How Novatix and ANSAM Projets replaced a lengthy form with flexible submissions, delivering structured clinical summaries to Medi-Vet specialists directly in Odoo.

Context

Medi-Vet, a referral centre in Lausanne

Medi-Vet is a veterinary clinic in Lausanne, founded in 2017. It describes itself as the first veterinary clinic in French-speaking Switzerland with an emergency and hospitalisation service open 24 hours a day, seven days a week.

Its team brings together general practitioners and specialists certified by European and American colleges, covering surgery, internal medicine, cardiology, anaesthesia, dermatology, radiology, oncology, dentistry and ophthalmology.

What is a veterinary referral?

An animal's primary vet provides day-to-day care. When a case requires equipment or expertise they do not have, such as a CT scanner, specialist surgery or an oncologist's opinion, they refer it to a specialist clinic.

This handover is called a referral: the primary vet sends the records, and the specialist takes over the case. The transfer of information is crucial. The longer it takes to compile the records, the longer the case takes to reach the clinic. The longer it takes to read them, the longer the specialist needs to assess the case.

The challenge

To refer a case, primary vets had to complete a time-consuming form during an already busy day. It contained numerous sub-questions that varied according to the specialty.

Two people were losing time in this process:

• The referring vet, who had to re-enter information they already had into prescribed fields: imaging, lab results, consultation notes and records from their practice management software.
• The receiving specialist, who had to read every attachment and test result to reconstruct the case before assessing it.

Medi-Vet approached the ANSAM Group, and Novatix in particular, with a simple request: make life easier on both sides of the referral.

Our approach

Start with the business problem

At Novatix, every AI project starts with the same question:

What business problem are we solving, and what concrete value do we want to create?

For Medi-Vet, the answer shaped the project: let vets submit whatever information they have, in whatever format they have it, and let AI organise it.

Accept information as it comes

The new form takes just a few steps. The vet selects the relevant specialty, such as oncology, surgery or cardiology, then freely submits:

• Documents: imaging, lab results and reports
• Notes or an extract from their practice management software
• Free text
• Or simply a voice message: 30 seconds of dictation to describe the case

No field dictates how the case must be described. Vets save the time they previously spent re-entering information.

A structured clinical summary

From these varied inputs, AI produces a report for the specialist containing:

• A clinical summary of the case
• The animal's medical history
• Relevant test results extracted from the submitted documents

The goal is for the specialist to understand the case in one reading, without opening every attachment to piece the records together.

Fit into Odoo rather than add another tool

The form and document submission are hosted in Odoo. Each referral arrives in the clinic's Odoo workspace, bringing together the list of referred animals, the submitted documents and the AI-generated report.

Medi-Vet's teams have no additional tool to open and no data to copy from one system to another.

Bringing together complementary expertise

The project combines two areas of expertise within the ANSAM Group:

• ANSAM Projets designed the Odoo structure: the form workflow, document storage and the flow of data to the clinic's workspace.
• Novatix developed the AI layer: reading documents, transcribing voice messages and drafting the clinical summary.

AI is part of the process the teams already use.

The results in numbers

• More than 45 referrals submitted through the new platform in a month and a half.
• Form completion time reduced to one third of the previous process. Vets upload their documents or dictate a 30-second voice message without re-entering information.
• 4 out of 5 stars: the average rating vets give the time savings and features provided by the new form, based on their feedback.

What we learned

The best form is one you do not have to fill in

A detailed form reassures its designer, not the person completing it. Accepting every format, including voice, removed the need to re-enter data while retaining all the information.

AI needs to arrive where the team already works

A brilliant summary is of little use if it arrives in yet another tool. Delivering the report in Odoo, alongside the original documents, mattered as much as the quality of the summary.

Combine the Group's expertise

Without the Odoo structure, AI had no foundation to build on. Without AI, Odoo would have remained another form. Bringing the two teams together made the project possible.

Testimonials

“Referrals are the link between us and the vets in the region. With the new form, our colleagues can send us their cases in just a few minutes, even by voice message, and our specialists receive records that have already been summarised. We save time on both sides and can take on cases faster.”

Kevin Diserens, Director, Medi-Vet

“Medi-Vet needed a simple process integrated into its tools. Odoo allowed us to structure the entire workflow, and Novatix's contribution turned a form into a real assistant for the specialists.”

Aubry D'Inverno, ERP Consultant, BSD Business Solution Data

“This project shows what we aim to do with AI: start with a specific business pain point and deliver the solution in the tools teams already use. Here, AI does not replace the vet's expertise; it gives them time back.”

Baptiste Lecoeur, AI Consultant, Novatix

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