records in, without the chase
Ask another clinic or a pet owner for records in a minute. They get a secure upload link, what they send lands right on the request, and your team can see what’s still out and what’s waiting to be filed.
sound familiar?
where are those records?
Requests sent from three different inboxes, a fax that comes through crooked, an owner who is sure they emailed them, and vaccine dates typed in by hand from page six.
Before
With Records
Willow
8w F Aussie · E. BrandtFrom Lakeside Animal Hospital · vaccine history, exam notes
- PendingRequest saved9:02 AM
- SentUpload link emailed9:02 AM
- Reply Received3 PDFs uploaded by Lakeside11:16 AM
- UploadedFiled in the PIMS11:40 AM
Preventives chart had her DHPP dates. Updated the record.
how it works
one request, start to finish
- 9:02 AM
Step 1
Asked in a minute
Pick Lakeside from your directory, tick vaccine history and exam notes, and send. They get a branded email with a secure upload link.
- 11:16 AM
Step 2
They upload, you hear
Files land right on the request, it moves to Reply Received, and whoever asked gets a notification.
- 11:30 AM
Step 3
Dates read for you
houndkit reads the PDFs and charts the vaccine, prevention and test dates it finds, each linked to its page.
- 11:40 AM
Step 4
Filed and closed
Tick off any checks, mark it Uploaded, and it moves to the archive.
try it
request some records
A working copy of the Records page with made-up patients and clinics. Send a request, see what happens when the other clinic uploads, then tick it off and file it. Or start one of your own.
Ready to request 2
Just arrived 1
All requests (6)
A live demo with made-up patients and clinics. Nothing is sent or saved, and a refresh puts it back the way it was.
who it helps
the whole team, not just whoever files
Front desk
Request records while the client is still at the counter, or text them an upload link instead.
Techs & assistants
See what just arrived, open your PIMS in one click, and tick off each check before it’s filed.
Doctors
Know whether a new patient’s history is on its way, and see the vaccine dates without reading every page.
Practice managers
Every open request in one list, with email delivery logged on each, so nothing quietly stalls.
your clinic, your workflow
set it up the way you already file
Admins shape Records in Clinic Settings. Changes save as you go, with an undo if you change your mind.
Checklist & tags
Choose what staff can ask for, and add internal tags with checks to tick before filing.
Your emails
Reword the emails clinics and owners get. Your logo sits on top.
Your PIMS link
A one-click “upload to” link on every request. Never sent to other clinics.
Preventive terms
Teach the preventives chart the product names used in your area.
Works with the rest of houndkit
Directory
One shared contact list of other practices, with call, email and directions.
Records to send
Outgoing records are tracked on the task board and emailed from houndkit.
On the Way referrals
Share a referral link so other clinics can send patients and records your way.
Phone alerts
Hear the moment files arrive on your request.
good questions
Who gets told when files arrive?
The person who made the request gets a notification. The files also show in Just arrived for the whole team.
Does the upload link expire?
The link keeps working for that request. Anything uploaded through it lands on the same request.
Are internal tags, notes and the PIMS link sent to the other clinic?
Tags and the PIMS link are never sent. The Notes you write on a new request are shown on the upload page, so keep private details in a comment on the request instead.
How do I know the email arrived?
Open the request and look at Activity. Delivery events are logged there. If an email bounces, a red warning appears in the log. Check the address and click Resend Request Email.
Want the details? Read the Records guides.
try Records with your team
We’re testing with a small group of clinics. Tell us about yours and we’ll be in touch.