Unlocking client compliance with automated appointment summaries
Pet owners may leave the clinic feeling confident in their pet’s care, but the reality is that they often forget or misinterpret the instructions given verbally during appointments. In fact, research suggests that people only retain about 10% of what is communicated orally during a medical consultation.
This makes written instructions an invaluable tool in veterinary practice, ensuring that pet owners feel supported and empowered to provide the necessary care for their animals once they leave the clinic. It’s one thing to know that written instructions can significantly improve client compliance and pet health outcomes (most vets are taught this in school)—but when you’re stretched thin by back-to-back appointments, complex cases, and mounting administrative tasks, consistently providing detailed take-home materials can feel overwhelming. In the busy reality of veterinary practice, time is often your biggest limitation.
That’s where automation steps in as a solution.
Why written instructions matter
Verbal instructions, while important in the moment, are not always enough. When a pet owner is stressed, worried, or distracted by their pet’s condition, it’s easy for them to miss critical details during the appointment. Studies have shown that providing written instructions increases client compliance by as much as 40%.
Written materials give clients a reference point they can revisit once the stress of the appointment has subsided, ensuring they understand the diagnosis, treatment plan, and necessary follow-up actions. This leads to better outcomes for pets and helps build trust between the vet and the client.
Beyond the basics: How appointment summaries can streamline care
While prescription instructions and postoperative care are commonly written down, it’s often difficult for vets to provide comprehensive appointment summaries for all visits. But these summaries help clients manage their pet’s health by keeping important details organized and reducing confusion. Clients who receive written summaries of their pet's diagnosis and care plan are more likely to adhere to the vet's recommendations.
Appointment summaries help
- Provide consistency across visits. By regularly providing written summaries, you help clients track their pet’s health over time, ensuring they have a full history of past treatments and recommendations. This continuity strengthens the client-vet relationship, making them feel more engaged in their pet’s ongoing care.
- Avoid miscommunication. It’s easy for clients to misunderstand verbal instructions, especially when multiple treatments or medications are involved. Written summaries eliminate confusion and ensure clients are clear on the next steps.
- Keep everyone on the same page. When someone other than the main caregiver, like a family member or pet sitter, brings the pet to the vet, written summaries make sure they understand the treatment plan. This helps avoid any confusion and ensures the pet gets the right care, no matter who's looking after them.
How to summarize appointments
A well-structured appointment summary should cover all essential aspects of the visit, ensuring clients are fully informed and prepared to care for their pets at home.
Every summary should include
- Diagnosis
- Treatment plan
- Follow up
- Next steps
Provide a clear explanation of the pet’s condition, using simple, non-technical language. Clients often feel overwhelmed by medical jargon, so breaking down the diagnosis into easily understandable terms helps them feel informed. For example, in addition to noting "gastroenteritis," explain, "Your dog’s stomach is inflamed, likely due to something they ate or an infection, but with treatment, they should recover quickly."
The treatment plan section should outline all prescribed medications, including dosage, frequency, and whether they should be given with food. Be sure to mention any dietary or activity changes that are part of the treatment.
Provide clear instructions on follow-up appointments or monitoring symptoms are crucial. Include specific dates or timeframes for when clients should return or contact the clinic if symptoms persist. Knowing exactly what’s expected next gives clients peace of mind and reduces unnecessary stress.
Finally, outline the immediate actions the client needs to take. This could include filling prescriptions, changing the pet’s diet, or monitoring symptoms over the next few days.
Automate the work with AI scribes
Incorporating AI scribes into your practice can streamline the creation of these appointment summaries. AI tools can generate detailed summaries automatically, ensuring that nothing is missed and that every client receives the same high standard of care, regardless of how busy the day is. This automation reduces the administrative burden on veterinarians, allowing them to focus more on patient care while providing clients with the clear, written instructions they need to succeed at home.
Investing in clear, accessible communication is an investment in better care—for pets, for their owners, and for your veterinary practice.
Enhance client communication with HappyDoc
HappyDoc helps you transform your entire approach to patient care. Your clinic's staff will have a personalized AI scribe that listens, takes notes, integrates with your software, and files the data away in the appropriate spot.
HappyDoc works alongside you so you can be free to focus on what matters—your patients.
Schedule a demo to find out how your clinic can operate at its full potential, providing the highest level of care to every patient, every time.
