Veterinary software glossary

Charge capture

Recording every billable item — medications, procedures, consumables — at the point of care so it lands on the invoice. Poor charge capture is a common source of lost revenue.

Client portal

A secure self-service area where pet owners can view records, book or request appointments, see invoices and update their details — reducing front-desk phone load.

Cloud-based software

Software that runs on remote servers and is used through a web browser, with nothing to install or maintain on-site. Contrasts with on-premise systems that run on a server physically in the clinic. Learn more →

Controlled substances log

A tamper-evident record of every transaction involving regulated drugs, required for compliance and audits. Keeping it inside the PIMS simplifies day-end checks.

CRM

Client Relationship Management — the tools that track communication history, surface lapsed patients and manage leads, so outreach runs as a system rather than ad hoc. Learn more →

Data migration

Moving clients, patients, history and balances from an old system into a new one. The quality of migration largely determines how smooth a software switch feels. Learn more →

Day-end reconciliation

Confirming that the payments received match the invoices closed at the end of each day, and resolving any discrepancy before it compounds. Learn more →

Electronic medical record (EMR)

A patient's clinical history stored digitally — encounters, diagnoses, labs, prescriptions, vaccines and attachments — rather than on paper.

Estimate

A written, itemised cost projection for a procedure or treatment plan, often presented in tiers, that a client approves before work begins.

FEFO

First-Expired, First-Out — rotating stock so the nearest-to-expiry batch is used first. FEFO-aware inventory reduces waste from expired drugs. Learn more →

Microchip registry

A record linking a pet’s microchip number to owner contact details, used to reunite lost animals. Modern systems store and help submit these alongside the patient record.

Multi-tenancy

A software architecture where each clinic’s data is fully isolated from every other clinic on the same platform. Strong tenant isolation is essential for privacy and compliance.

No-show

A booked appointment the client misses without cancelling. No-shows leave gaps that are hard to refill and quietly drain clinic revenue. Learn more →

On-premise software

Software installed on a server inside the clinic. It requires local backups, manual updates and IT upkeep, and is usually only accessible from machines in the building.

PIMS / PMS

Practice (Information) Management System — the core software a clinic runs on, covering scheduling, medical records, billing, inventory and clients. "PIMS" and "PMS" are used interchangeably in the veterinary world. Learn more →

Recall

A scheduled reminder that a patient is due for something — a vaccine booster, a dental check, an annual exam. Reliable recalls are one of the strongest drivers of repeat visits. Learn more →

Reminder

An automated message (email, SMS or WhatsApp) sent before an appointment to confirm attendance and cut no-shows.

Reorder point

A minimum stock quantity that triggers a purchase order. Setting reorder points stops reactive, last-minute ordering and prevents stock-outs.

Role-based access control (RBAC)

Permissions tied to a staff member’s role, so receptionists, nurses and vets each see and do only what their job requires. Paired with audit logs for accountability.

SOAP notes

The standard format for a clinical record: Subjective, Objective, Assessment, Plan. A consistent SOAP structure keeps encounters legible across a team and over time. Learn more →

Telemedicine

Remote veterinary consultations by video, used for triage, follow-ups and advice where an in-person exam is not required.

Treatment sheet

A structured plan and checklist for the care a hospitalised patient receives across a shift — medications, fluids, observations — with times and sign-offs.

Waitlist

A live queue of clients wanting an earlier slot. When a cancellation occurs, the next suitable client is offered the opening so the gap is refilled instead of lost.

Wellness plan

A bundle of preventive care (vaccines, exams, dental) sold for a flat recurring fee. It gives clients predictable costs and the clinic predictable, scheduled visits.

Still comparing systems? See the 2026 buyer's guide or how Activet compares to other vet software.