How to Use an AI Scribe with Vetspire: Complete Guide (2026)

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Vetspire is the AI-forward PIMS built specifically for group practices and specialty veterinary services. Its focus on analytics, team collaboration, and modern workflow design has made it a favorite for larger practices that want to leverage data to make better clinical decisions. If you're already using Vetspire, you understand the power of having your entire team working from one integrated, cloud-based platform. Adding PawfectNotes to your Vetspire setup is the natural extension—AI-powered clinical documentation that feeds seamlessly into your analytics and reporting infrastructure.

How PawfectNotes Works with Vetspire

Vetspire is cloud-native and API-forward, which means PawfectNotes integrates beautifully via browser extension. The documentation you generate in PawfectNotes becomes part of your Vetspire ecosystem immediately. Here's exactly how it works:

Step 1: Install the PawfectNotes Browser Extension
Since Vetspire is cloud-based, you'll add the PawfectNotes extension to your browser (Chrome, Safari, or Firefox). This takes about 60 seconds. You'll see the PawfectNotes icon in your toolbar, and you're ready to start.

Step 2: Begin Recording During the Examination
When you're in the exam room with your patient, click the record button in the PawfectNotes extension. PawfectNotes captures the conversation and the exam in the background. Talk naturally to your team, your client, and about the patient's findings. The more detailed and conversational, the better—PawfectNotes is trained on specialty and group practice exams and understands complex cases.

Step 3: Review and Approve the Generated Note
Once the exam is complete, stop the recording. PawfectNotes processes it and generates a complete SOAP note within seconds. Review the note in the PawfectNotes interface—takes about 20-30 seconds. Look for accuracy, check that all findings are captured, and make any minor edits. Once you're satisfied, approve it.

Step 4: Export Directly to Vetspire
Click "Export to Vetspire" in PawfectNotes. The browser extension handles the integration with Vetspire's API, and your SOAP note appears in the patient's Consultation Notes section in Vetspire. Your Vetspire problem list, treatment codes, and dashboards all remain intact.

Step 5: Link to Vetspire Workflows and Billing
Once the note is in Vetspire, your team can immediately link it to the relevant problems, procedures, and billing codes. If you're using Vetspire's referral tracking or treatment plan modules, the documentation integrates there too. Everything flows together.

Setup in 3 Minutes

1. Create Your PawfectNotes Account: Head to pawfectnotes.com and sign up. About 60 seconds.
2. Install the Browser Extension: In your PawfectNotes dashboard, click "Integrations," select Vetspire, and install the extension.
3. Authenticate: You'll log into your Vetspire account so PawfectNotes can authenticate. This happens once and is then remembered.
4. Test with Your Team: Have one team member record a quick practice note and export it to a test patient. Make sure it appears correctly in Vetspire.

Three minutes, and you're ready to deploy across your group.

What Your SOAP Notes Look Like

Here's a realistic example of what PawfectNotes generates for a specialty internal medicine consultation that gets exported to Vetspire:

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Patient: Luna, 10-year-old Golden Retriever (referred from Oakwood Veterinary Clinic)
Date: April 10, 2026
Referring Veterinarian: Dr. Sarah Chen, DVM
Chief Complaint: Chronic diarrhea with weight loss x 8 weeks

SUBJECTIVE:
10-year-old Golden Retriever presented by referring veterinarian for evaluation of chronic diarrhea and progressive weight loss over 8 weeks. Referring vet has already run initial diagnostics (see attached lab report). Owner reports diarrhea is typically loose to watery, occurs 3-5 times daily, occasionally with mucus. No blood noted currently (though owner noted bloody stools 6 weeks ago). Appetite is good to excellent despite weight loss (now 58 lbs, down from 65 lbs 2 months ago). No vomiting. Dog has had multiple episodes of pancreatitis historically (last episode 18 months ago). Previous trial of bland diet and probiotics provided temporary improvement only. Owner very motivated for diagnosis and management.

