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Dictate the plan out loud and have AI write both the chart note and an owner-friendly discharge sheet
Hearthstone Animal Clinic in Cypress, Texas, written by owner Dr. Steve Pelton, DVM, a solo vet who has owned the clinic since 2007
He dictates the plan the way he'd say it to the owner in the room. The transcript becomes two documents written differently: a clinical note for the record, and a discharge for the owner at a sixth-grade reading level, warm but direct, with clear next steps and no guarantees. Owners get the discharge as a link that keeps working, so the medication schedule is still there at 11 p.m. a week later. He now runs it as his own scribe tool, which pushes notes into the clinic's practice software (Shepherd), and he still reads what lands in the record.
From $0 (checked prices)
Easy · or we do it from $149/mo
Claude, ChatGPT, Shepherd (practice software), Custom scribe tool
The problem
As the only doctor, typing discharge instructions took 10–15 minutes per patient, every day, on top of the medical record.
What happened
Self-reported: 10–15 minutes saved per discharge, every discharge. Lesson he shares: a discharge-only visit was quietly dropping the exam findings, history and assessment from the note while the tool still reported success, so he rebuilt it and now checks every note until a workflow has earned his trust. He says most of the value is available with dictation, a good prompt and copy-paste.
Quoted in the source: Dr. Steve Pelton, DVM, owner, Hearthstone Animal Clinic. Source: FutureProof.vet (Dr. Steve Pelton): How I write discharge instructions with AI (2026-08-28) · Added 2026-10-14. Results as reported by the source; we haven't independently verified them.
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How to set it up yourself
- What he does now: a self-built scribe on his own hardware that drafts the SOAP note and the discharge and pushes them into the record.
- To start without building anything: dictate the plan into your phone's voice memo or dictation, rough and spoken.
- Paste the transcript into Claude or ChatGPT with the prompt below. Use initials or the pet's name only; keep owner names and contact details out.
- Read both outputs. Check that nothing from the exam was dropped and that no background chatter became a finding.
- Send the owner version as a link or PDF they can find later, not only a paper sheet.
- If you use an AI scribe vendor, check what it stores and test it on discharge-only visits before trusting it.
Copy-paste prompt
Here's my dictated plan for a patient visit. Write two separate documents. 1) CLINICAL NOTE for the record: concise, medical language, include findings, assessment and plan exactly as dictated. 2) OWNER DISCHARGE: sixth-grade reading level, warm but direct, sections for what we did, medications (name, how much, how often, with food or not, for how long), what's normal tonight, warning signs that mean call us or go to the ER, and the recheck date. No guarantees, no added advice or doses that aren't in my dictation. If anything is missing or unclear, list it as a question for me at the end. Ignore any conversation that isn't about the patient. Dictation: [paste]
Tools used
Claude
AI assistant for writing, long documents, analysis and coding help.
From $17/mo billed annually ($20 monthly) (checked 2026-10-13)
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ChatGPT
General AI assistant for writing, research, brainstorming and analysis.
From Free $0; Go $8/mo; Plus $20/mo; Pro $100/mo (checked 2026-10-14)
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Checked prices: Claude: from $17/mo billed annually ($20 monthly) (verified 2026-10-13) · ChatGPT: from Free $0; Go $8/mo; Plus $20/mo; Pro $100/mo (verified 2026-10-14)
Rather not do it yourself?
We'll set this up in your tools, in your voice, tested. $149/mo with setup included (6-month minimum), or $497 pay-once. Satisfaction guarantee: we'll fix it until it works. Pay-once setups: or we refund your setup fee. $149/mo plan: cancel in the first 30 days and we refund your first month. Terms. We reply within 1 business day.
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