For veterinary clinics
About VetCare Index and clinic privacy
What the portal does, where the project is going, and what clinic staff should know before signing in. You can use it on a phone or computer.
What is VetCare Index?
VetCare Index is a free, community-built project started by a Wisconsin pet owner after navigating cancer care for his dog, Cutter. It helps families find clinics, understand available price information, and prepare better questions about care. We want clinics to help keep their own practical information accurate and to tell us what would make this more useful.
Clinic availability is reported by participating clinics. Price observations drawn from submitted bills and quotes are reviewed separately; clinics cannot change those verified observations through this portal.
Where is it going?
Today, approved clinic staff can update a temporary availability light, phone number, website, booking link, and regular weekly hours. We plan to improve clinic profiles and care guidance with feedback from both clinics and pet owners. Future clinic-reported services and prices are goals, not features of this portal today. Read the broader roadmap.
Privacy at a glance
- Signing in uses a one-time email link. Requesting access does not automatically let you edit a listing; VetCare Index reviews clinic connections.
- Your access request includes your account email, role, and clinic details. Those details are reviewed privately.
- The public sees the clinic details you save, its clinic-reported status, and the status update time. It does not see the staff account or email used to post.
- Clinic status and listing tools do not require client or patient records, a connection to your practice software, or access to your phone contacts or photos.
- VetCare Index keeps an internal record of status changes and access decisions. Read the full privacy policy for details about other site submissions and third-party services.
For a device your clinic manages, follow its policy on browser shortcuts and sign-in. Adding a home-screen shortcut is optional.
Get started
- Sign in with your work email.
- Request access to your clinic page and wait for approval.
- Choose a light and wording, then tap the matching Set status button.
- Refresh the light when circumstances change or before its four-hour expiry.
Questions and answers
How do I get access to my clinic?
Open the clinic portal, enter your work email, and use the sign-in link we send. Then request access to your clinic page. VetCare Index checks your connection to the clinic before approving updates. A sign-in link alone does not give you editing access.
My sign-in link does not work. What should I do?
Each link works once and expires after 15 minutes. Return to the clinic portal and request a new one. Check your spam folder and the email address you entered. If the email does not arrive, contact support below.
What do the lights mean?
Green means your clinic is taking walk-ins now. Yellow means your clinic is open, but visitors should call ahead. Red means your clinic is closed or cannot accept patients right now. An empty circle and white box mean there is no current clinic update.
How do I change our light and its wording?
On your clinic page in the portal, choose a short wording option from the dropdown for the color you want. Tap Set green, yellow, or red status. The public search result and clinic page then show the new light, wording, and update time.
What if none of the wording choices fits?
Email VetCare Index support with your clinic name, the color, and the wording you need. The owner can review it and add an approved choice for your clinic. Staff cannot publish free-form status wording directly.
How long does a status stay visible?
Four hours. After that, the public sees an empty circle and “No current clinic update” until an approved staff member posts again. Update the light sooner whenever staffing or capacity changes. The light does not automatically follow your posted hours.
What if we are open but cannot take another patient?
Choose red and select “At capacity right now” or “Not accepting patients right now.” Red does not always mean your building is closed.
What can we edit about our listing?
Approved staff can update the phone number, website, booking link, and regular weekly hours in the portal. Open “Edit phone, links, and weekly hours,” make the changes, and save. The public clinic page shows the updated details. Ask support to review a clinic name or address correction. Holiday and temporary hours need to be confirmed with your clinic directly for now.
What if an update is wrong?
Post the correct light right away. If you cannot get into the portal or the listing has a serious error, email support. The owner can clear an incorrect live light to “No current clinic update” while it is resolved.
Can I edit another location or the verified prices?
Your account can update only clinic locations that VetCare Index has approved for you. Clinic-reported price entry is not available in this portal yet. The verified prices based on reviewed bills are managed separately.
Does this cost our clinic anything?
The clinic portal is free to use. There is no charge to request access or update your clinic status and listing details.
Do we need to install an app or use a personal phone?
No. The portal works in a browser on a clinic computer or phone. You can add a home-screen shortcut if that suits your clinic's device policy, but it is optional.
What information about our staff becomes public?
The public sees your clinic's approved listing details, current clinic-reported status and its update time. Your sign-in email and access request are not displayed on the public listing.
Do we need to share client or patient records?
No. The clinic status and listing tools do not ask for client or patient records. Please do not include patient details when requesting access or contacting support.
What if a staff member leaves?
Contact VetCare Index support to have that person's clinic editing access removed. Do not share sign-in links or email accounts between staff members.
Still need help?
Email Jake@vetcareindex.com. Include your clinic name, your work email, what you were trying to do, and any error message you saw. Please do not send patient details.