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Have AI check every visit's notes against the invoice so missed charges get caught before the client leaves
Dr. Steve Pelton, DVM, owner of Hearthstone Animal Clinic in Cypress, Texas, writing about VetNexus, the software he built for his own clinic with Claude
He described the problem to Claude and built VetNexus, a small app on top of his practice software (Shepherd, through its open API). Its 'My Day' screen gives every pet on the schedule a checklist that ticks itself off from the record: exam written, discharge done, everything billed. Claude compares the visit notes to the invoice, so if the notes say two teeth were pulled and the invoice doesn't, he knows before checkout. An AI chart summary lists problems, lab trends, current meds and 'advice repeated but not yet followed,' and plain-English search pulls lists like 'senior dogs overdue for rabies.'
From $17/mo (checked prices)
Advanced · or we do it from $149/mo
Claude, Shepherd practice software (open API)
The problem
After switching practice software, 19 years of records were stuck in an unsupported old database, and work done in the exam room didn't always make it onto the invoice.
What happened
Self-reported: the first version took about half a day; the invoice check 'has caught real money more than once' (no dollar figure); on its first real run the chart summary found an ultrasound referral from months earlier that never happened. It reads 101,715 old notes. It isn't for sale; it runs on a small server in his clinic.
Quoted in the source: Dr. Steve Pelton, DVM, Hearthstone Animal Clinic. Source: FutureProof.vet: I Built My Own Practice Software on Top of the One I Pay For (2026-10-05) · Added 2026-10-14. Results as reported by the source; we haven't independently verified them.
How to set it up yourself
- What he did: started with one problem (unreadable old records), described it to Claude in plain language, and added features one at a time as things came up during the day.
- Pick the leak to fix first. For many clinics it's services in the notes that never reach the invoice.
- Start manually: at the end of the day, export the day's visit notes and invoices without client names, have AI list anything in the notes that isn't billed, and have a person check every flag.
- If your practice software has an open API, ask Claude to help build a checker. Follow his guard rails: separate keys for reading and writing, log every write, never retry a failed write blindly, and test on a staff pet's record first (he used his own dog's).
- Add a daily checklist for each scheduled patient: exam written, discharge sent, everything billed.
- Keep the AI to reading and flagging; the doctor or practice manager decides what gets charged.
- DIY adaptation (not what he built): without an API, the prompt below works on pasted notes and invoice lines.
Copy-paste prompt
Compare today's visit notes with the invoice lines for each patient below. For each visit, list: 1) services, procedures, medications or supplies mentioned in the notes that don't appear on the invoice; 2) invoice items with no matching note; 3) anything unclear I should check. Quote the exact note text behind each flag. Don't guess prices or add charges; only flag. Patients are labeled by number only. Visit 1 notes: [paste] / Visit 1 invoice: [paste]
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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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Checked prices: Claude: from $17/mo billed annually ($20 monthly) (verified 2026-10-13)
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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