The need

The clinic set the requirements the system was built on:

• Keep each animal's record, its owner and its medical history in one place.
• Know which vaccinations are upcoming or overdue and remind owners.
• Manage appointments and let customers book from their phones.
• Cashier, invoices and debts, with cost, daily and monthly profit.
• Inventory that warns about low stock and near-expiry items.
• Staff shifts, salaries and deductions (owner approval), and when staff arrive and leave.
• Arabic interface, Iraqi dinar, and phone-friendly.

The solution

We built an installable web app (PWA). Each employee signs in with their own account, and access follows their role through a permission table the owner can edit. Customers get a public booking page on a separate domain that exposes nothing but booking, and new bookings reach the clinic as «pending confirmation».

Recent additions focus on daily follow-up: employees check in and out from their phone only when they are inside the clinic, with a live photo taken by the camera. Push notifications arrive for new bookings, deduction requests, due vaccinations, low stock and late staff.

Key features

• Medical records: animals and owners, visits, diagnosis and treatment, surgeries, inpatient stays with a daily rate, and a printable vaccination card.
• Vaccinations and reminders: upcoming and overdue doses, and a ready-made reminder that opens the owner's WhatsApp chat in one tap.
• Appointments and online booking: a public booking page (fixed time slots, per-slot capacity, editable working hours and days, protection against fake bookings).
• Cashier, invoices and debts: price and cost per item, discounts, partial payment, sending the invoice as text on WhatsApp, and sales and profit reports.
• Inventory: automatic stock deduction on sale, and low-stock and near-expiry alerts.
• Staff, shifts and payroll: a default shift with exceptions (day off or different shift); deductions take effect only after the owner approves.
• Attendance: a location check within a radius of the clinic (50 m by default) plus a live photo, and a monthly report against the shift (late, early leave, absence).
• Instant notifications: new booking, deduction request, vaccinations, inventory, late staff, and reminders to check in and out.

Roles and permissions

Five roles: Owner, Manager, Doctor, Reception, Accountant.

• A permission table the owner can edit per role.
• Owner only: approving deductions and editing permissions.
• An audit log of sensitive actions (sign-ins, password changes, downloads, deletions…) visible to the owner and the manager.
• Doctors see medical records, vaccinations and appointments. Reception sees animals, appointments and the cashier. The accountant sees invoices, inventory, costs, reports and salaries.
• Each employee sees their own attendance only, and cannot see other people's photos.

Outcome

• The system is live on the internet, with the public booking page on its own domain.
• 105 custom automated security checks all passed on the latest run, and the dependency audit reports no vulnerabilities.
• A protected connection: only TLS 1.2/1.3 with a valid certificate and security headers, with SPF, DMARC and DNSSEC configured.

Technologies

Current status

Built and deployed. Attendance and notifications were added recently.

• Trying attendance (camera and GPS) and notifications on staff's real devices is still in progress.
• The customer vaccination reminder is a one-tap action by staff on WhatsApp, not automatic sending.
• Built for a single clinic (not multi-clinic).

System screenshots

All names, numbers and images are fictional sample data.