A failing vet portal became a case management system
Pet Cancer Care Consulting, which works with veterinary clinics on pet cancer cases, moved its clinic portal off an unsupported WordPress plugin and onto SuiteDash, with clinic onboarding, case requests, care-plan templates, and recurring billing in one system.
Clinic requests become cases built from the practice's own care plans and protocols, and each case moves through its phases with tasks, emails, and invoices triggered along the way.
A consulting practice that partners with veterinary clinics on pet cancer care. Clinics register for a portal account, submit case requests for their patients, and pay through subscriptions or retainers.
- The vet portal ran on a WordPress plugin that was no longer supported and had started to fail.
- Clinic registration, approval, and case requests all depended on that plugin, so every failure put new work at risk.
- The practice wanted to grow its team without losing its care standards, and needed recurring billing that fit how clinics pay.
What we did
- 1Map the existing portal
We reviewed the practice's workflow descriptions, forms, emails, and documents, walked through the existing portal, and mapped each process. Every feature was checked against SuiteDash before the build started, so there were no surprises later.
- 2Rebuild the portal and case system
A guided registration and approval flow for clinics, with sign-up and portal login built into the practice's website. A vet portal where clinics submit case requests. Approved requests become cases (SuiteDash projects) created from reusable care-plan templates and assigned to team members, with roles for each kind of user.
- 3Automate, bill, and hand off
Automated emails at each step, invoices triggered as cases progress, and recurring subscriptions and retainers paid by card on file or ACH. Calendly stayed in place for booking. Then hands-on training over Zoom, system documentation, and 10 days of follow-up support.
More from this engagement
Registration and onboarding guide each clinic through the steps, and the team is notified only when an approval is needed.
An approved request turns into a case with its full task list from the matching care-plan template, already assigned to the right team member.
Templates and phase-based automations mean every case follows the same protocol, whoever on the team is handling it.
Invoices go out as cases reach the right phase, and subscriptions and retainers renew on their own by card or ACH.
Under the hood
Before the build, the practice had already designed a portal that worked for its clinics, on top of a WordPress plugin. When the plugin lost support and began to fail, that design became the blueprint: rebuild the same experience on a platform that is maintained, then improve on it.
On the clinic side, a vet registers from the practice's website, moves through a guided onboarding, and logs in to the portal from the same site once approved. From the portal, clinics submit case requests and follow their cases, and automated emails keep them updated without anyone on the team writing them.
On the team side, each user has a role that controls what they see and do. Approving a request creates a case from the care-plan template that fits it, with tasks assigned and automated actions as the case moves through its phases. Case progress can trigger invoices, and recurring subscriptions, retainers, and accumulating charges are handled in the same system.
After hand-off, the team was trained hands-on over Zoom, with system documentation to work from and 10 days of support as clinics came through the new portal. The biggest shift was that the portal stopped being a risk: adding a team member now means assigning a role, and adding a new protocol means adding a template.
What changed
The portal stopped being something the practice had to worry about. Clinics register and submit cases the same way every time, each case follows a proven care plan, and billing keeps up with the work without anyone tracking it by hand.
Let's talk about what you're trying to change.
Tell us where your client work gets stuck. In a short call we'll map it to a SuiteDash build and tell you honestly whether it's a fit.
- Where clients and documents get stuck today
- What a first version of your portal would include
- A realistic timeline and price