OBJECTIVE:
BW: 58 lbs (down from 65 lbs per referring vet's records)
BCS: 4/9 (below ideal)
HR: 88 bpm, regular
RR: 22 breaths/min
Temp: 101.0°F

PE: Mucous membranes normal, CRT < 2 seconds
Abdominal palpation: mild discomfort in cranial abdomen, no masses, mild weight loss noted

Labs (from referring vet, reviewed today):

• CBC: mild normocytic anemia (PCV 38%), WBC normal, platelets normal
• CMP: ALT mildly elevated (87), albumin normal, creatinine normal
• Lipase: mildly elevated (160 U/L; reference < 100)
• Spec fPL: not yet sent; recommend before ruling out pancreatitis
• Fecal: negative for parasites, no gross blood noted
• TSH: pending from referring vet

Recent abdominal ultrasound (per referring vet report):

• Small intestinal thickening suggestive of enteritis; pancreas appears mildly hyperechoic
• No obvious mass or foreign body

ASSESSMENT:

1. Chronic small intestinal diarrhea, etiology TBD
2. Rule out inflammatory bowel disease vs. food-responsive diarrhea
3. Rule out pancreatitis (lipase elevated; clinical history consistent; awaiting spec fPL)
4. Rule out small intestinal lymphoma (age, breed, ultrasound findings, weight loss)
5. Mild anemia, likely secondary to chronic disease
6. Weight loss secondary to primary GI disease

PLAN:

1. Complete diagnostics:

   • Spec fPL today (will call referring vet with results)
   • Consider GI panel (cobalamin, folate) to assess absorption
   • Consider small intestinal biopsy if dietary/medical management doesn't resolve diarrhea in 4-6 weeks

2. Initiate dietary management:

   • Start limited ingredient or hydrolyzed protein diet; trial 4 weeks minimum
   • Recommend Royal Canin Hydrolyzed Protein diet or similar; counsel on strict adherence and no treats outside prescribed diet

3. Medical management:

   • Start probiotic supplementation (Proviable-DC, 1 sachet BID with food)
   • Start GI protectant (slippery elm bark and probiotics, BID)
   • Will consider additional therapies (budesonide, azathioprine) if dietary trial unsuccessful

4. Recheck plan:

   • Refer back to primary vet for 2-week recheck of stool quality and weight
   • Communication with referring vet regarding diagnostic results and plan
   • Will see Luna again in 4 weeks for reassessment; consider biopsy at that time if not improving

5. Owner counseling:

   • Discussed differential diagnosis and need for dietary compliance
   • Discussed prognosis (many cases respond to diet, some require lifelong medical management, some require GI surgery)
   • Advised on when to contact if symptoms worsen

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This is the level of detail and clinical nuance that PawfectNotes captures for specialty and group practices—complex cases with multiple differentials, clear communication with referring vets, and detailed follow-up plans. When these notes flow into Vetspire, your group's analytics and treatment tracking become much more powerful.

Tips for Best Results with Vetspire

1. Use Vetspire's Referral System with PawfectNotes Notes
If you're receiving referrals from other practices, PawfectNotes notes integrate perfectly with Vetspire's referral tracking. After exporting a note, link it to the referral record in Vetspire, and your referring vets get automatic updates. It's seamless collaboration.

2. Leverage Vetspire's Treatment Plan Module
Once a PawfectNotes note is in Vetspire, create treatment plans from the documented assessments. Vetspire will auto-track which items were completed, which are pending, and you can generate reports on treatment completion rates and clinical outcomes. This turns your documentation into actionable data.

3. Tag Your Notes for Vetspire Analytics
After export, take 30 seconds to add Vetspire's native tags (procedure type, condition category, severity level). This makes your notes searchable and allows you to run reports on your most common presentations, outcomes by case type, and revenue tracking by service line. The more consistent your tagging, the better your analytics.

4. Brief Recording Technique for Complex Cases
For specialty cases where you're building on extensive prior notes, you don't need to re-narrate everything. Focus your recording on new findings, your clinical reasoning, and your plan. PawfectNotes will create a concise addendum note that fits perfectly into Vetspire's patient timeline.

Unlock Better Analytics with Better Documentation

Group practices win on consistency, data, and collaboration. PawfectNotes makes sure your documentation is consistent and detailed enough that your Vetspire analytics actually reflect what's happening in your clinics. Better notes mean better insights.

Try PawfectNotes free with 50 sessions per month, every month—never expires, no credit card required. See how AI-powered documentation can enhance your group's clinical workflow. Visit our integrations page to explore all EMR partnerships, and check out our Vetspire-specific help center for detailed setup and best practices. We also have a video case study of a specialty practice using PawfectNotes with Vetspire.

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