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Setup Guide: Admin Configuration, Getting Started & Key Features

Welcome to ScribbleVet! This guide walks your team through everything needed to get up and running. Complete the admin setup steps first, then everyone in your practice can dive in.

Written by Nicole Baldwin

Admin Setup

An admin needs to complete these four setup steps before the rest of the team gets started.

Step 1: Browser Companion Setup (cloud-based PIMS only)

The Browser Companion connects ScribbleVet to your cloud-based practice management system, enabling note transfer and appointment syncing. Available on Chrome and Edge desktop only — not yet supported on mobile, tablets, or iPads.

Installation

  1. Log in to web.scribblevet.com and go to Settings (⚙️)→ Integrations (or go to web.scribblevet.com/settings/integrations).

  2. Select your PIMS, then click the ‘ScribbleVet Browser Companion’ link.

  3. Download the ScribbleVet Browser Companion from the Chrome or Edge extension store.

  4. Click the puzzle piece icon in the top-right corner of your browser, then Pin the ScribbleVet Browser Companion to your extension bar.

  5. Log into your ScribbleVet account in the browser — your Browser Companion credentials will sync automatically.

Transfer Notes to Your PIMS

  1. Log in to web.scribblevet.com and go to Settings (⚙️).

  2. Click Integrations (or go to web.scribblevet.com/settings/integrations).

  3. Select your PIMS, then click Notes writeback for specific transfer instructions.

Sync Appointments from Your PIMS

  1. From Settings (⚙️)→ Integrations, select your PIMS.

  2. Click Syncing appointments for specific sync instructions.

Note: If the 'Syncing Appointments' tab doesn't appear, appointment syncing isn't supported for your PIMS. Scroll to the bottom of the Integrations page and click Read more under Your PIMS not listed? for alternatives.

Step 2: Direct Dial Verification

Direct Dial integrates ScribbleVet with your practice phone number so the team can call directly from the platform, record calls, and scribble them with one click. Only practice admins or owners can add and verify phone numbers.

Setup Steps

  1. Click the gear icon (⚙️) in the top-right corner of ScribbleVet to open Settings.

  2. Navigate to Practice → Phone numbers → Add phone number.

  3. Enter a Display Name and Phone number, then click Continue.

  4. Handle any extension:

    1. If you have an extension, select Call and capture or submit it manually via I know my extension sequence.

    2. If no extension is needed, select No, continue.

  5. You'll receive a call with a 6-digit code — enter it into the keypad.

  6. You're all set! Start making calls and scribbling notes.

Important:

  • Always ask for client consent before recording.

  • A number can only be attached to a single practice, but you can verify multiple numbers and have multiple team members calling simultaneously.

Step 3: Email Client Verification

ScribbleVet's built-in email feature lets you send client updates directly from the platform. Messages go out from your clinic's own email address — no third-party tools required.

Setup Steps

  1. Click the gear icon (⚙️) to open Settings, then navigate to Practice.

  2. Under Send mail as, add a practice email address and sender name, then click Add email.

  3. You'll receive a verification email — confirm ownership to activate the address.

Sending a Client Email

  1. Mark a note as Reviewed, then select Email client under the Email for the client section.

  2. If your practice has multiple verified emails, select one from the dropdown.

  3. Enter the client's email address and click Send email.

Tip: Replies go to your selected practice email address. Clinical updates reach clients as soon as the note is done — documentation stays tied directly to the medical record.

Step 4: Upload Your Branding

Add your clinic's logo or letterhead so all patient-facing documents — Care Cards and Dental Charts — look polished and on-brand. Your logo is applied automatically every time a new document is generated.

Upload Your Logo

  1. Click the gear icon (⚙️) to open Settings, then navigate to Branding.

  2. Upload your logo or letterhead image file.

  3. Save your changes — your logo will now appear in the top-left corner of every Care Card and Dental Chart.

Log In and Start Scribbling

Once the admin setup is complete, everyone on the team can get started. Watch the videos below to learn the basics and make ScribbleVet your own.

Log In

Get oriented with the ScribbleVet interface and learn how to access your account for the first time.

Your First Recording

Learn how to start a recording, capture a consultation, and generate a note with ScribbleVet's AI scribe.

Multi-Pet Appointments

See how to handle appointments with multiple pets in a single session — ScribbleVet keeps each patient's notes separate automatically.

Key Features

Care Cards

Care Cards are shareable 1-page infographics you can send clients after each appointment. Once a note is reviewed, click the Care Card icon to generate one — edit details manually or use the AI to populate content. Use "Be concise" in the AI prompt if you need to keep it to one page.

Record Review

Walk through the Record Review workflow — how to check, edit, and finalize AI-generated notes before they go into your PIMS.

Templates

Build your own reusable note templates to match your practice's preferred structure and terminology.

Sharing Templates

Share templates across your whole team so everyone works from the same consistent starting point.

Direct Dialer

Make calls directly from ScribbleVet, record them with one click, and have the conversation transcribed and scribbled automatically.

Dental Charts

Use ScribbleVet's interactive dental charts to document oral findings during exams — charts are included in the generated note and Care Card.

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