In most equine practices the images and the medical record live in two places. A radiograph is taken in the field or the clinic, read in an imaging application, and then described from memory in a note typed somewhere else. The study is filed, the report is signed, and the horse's chart ends up carrying a sentence about the images rather than the images.
An equine imaging workflow is the whole path a study takes: the request, the acquisition, the interpretation, and the point at which the result sits on the patient record where someone can act on it. StableTrack, the Asteris practice management system for equine veterinarians, connects that path to Keystone PACS, so the request starts on the horse's profile and the signed report comes back to the same profile without anyone exporting or attaching anything.
Key facts
- StableTrack is the only cloud-native, AI-first practice management system built exclusively for equine veterinarians. It is an Asteris product.
- Imaging requests for radiography, ultrasound, MRI and CT are raised from a horse's profile and pushed to the Keystone PACS modality worklist, so patient and study details are already on the modality before the first exposure.
- Finalised Keystone reports and image thumbnails ingest onto the horse's chart automatically, usually within minutes of sign-off, and studies open in the Keystone Omni viewer from the profile.
- StableTrack runs in any modern browser on desktop, tablet and phone, has a companion iOS app, and works offline on desktop and mobile, syncing when a connection returns.
- Barn Operations applies one service entry to every horse selected at a facility and generates one invoice per owner.
What StableTrack is
A practice management system built for equine work rather than adapted from small-animal software. It replaces the mix of paper charts, generic practice software and spreadsheets most equine practices run on, and it brings scheduling, horse records, clinical documentation, pharmacy, inventory, invoicing and multi-horse barn services into one application.
The difference shows first in the data model. Height is recorded in hands. Gender is mare, gelding, colt, filly or stallion. A horse can have several owners, each with an ownership percentage, including co-owners held at zero percent who stay on the record and are left out of billing. Trainer is its own record. Barn is a location you can filter by. Coggins status, discipline, insurance carrier and policy, microchip and premises identification each have a field rather than a line in a notes box. None of this is exotic to an equine practice; it is simply absent from software designed around one dog and one owner. The guide to choosing equine practice management software on stabletrack.ai sets out what to check beyond the data model.
How imaging reaches the horse's record
The Keystone integration is configured once under Settings and then stays out of the way.
The veterinarian raises an imaging request from the horse profile. StableTrack pushes it to the modality worklist in Keystone PACS, which means the technician selects the horse on the modality rather than typing its details in again. That one step removes the most common cause of mismatched studies, a horse entered slightly differently in two systems.
When the study has been read and the report signed off, the finalised report and image thumbnails ingest onto the horse's chart, usually within minutes. Nothing is exported, attached or filed by hand. The study opens in the Keystone Omni viewer directly from the profile, so a lameness case reviewed in the truck at the next barn is one click from the record rather than a separate login.
The same applies at discharge. Imaging acquired during an admission attaches to the discharge summary automatically, so the document the owner receives reflects the diagnostic work that was actually done.
What the AI assistant does, and what it does not
An assistant sits on every screen and takes voice or text. Veterinarians use it to book appointments, create invoices, add horses and draft clinical documentation.
Documentation is the clearest example. The veterinarian dictates the visit, the assistant drafts a structured SOAP note, and the veterinarian reviews and edits that draft before it is saved. Discharge summaries work the same way: the assistant collates every clinical record since the last discharge into a formatted draft, and the veterinarian reviews it before it goes to the owner.
Four exam templates ship with the product and turn a note into a guided form: pre-purchase examination, with body condition scored on the Henneke 1 to 9 scale; dental examination; lameness evaluation; and general wellness. System templates are read-only and can be cloned, and practices build their own under Settings.
The boundary does not move. The assistant does not diagnose, does not recommend treatment and does not make clinical decisions. It carries the administrative work. Clinical judgment stays with the veterinarian.
How a full barn visit gets billed
This is the question equine practices ask first, usually as some version of how a spring vaccination run at a forty-horse facility gets invoiced without a week of data entry afterwards.
Barn Operations handles it in one pass. Select the barn, which filters the horse list to that location. Select horses from a roster showing name, breed and owners. Add services from the practice's pricing catalogue with unit prices already filled in, enter the visit details once, and read the summary, which states exactly how many invoices will be created before anything is applied. One action then generates one invoice per horse per owner, with multi-owner horses split correctly and tax calculated on each invoice.
Because charges populate from the clinical record, the administrative work of the visit is finished when the visit is.
What else is in StableTrack
Schedule. A calendar column per provider, with barn visit and clinic appointment types built in, and booking at barn and owner level.
Horse records. Hands, equine gender terms, multi-owner and trainer, barn, discipline, Coggins status, insurance, alerts and a patient files section.
Clinical records. SOAP notes, labs and diagnostics, medications, procedures, vaccinations, visit notes, client communication, problem list and recall reminders.
Treatment sheets. A hospital board with stall occupancy, day-by-day treatment orders, timestamped administration records and automatic invoicing of a stay.
Inventory. Stock tracked across the in-house pharmacy, vet trucks and other locations, with transfers, low-stock alerts and per-location reporting. A dispense in the field deducts from the veterinarian's assigned truck by default.
Controlled substances. A DEA logbook inside inventory, with lot-level balances, automatic ledger entries on dispensing, witness sign-off and reconciliation.
Pharmacy. Take-home prescriptions created, dispensed, refilled and labelled, with a triage queue for owner-initiated refill requests.
Invoicing. Sequential invoice numbering, client statements, bulk payments, discounts and account credits, third-party billing, and card and ACH collection.
Reports. Live financial reporting including accounts receivable ageing and production by provider, plus appointment, clinical and inventory reports, exportable to Excel and PDF.
Reminders. Automatic email care reminders with per-barn due lists, and SMS appointment reminders.
Platform. Any modern browser on desktop, tablet or phone, a companion iOS app, and offline working on desktop and mobile.
Integrations. Keystone PACS, Stripe, QuickBooks Online and SMS.
Frequently asked questions
Does StableTrack work without an internet connection?
Yes, on desktop and mobile. Charts can be browsed, SOAP notes created, appointments booked and cash or cheque payments recorded without a connection, and everything syncs when connectivity returns. Offline mode is installed per device from Settings, which matters for practices covering areas with unreliable signal.
Is the AI making clinical decisions?
No. Every AI-drafted SOAP note and discharge summary is presented in full for the veterinarian to review and edit before it is saved or sent. The assistant does not diagnose, does not recommend treatment and does not make clinical decisions.
How does StableTrack handle a horse with more than one owner?
Each owner is on the record with their own contact details and ownership percentage, including co-owners at zero percent who remain on the record but are excluded from billing. A single service entry on a two-owner horse produces two invoices, each to the right person, with tax calculated on each.
What is the difference between equine and small-animal practice software?
The data model. Small-animal software records height in centimetres, gender as male or female, and one owner per patient. Equine practice needs hands, needs mare, gelding, colt, filly and stallion, needs trainer and barn as real records, and needs to bill a syndicate correctly. StableTrack was built on those requirements.
Can imaging be viewed inside StableTrack?
Requests are raised from the horse profile and pushed to the Keystone PACS modality worklist. Finalised reports and image thumbnails ingest onto the chart within minutes of sign-off, and studies open in the Keystone Omni viewer from the profile. Imaging acquired during an admission attaches to the discharge summary automatically.
See it on your own workflow
Book a 20-minute demo and we will walk through a barn visit, a SOAP note and an imaging request on your practice's terms. More detail is at stabletrack.ai.