docs/clinic-pilot-readiness.md
Rama main · réplica de lectura del repositorio original.
# Clinic pilot readiness
Platform operators should use the
[controlled clinic pilot operations runbook](clinic-pilot-operations.md) to
qualify, validate, support, and graduate each clinic consistently.
OpenVPM is ready for a controlled, connected-mode clinic pilot. It should not
yet be sold as a universal replacement for every veterinary workflow. This
page defines the boundary so a clinic can make a clear decision before moving
live work.
## Best fit today
The strongest first pilots are companion-animal or house-call clinics that:
- can use a connected browser on a computer, phone, or iPad;
- chart one patient at a time;
- are willing to run OpenVPM alongside their current PIMS for a short
validation period;
- can name one clinic owner and one day-to-day workflow champion; and
- want scheduling, records, billing, client access, data ownership, and
optional AI in one system.
## Capability boundary
| Area | Status | What the clinic should expect |
| ------------------------------------------------------------------------------------------------------------------------------------- | ------------------------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| Clients, patients, schedule, whiteboard, records, SOAP notes, vitals, vaccines, manual labs, inventory, invoices, and manual payments | Supported now | Use in a connected browser. Core clinic-day work is tenant scoped and role controlled. |
| Phone and iPad use | Supported now while connected | Core clinic-day screens are responsive. Server-saved drafts can recover. Optional offline features require separate browser/device acceptance and trusted-device agreement. |
| Client portal and appointment requests | Supported now | Clinics review and accept appointment requests. This is not unrestricted instant booking. |
| Client card payments | Supported after setup | The clinic must complete its own Stripe Connect setup before pet-owner card payments can be enabled. |
| Data import | Supported now for reviewed CSVs | Administrators can dry-run and then import clients, patients, vaccine history, and visit notes. Imports are additive and tenant scoped. |
| Export and backup | Supported now | Clinics can export CSVs and a full JSON backup. Hosted deployments also run managed backups. |
| Hosted texting | Controlled pilot | SMS stays off until carrier registration, provider verification, consent workflow review, and an explicit clinic/location allowlist are complete. Email reminders can be used while texting is unavailable. |
| Larger or unusual migrations | Assisted pilot | Appointment, invoice, attachment, or vendor-specific history migrations need an agreed mapping, sample validation, and secure transfer plan before a full move. |
| Production multi-location rollout | Not supported | The current hosted pilot is one location. Multi-location data structures exist, but production operations have not been validated broadly enough to sell or depend on yet. |
| Optional AI | Supported with review | AI can help draft or answer questions, but clinic staff remain responsible for clinical review and final records. |
| Prepared offline charts and drafts | Optional, default-off pilot | Selected chart snapshots and existing-visit SOAP drafts can be encrypted on a trusted browser for up to 24 hours of offline authorization. Reconnect and explicitly save, review, and sign online. See the [offline acceptance runbook](testing/offline-workspace-acceptance.md). |
| Full disconnected clinic operations | Not supported | New visits, prescribing, billing, signing, lab results, attachments, and the full application are outside the prepared offline workspace. Keep an agreed downtime procedure. |
| Herd or group medicine | Not supported | Current records and billing are patient based. Herd quantities, group treatments, and production-animal workflows are not ready. |
| Direct lab, distributor, reference, or legacy-PIMS integrations | Not supported | IDEXX, Antech, Zoetis, Vetcove, Rhapsody, e-prescribing, accounting sync, and similar vendor connections are not generally available today. |
| Automated regulatory reporting | Not supported | Clinics must keep using their existing state and federal reporting process unless a specific integration has been validated. |
## Pilot launch path
1. **Confirm fit.** Agree on the clinic, location, users, devices, target
workflow, and any capability that would block adoption.
2. **Start alongside.** Keep the current PIMS as the source of truth while the
team completes guided setup and learns OpenVPM with sample data.
3. **Import a small real sample.** Dry-run a few clients and patients first,
then vaccine and visit history. Resolve every unexpected match or skipped
row before a larger import.
4. **Complete one real visit.** Book, check in, chart, record vitals, close out,
invoice or document a no-charge reason, and verify the client handoff.
5. **Validate the edges.** Confirm roles, exports, appointment requests,
payments, communications, an interrupted connection, and the clinic's
rollback path.
6. **Run a pilot week.** Use the agreed workflow for at least five clinic days.
Record friction and review it with the clinic champion each day.
7. **Make a go-live decision.** Move more work only after the clinic signs off
on record accuracy, billing, team handoffs, support coverage, and data exit.
## Migration safety rules
- Never send patient, client, financial, or credential data through a public
issue or ordinary email attachment. Email support only to arrange an approved
secure transfer method.
- Use an administrator account for imports. Start with a small representative
sample and always review the dry run before confirming.
- Use the same migration source for every related file so external owner and
patient IDs remain linked.
- Keep the source export unchanged until the migration is accepted. Store the
source file and import issue report according to the clinic's retention
policy.
- Compare source and destination counts, then spot-check active patients,
inactive patients, duplicate names, missing emails, vaccines, and dated
notes.
- Agree on a cutoff time before the final import. Record any work entered in the
old system after that time and reconcile it explicitly.
- Export an OpenVPM backup after acceptance and before expanding the rollout.
## Go-live evidence
The clinic owner and OpenVPM operator should record:
- the supported workflow and location in scope;
- the staff roles that were tested;
- import counts, issues, and sample-validation results;
- completed-visit and billing evidence using non-sensitive identifiers;
- payment, booking, email, and SMS status;
- backup/export confirmation;
- known limitations and the rollback owner; and
- the decision date and approvers.
No single green dashboard makes a clinic ready. Readiness is the combination of
working software, a validated clinic workflow, honest limits, recoverable data,
and a team that knows what to do when something goes wrong.