Clinical Documentation & Exam Room Technology

At PetMed of Key West, our priority during every appointment is your pet — not the computer screen.

To support this, we use a clinical documentation tool during some appointments that helps our veterinary team capture accurate medical notes while staying focused on hands-on care and conversation with you. This approach is now widely used across veterinary medicine and has long been standard in human medical offices, allowing clinicians to spend more time with patients rather than typing during visits.

How This Works

During some appointments, our veterinarians may use brief audio-assisted documentation to help capture accurate medical notes while staying fully present with you and your pet. This allows us to spend less time typing and more time listening, examining, and caring for the patients we love.

These recordings are used only to help generate the medical record for that visit.

Your Privacy Matters

  • Audio recordings are not stored indefinitely
  • Recordings are not used for training, marketing, or any purpose outside your pet’s medical record
  • Once documentation is completed, recordings are automatically deleted per system policy
  • Recordings are not reviewed by clinic staff beyond what is necessary for medical documentation

Consent & Transparency

Iowa is a one-party consent state, meaning explicit permission is not legally required. However, we believe strongly in transparency and want you to feel comfortable during your visit.

If you prefer not to have audio documentation used during your appointment, you may opt out at any time — simply let a team member or your veterinarian know at the start of the visit.

Please note:

  • Because of system limitations, opting out applies to that visit only
  • You may request to opt out again at future appointments if you wish

Your choice will never affect the quality of care your pet receives.

Why does PetMed use audio-assisted documentation?

We want your appointment to feel like a conversation — not a typing session. This approach helps our veterinarians focus on your pet, listen closely to your concerns, and talk through care options while still creating thorough and accurate medical records.

Is this common in veterinary and human medicine?

Yes. Many veterinary practices now use this approach, and it has been standard in human medical offices for years. It’s widely used to help clinicians stay focused on patients rather than screens.

What exactly is recorded?

Only portions of the visit related to your pet’s medical care may be audio captured. The goal is to support accurate documentation — not to record casual or unrelated conversation.

Are recordings stored or saved long-term?

No. Recordings are not stored long-term. Once the medical documentation is completed, the recordings are automatically deleted according to system policy.

Are recordings used for training or shared with others?

No. Recordings are not used for training, marketing, or any purpose outside your pet’s medical record. They are not reviewed by clinic staff beyond what is needed to complete documentation.

Do I have to consent to this?

Iowa is a one-party consent state, so explicit permission is not legally required. That said, we believe strongly in openness and want you to feel comfortable and informed during your visit.

Can I opt out?

Absolutely. If you prefer not to have audio documentation used during your visit, simply let a team member or your veterinarian know at the start of the appointment.

Does opting out affect my pet’s care?

Not at all. Your choice will never affect the quality, attention, or compassion your pet receives.

Do I need to opt out every visit?

Because of system limitations, opting out applies to that visit only. If you prefer to opt out again in the future, just let us know at your next appointment.

Questions?

If you have questions or would like more information, we are always happy to talk through how this works and why we use it. Our goal is to provide excellent care while respecting your comfort and privacy.

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