Adding a Feature - Reduced clicks by about 30% and time by roughly 50%

Vetspire is an advanced, AI-powered veterinary practice management software designed to streamline clinical workflows, enhance patient care, and provide data-driven insights for veterinary professionals. Founded with the goal of revolutionizing veterinary care through technology, Vetspire integrates medical records, client communication, billing, and analytics into one seamless platform.

Why RX refills?

As pets are increasingly viewed as cherished family members, the demand for veterinary care, particularly chronic medication refills, has grown significantly. Clients now expect fast, seamless service, especially with the rise of third-party pharmacies like Chewy and 1-800-PetMeds.

To solve this, I designed and tested a “Refill Medication” feature that streamlines the process. With just a few clicks, staff can now refill existing prescriptions without re-entering data.

This update reduces repetitive work, saves valuable time, and improves the overall experience for veterinary teams, helping ensure pets receive timely care with fewer administrative delays.

Benefits

  • Time Saving

  • Accuracy

  • Streamlined Workflow

The Problem

In Vetspire’s original system, renewing a prescription meant creating a new “medication pick-up” request and manually re-entering all prescription detail. An inefficient, time-consuming task for already busy staff.

The Research Goal

  • Simplify and speed up the refill process for Veterinary staff

  • Reduce repetitive data entry

  • Improve clarity and navigation during medication management

  • Decrease staff stress during high-volume periods

  • Better support external pharmacy workflows

User Research

”One of the most requested changes a smoother process for refills and workflow efficiency.”

User Research

  • I interviewed 5 participants in the Veterinary industry at Paz Veterinary

    in Austin Tx.

  • All Participants use Vetspire on a daily basis as their primary software

Main research:

  • What features are absolutely essential for you in veterinary software?

  • What do you find most frustrating or time-consuming when using the system day-to-day?

  • Are there any tools or features that save you the most time or make your job easier?

  • When you prescribe medications through third-party sites like Chewy or 1-800-PetMeds, how well does the software support that process?

  • If you could request one new feature or improvement, what would it be?

Key Insights:

  • Essential Features:
     Medical records, scheduling, inventory, and communication tools were mentioned as the most crucial and frequently used features.

  • Frustrations:
     System slowdowns, multi-step processes, and occasional crashes were common frustrations that disrupted their workflow.

  • Unused Features:
     Marketing tools and advanced reporting options often go unused, especially by non-management staff who don't need them in their routine tasks.

  • Impact:
    While the platform helps organize tasks, staff still rely on manual tools like spreadsheets or external software to complete their work.

  • Common Improvement Request:
    One of the most requested changes was better integration with third-party pharmacies, as well as a smoother process for refills, diagnostics, and workflow efficiency.

Opportunities for Improvement:

  1. Patient-Specific Dosage and History Tracking:

    • Staff need quick access to a patient’s medication history to ensure accurate refills.

    • Pre-filled templates or dosage recommendations based on patient-specific data would reduce manual entry, minimize errors, and align with proper dosage guidelines.

  2. Approval Workflows and Digital Signatures:

    • An improved approval workflow that routes refill requests directly to veterinarians for review could greatly reduce delays.

    • Digital signature support would ensure legal compliance—especially for controlled substances—and offer a clear record of authorized refills for compliance tracking.

The Goal

  1. Simplify and speed up the refill process

  2. Reduce repetitive data entry

  3. Improve clarity and navigation during medication management

  4. Decrease staff stress during high-volume periods

  5. Better support external pharmacy workflows

Competitive Analysis

Key Observations 

  • Vetspire offers strong analytics and customization, best suited for larger or specialized practices.

  • Covetrus Pulse provides balanced features with a focus on client engagement and e-commerce, but is less flexible.

  • Shepherd is simple and affordable, ideal for smaller clinics, though it may lack advanced functionality for bigger practices.

  1. “Refill Prescription” Button: Pre-populates prescription details for quick renewal

  2. Confirmation Message: “Task Sent Successfully” displayed with yellow pending icon for clarity

  3. Pharmacy Name Displayed: Replaces “External” with actual pharmacy name

  4. Inactive Styling: Expired prescriptions styled in gray to reduce confusion

  5. Quick Access to Renew, Decline, and Approve from patient dashboard

Key Features for site

Create & Develop

"Designed with hardworking veterinary professionals in mind."

User Flows

Task Flows

Low Fidelity - Refill Medications Feature

Hi Fidelity Prescription Task Feature

Prototype Testing Ready

We conducted testing with five regular Vetspire users, spanning roles from managers and technicians to receptionists and a medical director. All participants successfully completed 100% of the assigned tasks.

Usability testing

This usability study focused on evaluating Vetspire’s current prescription management process compared to newly designed features aimed at reducing pain points and improving workflow efficiency.

Efficiency Gains!

  • Renewing Approved RX: Reduced clicks by about 30% and time by roughly 50%.

  • Dr. Approval Requests: Saved up to 2 minutes per task thanks to a streamlined, paperless workflow.

  • Renewing Approved RX (again measured): Further reduced clicks and time by 40–60%.

  • Declining RX: Cut clicks by approximately 50% and time by around 60%.

Final Prototype

Successful Added Features:

  • Refill Medication Tab with auto-populated medication instructions for faster, more accurate renewals.

  • Internal Messaging to Doctor for refill approvals, streamlining communication and reducing delays.

Figma Prototype

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