How do I scan a document into my pet's record?
Take a photo of a vaccination card, a prescription, a medicine box, an exam report or an exam request, and VetVitae reads it into entries for you to check. Nothing is saved until you tap Save. Every account gets 3 free scans, then scanning is part of VetVitae Plus.
Updated October 29, 2026
- Open your pet and tap +, then Scan a document. On a computer, Scan is also next to Edit at the top of your pet's page. It opens the file picker straight away, and you can also drag the files onto your pet's page.
- Take one photo per page with the camera, or tap Photo or PDF to pick files, then tap Done. Add brings the camera back for more pages, up to 10.
- Tap Read. Reading usually takes a few seconds, and you can leave: the scan waits in your notifications.
- Check each entry. Fill in anything marked Required right on the card, or tap a row to open it in its form.
- Tap Save. The entries join the timeline, and reminders follow their next dates.
What can it read?
A vaccination card (each dose becomes a vaccine entry with its sticker cut out, and dewormings on the same card become deworming entries), a prescription (each medicine with its dose and schedule), a medicine box (the product, strength and form, with the dose for you to add), an exam or test report (the exam, the lab, the date and every printed value with its reference range) and an exam request (the exams and tests your vet asked for).
A weight or a visit written on the page shows at the end of the review, under Also on the page, unticked, in case you want to log it too.
Why is a row unticked or marked?
- Required · date: the day wasn't readable. Type the date on the card. For an old record, tick I only know the month and the dose is kept in history as "Mar 2024", with no reminder.
- Required · dose: a medicine box doesn't print your pet's dose. Type the dose and how often on the card.
- Already in Luna's history: the same entry with the same date is already logged. It starts unticked, so scanning the same card twice adds nothing twice.
- Starts today, not on the page: a prescription has no start date, so the medicine starts today. Open the row to change it.
- Medicines and test results always start unticked. A wrong dose or a wrong FIV result is the mistake that matters, so they need your own tick.
- When the scan finds a single medicine, deworming or test, its fields show on one card for you to check and change, and Save keeps it.
- One record with something missing never holds up the rest: Save 3 now, fix later saves what's ready and keeps the rest waiting.
What happens with an exam request?
VetVitae asks Is it booked? With It's booked, add the day (and the time, if you know it) and the exams and tests are saved as requested on that day, with the request attached. With Just attach it, pick the visit, exam or test it belongs to.
Can a scan fill something I already logged?
Yes. A scan can fill an exam or test that's waiting on its result, a vaccine dose that was planned, or a visit, instead of making a new record.
- Open the exam or test and tap Scan result, open a planned vaccine dose and tap Scan the sticker, or tap Scan in the Documents of an exam, test or visit. What's read goes straight into that record.
- From anywhere else, VetVitae looks for a record the page could complete: an exam or test still waiting for its result, the planned dose of the same vaccine, or a visit on the same day. When one fits, it asks first, for example Add to an existing exam or Save as a new exam.
- The next screen shows what gets added (the day the result came back, the values, the file), what differs from what you saved, and what stays as it is. Where something differs, your saved value is kept unless you pick Use the report's.
- Tapping the values opens the result form already filled, to check them before saving.
- Tap Update to save. An exam or test is marked done, a planned dose is marked given with its sticker and next date, a visit gets its cost and notes, and the page joins the record's documents.
What if VetVitae can't tell what a page is?
A handwritten note, an invoice or a referral letter shows under To sort. Tap Sort, then attach it to something already saved (the entries closest to the date on the page come first) or make a new record from what was read. Not now keeps it waiting.
Can I finish later?
Yes. Anything you haven't saved or sorted waits in your notifications, for example 2 drafts waiting for Luna. Tap it to pick up where you left off. A scan is kept for 30 days, or until you save everything or tap Discard scan.
What if the document isn't my pet's?
When the name on the document isn't your pet's, VetVitae asks before adding anything: This says Thor. If Thor is one of your pets, Move to Thor moves the drafts there and checks them against Thor's record, and Keep on Luna leaves them where they are. Otherwise it's Add to Luna anyway or Cancel.
How many scans do I have?
With Plus, 30 scans a month that found something, from the 1st. Without Plus, 3 scans in total, which don't renew. The scan screen and the + list show how many are left. A photo nothing could be read from doesn't count.
What to know
- Scanning needs a connection, and after the 3 free scans, VetVitae Plus. Typing entries by hand is always free.
- A field that can't be read clearly stays empty. VetVitae never guesses a date, a dose or a result.
- Exam values are copied as printed and marked when they fall outside the printed reference range. VetVitae never adds a judgement about results. Ask your vet what they mean.
- The pages are sent to an AI provider only to be read, and the providers don't train on them. VetVitae keeps them, only for you, until you finish or discard the scan, for 30 days at most. The privacy policy names the providers.
- The first time you scan, VetVitae asks before sending anything. Allow sends the pages to Google or OpenAI to be read. Not now sends nothing. The answer counts for your whole account, so it asks once.
- Reading works best with the page flat, in good light, with the whole page in the frame. Up to 10 pages, photos or a PDF of up to 10 MB.
VetVitae is a record, not medical advice. Ask your vet about doses and schedules.
Questions
Can I scan from inside a form?
Yes. The vaccine, medicine, deworming, exam and test forms start with a scan row that opens the same scan. On a computer you can also drop the files on it. When you attach a report to an exam or test, VetVitae offers Fill from report, which fills the empty fields and keeps what you already typed.
Where can I start a scan?
From Scan next to Edit on your pet's page (on a computer), Scan next to the title of Vaccines, Deworming, Medicines, Visits, Exams and the timeline, Scan the result on an exam that's waiting, Scan the sticker on a vaccine that's due, Scan the box on a deworming that's due, Scan in the Documents of a record, and Scan a document in the + list. From a section, VetVitae expects that kind of record, and still checks what the pages are. From Home or Medicines, it works out the pet from the name on the page, and you can change it at the top of the review.
Does the original stay attached?
A prescription is attached to the first medicine, a report to its exam or test, a request to the first exam it asks for, and a card to the first deworming saved from it. Each vaccine dose gets its sticker, cut out of the photo. Tap the sticker on the card to adjust the crop before saving. On a computer, the sticker opens zoomed in on the page, with Adjust the crop.
The pages were split wrong. What do I do?
Tap Pages grouped wrong?, tap a page and then the document it belongs to (on a computer, drag it), and tap Read again. Only the documents that changed are read again.
Can I undo a save?
When two records or more are saved, the next screen (on a computer, a banner on your pet's page) has Undo for 10 seconds. It removes everything from that save and brings the drafts back.
What if some entries didn't save?
Each row shows Saved or Didn't save. Tap Retry on a row, or the button at the bottom to retry them all. Keep as drafts leaves the rest waiting in your notifications. Nothing already saved is undone.
Why did it say nothing could be read?
The photo was blurry, dark or cut off, or the page isn't about your pet's health. Take it again flat and in good light. It doesn't count as a scan. When the page was read but nothing on it goes in a record, Attach to something saved still adds it to an entry's documents.
What happens when my scans run out?
With Plus, the scan screen says when more come, on the 1st. Without Plus, the 3 free scans don't come back, and See plans shows what Plus adds. Either way, entries can be typed by hand as usual.
Can a carer scan?
No. Carers can see the record but not add to it. Owners and co-owners can scan, each with their own free scans or Plus.
Still stuck?
Write to contact@vetvitae.com. A person answers.
VetVitae is a record, not medical advice. Ask your vet about doses and schedules.