If your practice uses a practice management system, Whippet can pull your day's appointments straight into the recording screen — you pick the patient from your live appointment list and Whippet pre-fills the details. Once connected, you can also send finished notes back — see Sending finished notes to your practice management system.
Before you start
Settings → Integrations lists everything Whippet connects to, each with its own page: Ascend (Covetrus), RxWorks (Covetrus) and ezyVet. Open the one your practice uses. Anyone in the practice can connect Ascend and RxWorks.
Your practice syncs with one practice management system at a time, so connecting a second one replaces the first — the page says so before you do it.
Ascend (Covetrus)
In Ascend, open App Drawer → Configuration → Third Party Integrations, find Whippet Notes and choose Authorise Integration. The Ascend user doing this needs the Allow Access to Third Party Integrations permission. Ascend then shows your alias, clinic code and stock location with a copy button — Covetrus's own guide is at customerportal.covetrus.com/articles/ascend/Third-Party-Integrations.
In Whippet, go to Settings → Integrations → Ascend (Covetrus) and enter the alias and stock location, then under Clinics the clinic code Ascend shows and a clinic name — the name is how that clinic appears in Whippet, so use its branch or suburb. Each field has a short note under it saying where the value comes from. Click Connect Ascend.
Whippet checks the details against Ascend straight away. Connected means you're done; Credentials rejected means one of the values doesn't match what Ascend shows — copy them again and retry.
Practices with more than one clinic repeat the Ascend step per clinic, then click Add another clinic on the same form and enter each clinic's code and name before connecting. They all sync under the one alias.
RxWorks (Covetrus)
RxWorks needs an API user on your own RxWorks server, so ask Covetrus for one and for the server address your practice connects to — it's specific to your installation. Ask them to set that user's Invoice Access to Modify; without it RxWorks accepts the connection but rejects notes when Whippet tries to write them.
Then on Settings → Integrations → RxWorks (Covetrus) enter the server address, the API username and password, your alias, and each clinic's code and name (Add another clinic for a second branch), and click Connect RxWorks. Whippet checks them against your server straight away and tells you the outcome.
Your password is only sent when you connect and is never shown again, so Update details asks for it afresh.
ezyVet
ezyVet works differently: there's nothing to connect. Whippet's Chrome extension pushes the finished note into the ezyVet consult you already have open. Settings → Integrations → ezyVet links to the extension and walks through installing it.
Contact support if your practice uses something else and we'll tell you where it stands.
Once connected, the clinic and appointment selectors appear automatically on the recording screen. Without a connection the screen simply shows the usual Patient and Template fields — that's expected, not a fault.
Pausing and resuming
On Settings → Integrations anyone in the practice can Pause the integration at any time. While paused, Whippet stops sending notes to your practice management system and the sync bar no longer appears on new consults. Resume turns it back on for consults recorded from then on — consults recorded while paused are not sent retrospectively.
How to record against an appointment
Start a new recording from your dashboard.
Choose your clinic from the Select a clinic dropdown at the top of the form. If your practice has only one clinic, it's selected for you automatically.
Open Select Consultation Room and pick the room you're working in. Each room shows how many appointments it has (for example, "3 apts").
Open Select Appointment and choose the appointment you're recording. Each entry shows the time, length in minutes, the patient's name (with breed and age if known), and the client's name.
Whippet fills in the Patient name and the Additional context for AI field from the appointment. Both stay editable, so check them, choose your Template, and record as normal.
Your chosen clinic and room are remembered, so you usually only set them once a day. Picking a different room clears the patient and context so you're not left with stale details; to start over after picking an appointment, click the small clear (x) button on the Select Appointment button.
The list starts trimmed to recent appointments — the Show only recent appointments (within 90 minutes) checkbox is ticked by default. Untick it to see the clinic's full list for the day; your choice is remembered between sessions.
The sync status indicator
After a consult is processed, a coloured status bar on the consult tells you whether its information has been sent to your practice management system (no bar appears if your practice isn't connected). It updates itself while the consult is open, so you can watch a sync finish without reloading.
Pending Integration Sync (amber) — queued, not started yet.
Syncing with Integration / Retrying Integration Sync (blue) — in progress, or a previous attempt being retried.
Synced with Integration (green) — successfully sent. Click the bar to see the Synced At time.
Integration Sync Failed / Integration Sync Timed Out (red) — the sync didn't complete, or the attempt ran too long.
Integration Sync Cancelled (grey) — the sync was cancelled.
If something goes wrong
You don't see the clinic, room, or appointment selectors. Your practice isn't connected to a practice management system, the integration is paused, or the connection isn't returning any clinics yet — the recording screen falls back to manual entry. Check the status on Settings → Integrations; contact Whippet support if you expected a connection.
Your integration shows "Credentials rejected". Your practice management system no longer accepts what Whippet has on file — for Ascend, the alias, clinic code or stock location (for example after the integration was disabled or re-authorised in Ascend); for RxWorks, usually a changed or expired API user password. Open that integration's page and use Update details.
Select Appointment shows "Select Room First" and is greyed out. Pick a consultation room first; the appointment list then opens.
Select Appointment shows "No Appointments", or the list looks emptier than expected. The room has no appointments matching the current view. Untick Show only recent appointments (within 90 minutes) to see everything for the day.
The sync bar shows Integration Sync Failed or Timed Out. The information couldn't be sent to your practice management system. Contact support if it keeps failing.
What this doesn't do (yet)
Connect anything other than Ascend or RxWorks from the dashboard. ezyVet works through the Chrome extension; any other system is set up with the Whippet team (see "Before you start").
For more on what a connected practice management system unlocks, see Your practice settings.