Distinguishing an updated vaccine record from a reminder sent

Two events, two lines

A reminder going out is an action the desk took. A vaccine being updated is a fact about the dog. Keep them on separate dated lines: one for the reminder sent, one for the new certificate received and verified. Mixing them makes it look like the shot happened when only the email did.

What makes a record updated

An update needs a legible dose date, the clinic or source, and the day received. A reply that says "we will come in next week" is not an update. A portal screenshot with a clear date is. Until those three parts exist, the dog's status stays as it was.

Reminder sent, record still old

On Monday the desk emails an owner about Biscuit's bordetella. The owner replies "Done, see you soon." Staff log the reply as a message, not a record change. On Wednesday a certificate arrives showing the dose given Tuesday. Only now does the vaccine line update: "bordetella given 06/10, clinic Northside, received 06/11." The Monday email stays in the email log, separate from the vaccine line.

A quick sorting check

When a notification arrives, ask three questions: Did I send the notification, or did the owner send it? Does it contain a date and source? Did I see the document itself? If any answer is no, file it as correspondence. The observable change is a vaccine line that carries a date and source, and a reminder line in the email log with the day it was sent.

Related: Dog Daycare Manager features.