Overview

A digital platform designed for veterinary clinics to manage vaccination schedules, track patient (animal) health records, and streamline communication between veterinarians, clinic staff, and pet owners. The system ensures that no vaccination is missed and provides full visibility into each animal’s medical history and upcoming treatments.

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The challenge

Veterinarians faced difficulties tracking vaccinations across multiple patients and clinics. Records were often stored manually or in outdated systems, leading to missed reminders, inconsistent documentation, and limited visibility of vaccine stock and expiration dates. The challenge was to design a centralized, intuitive platform that automates vaccine management, improves data accuracy, and supports proactive care for animals.

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Research & Insights

We began by interviewing veterinarians, technicians, and clinic managers to understand their workflows and pain points.
Key findings included:

• Clinics used different tools for vaccine tracking, making it hard to maintain consistency.

• Reminders for upcoming vaccines were often handled manually, causing delays or missed doses.

• Pet owners wanted timely notifications and clear vaccination histories for their animals.

These insights informed our UX strategy, focusing on automation, clarity, and trust, to support both medical accuracy and daily efficiency in busy veterinary environments.

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UX / UI Process

1. User Flows & Information Architecture: Defined the workflows for vaccine tracking, appointment scheduling, and communication between veterinarians and clients.

2. Wireframing & Prototyping: Early prototypes focused on creating a clear dashboard where all critical data, vaccine due dates, and patient details are easily accessible.

3. Usability Testing: Conducted iterative testing with veterinarians to ensure the interface supported fast data entry, quick navigation.

4. Visual Design: The final interface features a clean, structured layout with friendly visual elements, color-coded vaccine statuses, and clear alerts, balancing professionalism with approachability.

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Solution

The final Vaccine Management System allows clinics to:

• View all patient vaccination records in one centralized dashboard

• Receive automated reminders for upcoming or overdue vaccines

• Track vaccine inventory, including stock levels and expiration dates

• Generate digital vaccination certificates for pet owners

• Communicate directly with clients through built-in messaging and reminders​

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Impact

The system helped veterinary clinics reduce missed vaccinations and administrative errors by automating reminders and centralizing data.
It improved communication between veterinarians and pet owners, increased compliance with vaccination schedules, and enhanced overall clinic efficiency.
Staff reported saving significant time on manual tracking, while pet owners appreciated the transparency and timely notifications.