Faster search and a clearer view of consultation performance

A client calls with a microchip number and half a memory of how their surname is spelled. Search now finds the record anyway, and it comes back faster. The new Consultation Report brings wait times, consultation duration, and revenue into reporting, so you can see where your day goes and what it earns.

You can also correct a prepayment taken by mistake, anonymize inactive client records in bulk, and import payments against your own payment methods.

New

Cancel a prepayment taken by mistake

For: Front desk and finance teams

A prepayment registered in error used to leave you one option: refund it. That put a transaction on the record that never really happened, and client account balances drifted away from reality.

Now you can cancel a prepayment, as long as none of it has been used. It works the same way as canceling a payment, including on the invoice screen, so there's nothing new to learn. The cancellation books a reversing entry and nets against the original in the same end of day period, so your reports and ledger still balance.

Partly used prepayments aren't affected, and refunds work exactly as they did before.

Anonymize inactive client records in bulk

For: Practice admins

Retention rules have always been easy to set and hard to act on. Clearing out old client records meant raising a request and waiting for someone to work through them one at a time.

You can now do it yourself, in Settings under GDPR and retention settings. Set your retention and inactivity periods, exclude any client types you need to keep longer, and Provet shows you exactly how many records match before anything happens. Type ANONYMIZE to confirm, and the whole set is anonymized in one run.

Records aren't deleted. Consultation and transaction history stays in place for reporting, with personal data stripped out. Anonymization is permanent and can't be undone, so set your criteria deliberately and check the preview count first.

Improvements

Search finds the record from whatever the client gives you

For: Everyone

Search now runs on a dedicated search index instead of querying your database directly, so results come back faster and stay fast as your records grow.

It's also much less fussy. Word order doesn't matter, part of a word is enough, and a misspelled name still finds the right record. You can search on the details clients actually give you: microchip, passport or registration number, street address, postcode, stable or yard name, item code, tag, or category.

Clients and their pets now appear together in one list, one row per owner with their pets underneath, instead of two separate lists to check.

Help: Super Search

See where consultation time goes, and what it earns

For: Practice leaders

Reporting on consultations took too long and didn't show what you needed to see. The old Consultation Count report was a flat list, so understanding workload, spotting bottlenecks, or working out which services actually bring in money meant exporting it and rebuilding the analysis in a spreadsheet.

The new Consultation Report does that work inside Provet. You get consultation volume and consultations per veterinarian, average wait time from admitted to started, average duration from started to finished, and your first-time versus repeat client mix. Revenue sits alongside it, so average revenue per consultation is there, broken down by veterinarian or by complaint type. Group and filter by department, veterinarian, patient type, complaint, status, or client type.

It behaves like the reports you already use, with a metrics bar, saved views, grouping, filters, and export, schedule, and share actions. Find it in Reports, under Consultations.

Import payments against your own payment methods

For: Finance teams and head office

Bulk imports could only be recorded as a bank payment or an insurance claim. Anything else, like debt collector recoveries or bad debt write-offs, had to be handled invoice by invoice at clinic level, which made central oversight difficult.

You can now target each row of an import against your own custom payment methods. Add an optional payment_method column to your file and each row is matched by name. An admin decides which custom methods are available in the importer, so finance only sees the ones that matter.

A few things got easier too. Invoice search works with the invoice number exactly as it's displayed, unmatched rows show the invoice number from your file, and column headers are matched whatever the case, spacing, or underscores.

One name change to note: the Bank Payment Processing Report is now called the Bulk Payment Importer. Same report, same access, same permissions.