Veterinary clinic software, built around DEA, E&O and patient medical chart / SOAP notes

Arkathos gives a veterinary clinic a workspace tailored to how the work actually runs — This workspace is built around booking clinical appointments and billing them — patient records, treatment-plan estimates, and front-desk checkout — over a controlled-substance and license compliance base. Arkathos tailors a veterinary clinic workspace around 5 agents: Quartermaster, Sentinel, Treasury, mint-warden, Herald.

Compliance a veterinary clinic can't afford to miss

Watchtower tracks every license, bond, insurance policy, and continuing-education requirement for a veterinary clinic, with renewal cadences and staged reminders so nothing lapses.

• A veterinary clinic must maintain a Veterinarian (DVM/VMD) license, through the State Board of Veterinary Medicine / State Veterinary Medical Board, which renews every two years.
• The Veterinarian (DVM/VMD) license carries a continuing-education requirement of 30 hours every two years (2h Controlled substances / opioids, 28h General veterinary medicine).
• A veterinary clinic must maintain a Veterinary Technician credential (LVT / RVT / CVT), through the State Board of Veterinary Medicine / State Veterinary Medical Board (credentialing voluntary in some states), which renews every two years.
• The Veterinary Technician credential (LVT / RVT / CVT) carries a continuing-education requirement of 16 hours every two years (16h General / technical veterinary CE).
• A veterinary clinic must maintain a Veterinary premises / facility permit (registration), through the State Board of Veterinary Medicine / State Veterinary Medical Board, which renews every year.
• A veterinary clinic must maintain a DEA controlled substance registration (Form 224/224a), through the U.S. Drug Enforcement Administration (DEA), which renews every 3 years.
• A veterinary clinic must maintain a State controlled substance registration (CDS/CSR), through the State controlled-substance authority (Board of Pharmacy / Dept. of Health), which renews every two years.
• A veterinary clinic must maintain a Radiation machine (x-ray) facility registration, through the State radiation control program (Dept. of Health / Environment), which renews every two years.
• A veterinary clinic must maintain a Professional liability / veterinary malpractice insurance (E&O), through the Private insurer (e.g., AVMA PLIT), which renews every year.
• A veterinary clinic must maintain a General liability insurance, through the Private insurer, which renews every year.
• A veterinary clinic must maintain a Cyber liability insurance, through the Private insurer, which renews every year.
• A veterinary clinic must maintain a Workers' compensation insurance, through the State-regulated / private insurer, which renews every year.

Everything Arkathos runs for a veterinary clinic

These are the agents set up first for a veterinary clinic — and because it's one platform, every plan includes all 16 Arkathos agents. Also included whenever you need them: Guardhouse, Scribe, Courier, War Room, Armory, Marshall, Mint Warden, Vault Keeper, Watchtower, Bulletin Board, Client Portal.

• Quartermaster — Online booking & appointments, Calendar & availability, Events & waitlists, Automated reminders, Job dispatch & scheduling.
• Sentinel — Contact & lead management, Deal / estimate pipeline, Task & follow-up tracking, SMS & email outreach, Pipeline reporting.
• Treasury — Invoicing & payment collection, Expense tracking, Accounting & bookkeeping, Business tax prep & filing, Recurring billing & subscriptions, Financial dashboards & reports.
• Herald — SEO & get-found content, Social media scheduling, Email & newsletter campaigns, Brand voice & content studio, Review & reputation growth, AI-overview & directory visibility.

Your tailored veterinary clinic workspace

These are net-new, veterinary clinic-specific capabilities — not a generic CRM bolted onto your industry.

• Patient medical chart / SOAP notes (Sentinel): A clinical chart per patient (history, weight trend, allergies, problem list, SOAP visit notes) attached to the pet, separate from the owner contact record.
• Treatment-plan estimate → superbill + insurance (Treasury): An itemized written treatment-plan estimate that converts on approval into an invoice/superbill carrying pet-insurance claim fields.
• Controlled-substance log + pharmacy reconciliation (Armory): DEA Schedule II–V perpetual inventory with dispense logging, two-person counts, and reconciliation against pharmacy stock — non-optional for a clinic.
• Drug & vaccine inventory with lot/expiry (Armory): Lot- and expiry-tracked vaccine and drug inventory with reorder points feeding the pharmacy.
• License / CE / DEA renewal tracker (Watchtower): Track DVM and RVT/LVT licenses with CE hours, DEA registration, and OSHA/radiation-safety (x-ray) program renewals.
• Consent forms: informed / surgical-anesthesia / euthanasia (Scribe): E-sign informed-consent, surgical/anesthesia, and euthanasia authorizations attached to the visit, with medical-record retention.
• Vaccine/wellness reminder + recall campaigns (Courier): Automated vaccine-due, wellness-visit, and product/drug-recall outreach to clients.
• Rx refill request + client record-access portal (Client Portal): Client-facing Rx refill requests and authenticated access to their pet's records.
• Rabies certificate issuance + reporting (Scribe): Generate rabies certificates and support mandated rabies reporting to authorities.

