CaseFolder — The Complete Patient Journey in ClinicOS

CaseFolder is the unified timeline of a patient’s entire care journey inside ClinicOS.

Written By Brendan Baker

Last updated About 7 hours ago

It consolidates every clinical, operational, diagnostic, communication, and financial event into a single, chronological view — giving your team complete context, from first visit to last.

CaseFolder replaces scattered notes, disconnected systems, and “where did that message go?” with one structured, always-accurate source of truth.

If it happened, it’s here.

What CaseFolder Contains

CaseFolder automatically collects and organizes:

1. Medical Records

  • exam notes

  • SOAP notes

  • diagnoses

  • care plans

  • treatment updates

  • surgical notes

  • rechecks & follow-ups

  • vitals trends

  • hospitalization notes

2. Diagnostics

  • lab results

  • imaging uploads

  • cytology & pathology

  • analyzer data

  • panic flags

  • technician reviews

  • DVM sign-offs

3. Medications

  • prescriptions

  • refill approvals

  • RXGuard safety events

  • dosing changes

  • CarePlan medication flows

4. E-DEA Logs (Controlled Substances)

  • controlled prescription entries

  • dispensing logs

  • witness/waste records

  • corrections

  • approval-gate verifications

5. Communications

  • MsgBoard conversations

  • MyPet App messages

  • RDVM communications

  • phone call summaries

  • client updates

6. Forms & Consents

  • signed authorizations

  • intake forms

  • surgical consents

  • medical history

  • specialty and referral documents

7. HomeDelivery & Refills

  • delivery requests

  • approval routing

  • dispense records

  • delivery status updates

8. Appointments & Scheduling

  • past visits

  • canceled visits

  • recheck scheduling

  • online booking confirmations

  • no-show tracking

9. Financial Entries

  • estimates

  • approved CarePlans

  • invoices

  • payments

  • refunds (if enabled)

  • deposits

  • reconciled transactions

Everything is automatically time-stamped, role-tagged, and linked to the appropriate visit.

How CaseFolder Works

1. Automatic Logging

Every major module in ClinicOS automatically pushes events into CaseFolder:

  • Forms

  • MsgBoard

  • CarePlan & CarePlan+

  • E-DEA Logs

  • Labs & Imaging

  • Payments

  • HomeDelivery

  • Online Booking

  • Tasks

No copying, pasting, or manual attaching.

2. Chronological Timeline

Events are displayed in the order they occurred:

  • no manual sorting

  • no lost context

  • no fragmented notes

  • everything tied to the patient

Staff can filter by:

  • visit

  • category

  • clinician

  • task type

  • clinical vs. operational

  • communications only

  • diagnostics only

3. Drill-Down Detail on Every Entry

Clicking any event reveals:

  • who performed it

  • when it happened

  • full details

  • attached files

  • linked medication or service

  • audit log

  • related discussions in MsgBoard

  • related tasks in MyTasks

CaseFolder always provides “the full picture.”

4. Role-Based Visibility

CaseFolder respects all permissions set in ControlHub:

  • DVM-only content (diagnoses, prescriptions)

  • CSR-limited visibility

  • technician-level content filters

  • admin-only compliance items

  • controlled substance record restrictions

Teams see only what they are authorized to see.

5. Visit-Level Organization

CaseFolder organizes the timeline by:

  • visit

  • type of visit (wellness, sick, surgery, urgent care)

  • provider

  • status (completed, canceled, in-progress)

Staff can jump between visits instantly.

Key Features of CaseFolder

Unified Timeline

Everything in one place — no hunting between modules.

Attachments & Media

Labs, imaging files, videos, photos, consents, documents — all embedded directly in the record.

Smart Linking

Events are cross-referenced automatically:

  • lab → visit → task → MsgBoard → plan → invoice

Task Integration

Tasks created from CaseFolder display relevant context, and completed tasks flow back into the timeline.

Communication Context

Every MsgBoard or MyPet message related to care appears inline.

Regulatory Compliance

Controlled substance events include:

  • DEA requirements

  • modifications

  • approval gate entries

  • waste log details

  • audit trails

Financial Transparency

CaseFolder includes:

  • estimate presented vs. approved

  • invoices created

  • payments collected

  • refunds (if enabled)

  • deposits linked to booking

RDVM Integration

ReferralHub entries appear in CaseFolder to keep the entire team aligned on specialty care.

Example in Action

A dog named Scout undergoes a TPLO.

  1. Pre-Op:

    • Online Booking → deposit collected

    • Pre-op form auto-sent and completed

    • MsgBoard sends updates to client

    • Lab results arrive → DVM reviews in MyTasks

  2. Surgery:

    • technician notes and vitals recorded

    • analgesia logged

    • controlled substances dispensed → auto-logged in E-DEA

  3. Post-Op:

    • discharge instructions sent

    • medications added

    • HomeDelivery request created

    • client messages questions via MyPet

  4. Follow-Up:

    • recheck appointment booked online

    • staff add additional notes

    • RXGuard logs medication safety checks

Every step, message, task, diagnostic, and approval appears in CaseFolder — the entire journey is visible.

Integrations

MsgBoard

All communication threads attach to the case’s timeline automatically.

MyTasks

Task-related clinical events return to CaseFolder with full traceability.

CarePlan & CarePlan+

Plans, meds, and pricing flow directly into CaseFolder.

E-DEA Logs

Controlled substance entries appear inside the timeline with full audit detail.

HomeDelivery

Delivery approvals, dispensing steps, and tracking appear as case entries.

Forms

Completed consents and intake forms attach to the case automatically.

Payments

Invoices, approvals, deposits, and receipts appear as financial events.

ReferralHub

RDVM submissions and updates become part of the care journey.

Online Booking

Bookings, cancellations, deposits, and confirmations are logged.

Labs & Imaging

Results land in CaseFolder with technician and DVM review steps.

Why CaseFolder Matters

For Clinics

  • eliminates fragmented records

  • improves medical consistency

  • supports compliance and audits

  • simplifies staff handoff

  • makes every visit transparent

For Teams

  • no guessing

  • no digging

  • no missing information

  • fast onboarding

  • safer clinical decisions

For Clients

  • cleaner communication

  • better continuity of care

  • fewer handoff errors

  • more trust in your team

CaseFolder is the core of ClinicOS — the place where all care meets all context.

Important Notes

⚠️ CaseFolder is a medical and legal record.

Edits, permissions, and deletions must follow clinic policy and legal requirements.

⚠️ Some entries are immutable.

Controlled substance logging, financial entries, diagnostic results, and certain forms retain permanent audit trails.

⚠️ CaseFolder does not replace medical judgment.

It provides context — not clinical decisions.

⚠️ Permissions are critical.

Ensure proper visibility configurations in ControlHub to protect PHI, DEA data, and medical decisions.