Replace the patchwork with a real system. One platform connecting medical records, inventory, ordering, and approvals across every branch, designed around how Jakarta Vet actually operates.
Challenge
The brief was operational, not technical. Build a system that fixes the way the clinic actually works, not a system that forces the clinic to work around new software.
The harder version of the problem was multi-branch coordination. Each branch had its own way of doing things, its own habits, its own informal workflows. The system had to bring them onto one platform without breaking what was already working at the branch level. Standardize the operations, not flatten them.
Centralizing the medical records was the foundation. Pet owners often visit different Jakarta Vet branches depending on convenience, which meant records had to follow the pet, not the branch. Any vet at any branch needed to see the full history immediately, without phone calls between locations or chasing down paper files.
Then there was the WhatsApp problem. Supply orders were happening through chat messages between branches and the main office, with no audit trail, no approval workflow, and frequent delays. The system needed to handle ordering, approvals, and stock tracking in one structured flow, replacing the chat-based workarounds entirely.
And finally, Jakarta Vet wanted to extend the system outward to pet owners themselves. They wanted owners to access their pets' medical history directly, without having to call the clinic for routine information. The platform had to serve internal operations and external transparency at the same time, on the same backbone.
What we built
The platform replaces the patchwork of paper, spreadsheets, and chat with one connected system. Internal operations and external access run on the same backbone, with branches working off shared data rather than maintaining their own copies of everything.
Centralized medical records. Patient records were consolidated into one integrated system, giving veterinarians instant access to accurate information across every branch. No more chasing down history from another location.
Automated inventory management. Real-time stock tracking replaced manual logs. Medication usage, supply levels, and reorder triggers are now visible across branches, with no spreadsheet maintenance required.
Digital supply ordering. Supply ordering moved off chat-based workarounds and onto a structured digital platform. Orders flow through proper approval workflows, with a clear audit trail.
Digital approval system. Approvals that used to happen by phone or chat now move through the system, speeding up coordination and giving management oversight without micromanagement.
Patient dashboard for pet owners. Pet owners can now access their pets' medical records anytime through a dedicated dashboard. Treatment history, vaccinations, and visit records are all available without calling the clinic.
Branch and queue management. A clinic-facing system handles branch operations and queueing, replacing the manual coordination that used to slow down the front desk.
Each branch keeps its own front desk, its own staff, its own daily rhythm. But the records, the inventory, the orders, and the approvals all run on shared infrastructure. From a patient's perspective, it stops mattering which branch they visit. From management's perspective, the clinic finally operates as one network instead of as several smaller clinics that happen to share a name.
Outcome
Six months in, the impact is operational. Coordination across branches runs on shared data. Workflows are more structured. Patient information is accessible to whoever needs it, when they need it.
Stock and ordering run on a system, not on messages. Stock management is now accurate and reliable. Ordering processes are faster and less error-prone. The WhatsApp ordering workflow is gone.
Pet owners now have direct access. The patient dashboard gives Jakarta Vet's clients transparency they didn't have before. They can see their pets' records anytime, anywhere.
A platform that supports consistent care across branches. Every branch now operates from the same patient records, the same inventory data, and the same approval workflows. Vets at different locations see the same information about the same animal.