The agents and tabs you get

Quartermaster for a veterinary clinic surfaces Calendar, Bookings, Availability, Chat. Sentinel for a veterinary clinic surfaces Contacts, Tasks, Chat. Treasury for a veterinary clinic surfaces Financial sheet, Draft estimate, Invoices, Sales tax, Chat. Herald for a veterinary clinic surfaces ✦Studio, Compose, Schedule, Get found, Chat, Brand voice.

Frequently asked questions

best veterinary practice management software

Top PIMS include ezyVet, IDEXX Neo/Cornerstone, Shepherd, Digitail, DaySmart Vet, and Covetrus Pulse. Choose by clinic size, cloud vs. server, and lab integrations. Arkathos runs the business side (CRM, scheduling, billing, payroll, marketing) at flat pricing.

how much does veterinary software cost per month

Cloud PIMS typically runs about $100–$500/month, often billed per user or vet, plus $500–$2,000+ setup and data-migration fees. Arkathos uses flat pricing with no per-seat fees, so cost doesn't climb as you add staff.

how do i reduce no-shows at my vet clinic

Send automated SMS/email reminders (48h, 24h, 2h before), require deposits for new or high-cost visits, and post a clear appointment policy. Automated reminders reportedly cut no-shows 25–50%. Arkathos automates reminders and rescheduling follow-ups.

do i need controlled substance log software for my vet clinic

DEA rules (21 CFR 1304) require real-time, two-year, readily-retrievable controlled-drug logs kept separate from all other records. Paper, spreadsheet, or dedicated tools like VetSnap or Cubex qualify. These logs must stay separate from general business software.

veterinary appointment reminder text app for clients

Common options include PetDesk, Weave, Vello, GoReminders, VitusVet, and Oliver — most offer two-way texting, email, and postcard reminders. Arkathos bundles client scheduling, SMS/email reminders, and a shared inbox in one platform.

do i need practice management software for a small vet clinic

Not legally required, but it consolidates scheduling, records, invoicing, and reminders. Small clinics favor simple cloud PIMS like IDEXX Neo or Shepherd. Arkathos adds finances, CRM, payroll, and marketing on top, without per-seat pricing.

how to track medication and supply inventory at a vet clinic

Use inventory software with real-time stock levels, expiration tracking, reorder points, and supplier ordering — ezyVet, DaySmart Vet, Inventory Ally, or Cubex — to cut waste and stockouts. Arkathos tracks inventory and links it to billing.

how to get more clients for my veterinary clinic

Claim and optimize your Google Business Profile, automate review requests after visits, respond to every review, and use local SEO plus referral incentives. Arkathos handles review generation, local marketing, and client follow-up automatically.

veterinary ai scribe for soap notes

AI scribes like VetRec, Scribenote, ScribbleVet, HappyDoc, and CoVet record exams and auto-generate SOAP notes, discharge summaries, and referral letters, then sync to your PIMS — cutting documentation time significantly.

What licenses and insurance does a veterinary clinic need?

Arkathos tracks 10 items for a veterinary clinic, including Veterinarian (DVM/VMD) license, Veterinary Technician credential (LVT / RVT / CVT), Veterinary premises / facility permit (registration), DEA controlled substance registration (Form 224/224a). Each renewal and expiration is monitored in Watchtower with staged reminders.

What continuing education is required for a veterinary clinic?

The Veterinarian (DVM/VMD) license carries a continuing-education requirement of 30 hours every two years (2h Controlled substances / opioids, 28h General veterinary medicine). The Veterinary Technician credential (LVT / RVT / CVT) carries a continuing-education requirement of 16 hours every two years (16h General / technical veterinary CE). Watchtower logs hours by category and flags shortfalls before the deadline.

Which Arkathos agents does a veterinary clinic get?

Arkathos tailors a veterinary clinic workspace around 5 agents: Quartermaster, Sentinel, Treasury, mint-warden, Herald.

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