reviewed how staff would use iPads, how work moved between waiting and in-progress states, and how different clinic roles would complete their part of a visit. These practical details guided the next round of implementation and testing.
A Shared Starting Point For Clinic Operations
The reviewed application brought customer entry, returning pet records, service selection, and the staff queue into one workflow. It gave the team a working system to review against the realities of a clinic day.
The next stage identified in the review was to test the revised flow on iPads with clinic staff and confirm the remaining package, inventory, and document details. This case study describes the demonstrated application and review process; measured changes in clinic throughput or administrative time have not yet been established.
