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Clinical Record System Architecture (Zoho CRM)

Clinical Record System Architecture (Zoho CRM)

Designing a relational schema for veterinary records that links Owners, Pets, and Medical History in a custom CRM environment to eliminate data silos.

Database DesignZoho CRMHealthcare Logic
Zoho CRMDeluge ScriptRelational DBAutomation

Problem

Veterinary operations suffered from 'Data Fragmentation'—patient history, owner details, and billing lived in disconnected silos (paper records and disparate spreadsheets). This made history retrieval slow and prone to errors.

Solution

I engineered a Custom Relational Database within Zoho CRM, creating distinct modules for 'Patients' (Pets) linked via lookup fields to 'Guardians' (Owners) and 'Clinical Visits', enforcing referential integrity across the system.

Result

Zero data redundancy and 100% accurate patient history retrieval in under 5 seconds. Automated retention loops (vaccine reminders) increased repeat visits by 40% without manual intervention.

Relational Schema Design

Relational Schema Design

Standard sales CRMs are built for B2B flows (Lead → Deal), which fails for healthcare. We re-architected Zoho to follow a Patient-Centric model. 'Patients' (Pets) serve as the core entity, linked via strict lookup fields to 'Guardians' (Owners). This allows one owner to have multiple pets, each with distinct medical histories, without duplicating owner contact data.

We enforced 'Single Source of Truth' principles by creating a 'Clinical Visits' module. Every medical interaction is a child record of the Patient. This ensures that medical history is immutable and chronologically sorted, rather than being buried in unstructured notes or loose text fields.

To handle inventory, we integrated a consumption logic. When a medical service is logged (e.g., '5-in-1 Vaccine'), the system automatically deducts the corresponding stock from the Inventory module, linking clinical operations directly to supply chain data.

Automated Clinical Workflows

Automated Clinical Workflows

The system utilizes conditional logic triggers to handle patient retention. When a 'Visit' record is marked 'Completed' with a specific service type (e.g., 'Anti-Rabies'), the system utilizes Deluge scripts to calculate the next due date based on medical protocols.

This triggers an automated scheduler that queues SMS and Email reminders exactly 11 months later. Unlike generic blasts, these reminders are context-aware, referencing the specific pet's name and the specific vaccine due, drastically improving open rates and compliance.

We also implemented 'Safety Gates' for booking. The system checks the vet's capacity and the room availability before confirming an appointment, preventing double-booking and ensuring operational flow remains smooth during peak hours.

Operational Impact

Operational Impact

Retrieval time dropped from minutes (searching paper files) to seconds. A vet can now pull up a pet's entire life history—allergies, past surgeries, and weight logs—by simply scanning a QR code or typing the owner's name.

This 'Zero-Latency' access eliminated medication errors caused by missing history. Vets can make decisions based on complete data, not just what the owner remembers.

From a business perspective, the structured data allowed for granular reporting. We could visualize 'Churn Rate' per pet type, 'Revenue per Visit,' and 'Inventory Turnovers' in real-time, transforming the clinic from a reactive shop to a data-driven enterprise.

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