Registering a New Patient, viggoVet docs

Every patient in viggoVet is linked to a client (the owner). Once you have a client record, you can register their pets as patients. This guide covers adding a patient from scratch.

When to register a new patient

Register a patient when a client brings in a pet you haven’t seen before, when a client adopts a new animal, or when you’re setting up records for an existing client’s additional pets.

Ways to add a patient

You can register a patient from three places in viggoVet:

From the client’s profile:

Open the client’s profile page.
Click the Patients tab.
Click Add Patient.

This is the most common method. The client is already linked to the patient automatically.

Registering a New Patient, Ways to add a patient

From the Patients main tab:

Click Patients in the main sidebar (under the ACCOUNTS section).
Click Add Patient in the top-right corner of the page.
In the form, select the Client (owner) from the dropdown.

Note: You can import a patient into the list automatically by using the “import patient” AI feature that allows you to add a document or a photo, to help create a patient profile

During appointment booking: When creating a new appointment, the form includes a Patient field. If the patient doesn’t exist yet, click the + button next to the Patient field to open the registration form on the spot. The client you already selected in the appointment is pre-filled as the owner.

Filling in patient details

The patient form is the same regardless of where you open it. The modal title shows “Add Patient” at the top.

Field	Description	Required
Patient’s name	The pet’s name	Yes
Owner/ Client	The owner. Pre-filled if you started from a client profile or appointment. Select from dropdown.	No
Breed	Select from dropdown. Results show as “Species (Breed)” format (e.g., “Canine (Labrador)”). Selecting a breed automatically determines the species.	Yes
Sex	Options load based on the selected breed and species (e.g., Male, Female).	Yes
Date of birth	Exact date of birth if known	No
Neutered	Three options: No (intact), Yes (neutered/spayed), Unknown	No
Mark patient as deceased	Microchip number for identification	No
Estimate birthday	Use this field if the birth date is approximate. viggoVet calculates age from this date but flags it as estimated.	No
Color/ markings	The animal’s coat or body color	No
Microchip no.	Microchip number for identification	No
Note	Internal notes about the patient (temperament, special handling, anything your team should know)	No

Note: When you select a breed, the sex options update to show the relevant choices for that species. Select the breed first, then the sex.

Saving the patient

Click Save Patient. viggoVet creates the patient record and takes you to the patient’s Overview page.

Top card:

Patient’s photo (uploaded image or default emoji icon)
Patient’s name
Status button (click to change to active/ inactive)
Patient number (e.g., Patient no. 450)
PATIENT DETAILS section: Species, Sex, Neutered, Breed, Color, Date of Birth, Chip, Notes
ALERTS AND DIETS section
Last visit’s reason and date

Tabs:

Tab	What’s in there
Overview	Clinical records grouped by date, with type badges (Diagnosis, Prescription, Medical Note, etc.). Includes the Add Record button and filters by date/time and record type.
Appointments	Past and upcoming appointments with branch info. Each appointment has a small + button for adding medical records to that visit.
Owners	Linked clients/owners with relationship type, primary owner indicator (crown icon), and alerts (diet, general, attention notes).
Reminders	Scheduled reminders with add/edit modal.
Vitals	Vital signs organized by type group (Essential, Speciality, Respiratory) with trend charts and the Save All Record button.
Internal staff comments	Private notes visible only to your team. Not exported with patient records.
Invoices	All invoices this patient has been involved in.
Documents and attachments	Uploaded files, generated documents from templates.
Labs	Laboratory results imported from integrated lab machines (IDEXX, etc.) or manually added.
Treatment plan	In-patient care scheduling with medications, vitals monitoring, and patient care activities on a timeline.
Dental chart	The patient’s dental chart with the teeth coded and dental conditions

Patient status

Every patient has a status shown as a color-coded button on their profile; green for active and red for inactive:

Status	Meaning
Active	Normal status. Patient appears in all searches and appointment booking.
Inactive	Not currently being seen. Hidden from booking search but accessible through the Patients list with the Inactive Patients filter tab.

Warning: Inactive and Deceased patients do not appear in the appointment booking search. If you need to book an appointment for a previously inactive patient, change their status back to Active first.

Linking multiple owners

A patient can have more than one owner. This is useful for pets shared between family members or households. From the patient’s Owners tab, you can add additional owners and set the relationship type (owner, co-owner, etc.). The primary owner is marked with a crown icon.

What to do if something goes wrong

Patient saved under the wrong client: Open the patient’s Owners tab to manage owner associations. Add the correct client and remove the incorrect one.

Breed or species not available: Breeds and species are configured by your clinic administrator. Ask your admin to add the missing breed in Configurations.

Duplicate patient: If you accidentally created the same patient twice, contact your practice administrator to merge or remove the duplicate.

Patient doesn’t show up in search: Check the patient’s status. Inactive and Deceased patients are filtered out of appointment booking searches. Switch to the Inactive Patients or Deceased Patients tab on the patient list.

Note: Contact the viggoVet help if any of these problems persist after following the instructions.