catch good work, coach the rest
QA isn’t just for finding mistakes. Review each visit against your own standards and give credit where it’s earned: thumbs-ups and gold stars land on the person who did the work, right beside any coaching. Each note on something to fix says what it should have been, so audits teach. Everyone sees their own wins privately, and managers get a fair, consistent picture of how each person is growing.
sound familiar?
the mistakes-only spreadsheet
A column for every mistake and nowhere to write what went well. Too often QA means petty comments, snarky emails and favorites, with no objective scale, so it feels like getting caught and nobody learns what “good” looks like here.
Before
With QA Auditor
Bean
Sick visit · 9/29ER Visit Audit · second check by Maggie · released to My QA
- Gold starSam: kind, clear callback notes10:01 AM
- Thumbs upTessa: weight recorded at every check-in10:02 AM
- CoachingDischarge review → Tessa, with how to do it10:03 AM
- Billing$42 under-billed: ear cytology not charged10:04 AM
Thanks for the shoutout on weights! I’ll walk every owner through the discharge sheet too.
how it works
one case, start to finish
- Mon
Step 1
Cases come in
Upload yesterday’s Digitail appointment report. Each visit lands in the queue as a draft, with the vet already seated.
- 9:58 AM
Step 2
Look for what went right
Work through your questions and give a thumbs up or a gold star as you go. Credit lands on whoever held that role.
- 10:04 AM
Step 3
Coach what to fix
Anything to fix gets a note on what it should have been, often with the SOP linked, and missed charges add up in dollars.
- 2:15 PM
Step 4
Shared with care
A second auditor checks it, then each person sees their own wins and coaching in My QA, privately.
try it
audit a visit
Read Bean’s chart on the left and audit it with the form, the way an auditor does. Give a thumbs up for good work, coach anything to fix, catch the missed charge, then submit, finalize as the second checker and see each person’s My QA.
Your clinic’s recordopened from Digitail. houndkit links to it; your records stay in your PIMS.
Show the recordHide the record
Sunny Paws Vet · Medical record
Patient: Bean · Calico DSH · 6y FS
Client: Hugo Park
Visit: 09/29/2026 · Sick visit
Team: Dr. Sam Whitmore · Tessa Nguyen (tech) · Cody Brooks (front desk)
Subjective
Head shaking and scratching at the left ear for 4 days. Eating and drinking normally. No vomiting or diarrhea.
Objective
Weight: 4.2 kg (9.3 lb), BCS 5/9
Vitals: T 101.8°F · HR 180 · RR 28
Left ear: canal red and swollen, brown waxy debris
Right ear: within normal limits
Ear cytology (left): many yeast, few cocci
Assessment
Otitis externa, left ear, yeast and bacterial.
Plan
Left ear cleaned in clinic
Otic medication, left ear once daily for 10 days. First dose given here.
Recheck in 2 weeks, sooner if worse
Discharge instructions printed and placed with the carrier
Invoice
Exam, sick visit$78.00
Ear cleaning$32.00
Otic medication, 15 mL$46.50
Total$156.50
Communication
Estimate signed by owner, 10:41 AM
Callback 09/30 (Dr. Whitmore): “Hi Hugo, checking on Bean’s ear. Glad she’s shaking her head less! Keep going with the drops and call us if anything changes.”
Sunny Paws Vet · Medical record
Patient: Bean · Calico DSH · 6y FS
Client: Hugo Park
Visit: 09/29/2026 · Sick visit
Team: Dr. Sam Whitmore · Tessa Nguyen (tech) · Cody Brooks (front desk)
Subjective
Head shaking and scratching at the left ear for 4 days. Eating and drinking normally. No vomiting or diarrhea.
Objective
Weight: 4.2 kg (9.3 lb), BCS 5/9
Vitals: T 101.8°F · HR 180 · RR 28
Left ear: canal red and swollen, brown waxy debris
Right ear: within normal limits
Ear cytology (left): many yeast, few cocci
Assessment
Otitis externa, left ear, yeast and bacterial.
Plan
Left ear cleaned in clinic
Otic medication, left ear once daily for 10 days. First dose given here.
Recheck in 2 weeks, sooner if worse
Discharge instructions printed and placed with the carrier
Invoice
Exam, sick visit$78.00
Ear cleaning$32.00
Otic medication, 15 mL$46.50
Total$156.50
Communication
Estimate signed by owner, 10:41 AM
Callback 09/30 (Dr. Whitmore): “Hi Hugo, checking on Bean’s ear. Glad she’s shaking her head less! Keep going with the drops and call us if anything changes.”
houndkit QA Auditorwhere you audit it
SOAP notes complete within 24 hours
Weight recorded at check-in
Vitals recorded (T, HR, RR)
Discharge instructions reviewed with owner
Estimate signed before treatment
Callback notes
All services and diagnostics on invoice
Billing errors
Case
Bean · Hugo Park
09/29/2026 · Sick visit
Cat · $156.50 · visit 41m · exam 20m
ER Visit AuditTeam
Thumbs up the good work and thumbs down what to coach. Each lands on whoever held that role; tap the name to change it.
A live demo with a made-up visit and team. Nothing is saved, and a refresh starts it over.
who it helps
feedback that builds people up
Auditors
Celebrate what’s working and coach what isn’t, quickly: the queue hands you the next case and keyboard shortcuts keep you moving.
DVMs
See your own wins and gold stars alongside anything to tighten up, privately, and how it trends over time.
Techs & CSRs
Get credit for the good work nobody usually sees, plus clear coaching that says what it should have been.
Practice managers
A fair, consistent view for check-ins and reviews: wins, coaching trends by person and question, and missed charges in dollars.
your standards, structured
build the audit you already do in your head
Admins set up QA in Clinic Settings. Changes save as you go, with an undo if you change your mind.
Your questions
Sections and questions built from your standards, or start from the houndkit library.
Audit types
A refill audit skips the sections that only apply to a full exam.
Roles & guests
DVM, Tech and CSR seats, plus guests who don’t have a houndkit login.
Who sees results
Shared with each person, held for release, or private to auditors.
Works with the rest of houndkit
Built to stay fair
Everyone’s graded on the same written standards, a second auditor checks each audit before release, and feedback goes privately to each person, never in an email chain.
My QA
Each person’s wins, gold stars, clean streaks and to-dos, private to them.
SOPs
Link the SOP behind a question, so coaching teaches the right way.
Management dashboard
QA sits beside training progress for check-ins and growth conversations.
good questions
Can I name the person after the audit is finalized?
Yes. If you used Not sure for a seat, you can assign it any time, even after finalizing. Their feedback, to-dos and errors move to them.
Why doesn't a team member have a My QA tab?
The tab only shows once they have a released audit or an open to-do. It never shows if your clinic's Who sees the results setting (Clinic Settings → QA → Workflow) is Private — auditors only. If your clinic holds results for release, nothing shows until the batch is released.
Do edits to questions change old audits?
No. A finished audit keeps every question and option it marked, even ones you've since archived. Retired options show as retired on the case.
Can I audit faster with the keyboard?
On a computer: tap Shift on its own or j to move to the next question, k to go back. Space steps through a question's answers, x marks an Error check, y / n answer a Yes / No, 1 to 4 pick a result pill, and a marks a whole Error list. c opens the note on a marked error. Enter or d finishes the section, and [ / ] jump sections. Use Submit & next or Finalize & next to go straight to the next ready case.
Want the details? Read the QA Auditor guides.
try QA Auditor with your team
We’re testing with a small group of clinics. Tell us about yours and we’ll be in touch.