Project detail
Vet360 Medical Records Revamp
Vet360, a veterinary SaaS platform, faced significant challenges with its outdated Medical Records (MR) system. The existing process was rigid, time-consuming, and disconnected from key operational workflows like invoicing, lab integrations, and prescriptions.
As the Product Designer, I led the complete redesign transforming complex medical workflows into a streamlined, flexible, and efficient system tailored for veterinarians, paravets, and clinic staff.
SAAS
6 Months
VET 360
The Problem
Inefficient Workflows:
Manual data entry through long, fixed forms slowed down veterinarians during consultations.Lack of Integration:
Disconnected invoicing, lab reports, and prescriptions led to duplicated efforts and operational delays.No Flexibility:
Doctors couldn’t customise records to match their workflow, leading to frustration.Collaboration Issues:
No system for managing multiple users accessing/editing records.Poor Access to Historical Data:
Timeline and past medical records were hard to navigate, reducing care efficiency.
My Role
Owned the end-to-end design process.
Conducted competitor analysis (Notion, Google Docs, Excel) to inspire flexible, modular design.
Led user research through interviews with veterinarians and stakeholders.
Created wireframes, prototypes, and high-fidelity UI in Figma.
Delivered detailed specs to developers via Jira and Notion.
Collaborated with PMS and devs to resolve implementation challenges.
Conducted design reviews and iterations based on feedback.
Design Process
1. Discovery & Research
Identified pain points through direct interviews with doctors, paravets, and admin staff.
Mapped workflows to uncover inefficiencies in the existing Medical Record.
2. Competitor Benchmarking
Studied flexible documentation tools to design a modular editor that balances freedom with medical structure.
3. Ideation & Wireframing
Explored multiple design directions to address customisation, integration, and ease of use.
4. Prototyping & Testing
Developed interactive prototypes and validated them with end-users.
4. Collaboration & Delivery
Provided developers with component libraries and design guidelines.
Supported implementation through ongoing reviews.
Feature Breakdown Problem & Solution
Flexible Medical Record Editor
Problem: Vets were stuck with rigid forms that didn’t adapt to different types of visits.
Solution: Designed a block-based editor using Editor.js where users could:
Add/remove sections like Vitals, Procedures, Medicines.
Use multiple tabs for complex visits.
Apply categories (Consultation, Surgery, etc.) for better organization.
Key Screens:
MR Editor Interface
Categories Selection
Template Management
Problem: Repetitive data entry for common procedures.
Solution: Introduced customizable templates for frequent visit types:
Quick loading of pre-set structures.
Settings panel to manage templates at a hospital level.
Key Screens:
Template List
Template Edit Screen
Category Settings
Invoice Integration
Problem: Manual invoicing led to delays and errors.
Solution: Automated real-time invoice previews linked to MR entries:
Medicines, procedures, and tests auto-populate the invoice.
Clear distinction between dynamic previews and finalised invoices.
Key Screens:
Invoice Preview
Final Invoice State
Multi-User Editing & Conflict Resolution
Problem: Clinics needed multiple users to access medical records, but simultaneous editing risked data conflicts and overwrites.
Solution: I designed a controlled collaboration process:
Only one active Editor at a time.
Other users are assigned as Viewers.
A clear "Request to Edit" feature.
Notifications and status indicators to ensure transparency across users.
Key Screens:
Edit Request Modal
Viewer/Editor Status Display
Impact: Prevented editing conflicts, ensuring data integrity while enabling team collaboration.
Follow-Up Appointment Flow
Problem: Vets had to rely on reception for scheduling follow-ups.
Solution: Integrated a Follow-Up modal directly within the MR:
Pre-filled client/pet/doctor info.
Calendar and time-slot selection.
Key Screens:
Follow-Up Appointment Modal
Timeline Revamp & Legacy SOAP Integration
Problem: Records were hard to navigate, and legacy SOAP notes weren't integrated.
Solution: Redesigned the timeline with:
Card-based UI for quick access.
Integrated both new MR and legacy SOAP formats.
Enabled copy-paste from past records.
Key Screens:
Timeline View
SOAP Section
Old Visit Preview
Lab Reports & Attachments
Problem: Lab reports were disconnected from patient records.
Solution:
Integrated LabLink and manual upload options.
Supported multiple file types (PDF, images, videos).
Easy management of reports within the MR.
Key Screens:
Test & Reports Section
Internal Documents Upload
Medicines, Vaccinations & Anti-Parasitic Management
Problem: Complex medication entries and vaccination tracking were error-prone.
Solution:
Structured input for dosages, durations, and billing quantities.
Automatic linkage to invoices.
Deferment handling for Rabies compliance.
Key Screens:
Medicines Section
Vaccination Tables
Deferment Screen
Future Scope (Planned Enhancements)
Auto-Save & Real-Time Collaboration: Similar to Google Docs, planned for future phases.
PDF Export: Enabled for MR, prescriptions, and lab reports.
Reminders System: Automated notifications for follow-ups, vaccinations, etc.
Impact
40%
Reduction in MR Creation Time
Streamlined workflows dramatically improved efficiency
3.5 hours
Saved weekly per receptionist
Automated workflows across billing and lab management
No editing conflicts reported post-launch
The introduction of real-time viewer/editor roles and a request-to-edit flow resulted in zero overwrite issues in the first 60 days following rollout across seven clinics.Lab report access time reduced by 50%
With LabLink integration, the average time to retrieve a lab report from the MR decreased from 35–40 seconds to 15–18 seconds. This was confirmed during clinician onboarding sessions.91% positive user feedback post-launch
An internal survey conducted with 23 users across six clinics showed:91% found the redesigned editor more intuitive.
87% reported the workflow was better aligned with their daily practice.
83% noted significant improvement in accessing past visit data via the new timeline.
What I Learned
Designing for Clarity in Complex System
As a product designer, I learned how to take something deeply complex like medical data, multi-role workflows, and regulations, and turn it into an interface that feels clear and approachable. I focused on reducing cognitive load while supporting the depth clinical teams need.
The importance of structured flexibility
This project challenged me to balance two extremes: structured medical data (vitals, procedures, prescriptions) and free-form documentation (notes, SOAP, follow-ups). I learned how to use tools like Editor.js to build a modular system that gives users control while maintaining clinical integrity.
Cross-functional collaboration is Everything
Working closely with PMS and developers during implementation taught me how important it is to stay involved beyond just "hands off." I learned to think from both design and development perspectives, ensuring that what we shipped matched our original intent while being technically feasible.
Real Feedback > Assumptions
Through user testing and rollout feedback, I learned that even well-intentioned features need to be validated in the real world. Some early ideas had to be adjusted or simplified after hearing how frontline staff interacted with the system.
Small UX Details Create Big Operational Wins
Even subtle UX decisions like request-to-edit flows, real-time viewer states, and automatic invoice previews had a noticeable impact on daily clinic efficiency. This reinforced that thoughtful product design can have real business outcomes when rooted in user behaviour.
Conclusion
The Vet360 Medical Records Revamp was a complex but rewarding project. By focusing on user pain points and leveraging modern design principles, I delivered a flexible, efficient, and user-centric solution that improved operational workflows and user satisfaction across veterinary clinics.
Improved Collaboration
Reduced editing conflicts through controlled access system
Positive User Feedback
Users praised the flexibility and ease of use
Better Pet Care
Streamlined access to historical data improved treatment quality
