For veterinary clinics
A frightened owner should never hear a hold tone.
Vet reception is the hardest phone in any small business. Grief, panic, refill requests and a Labrador that has eaten a sock, all on one line, all at once. Your techs cannot hold a dog and a handset at the same time.
from $1,000 to build. Telephony and compute at cost, on your own accounts.
The calls you are losing
These are the ones that do not call back
- The panicking owner at eight in the evening, who calls the emergency hospital next and never comes back
- The refill request that queues behind three appointments
- The vaccination reminder nobody has time to make, and the booster that lapses because of it
Your techs are restraining animals, running appointments and answering the phone. The phone is what gives.
Refills and 'have my dog's labs come back' are a large share of your call volume and none of your revenue, and they block the calls that are.
An owner who cannot reach you out of hours goes to the emergency hospital, and you lose the client along with the case.
What it handles
Scripted for veterinary clinics
- Books appointments, vaccinations and tech visits into your practice system, against the right vet and the right appointment length
- Asks your urgency questions in your order and puts anything on your red list through to a tech or the on-call vet immediately
- Handles refill requests end to end: which animal, which medication, date of last exam, then queues it for a vet to authorize
- Answers the routine load: hours, price of a vaccination, whether you take that insurer, where to park with a nervous dog
- Calls owners for boosters, annual exams and post-op checks, which is the outbound that never gets made
Where it stops
It does not triage and it does not judge. It asks the questions you wrote and applies the rules you set. Any call where an owner mentions putting an animal to sleep goes to a person immediately, mid-sentence if that is what it takes. There are conversations a machine should not be in, and we build that rule before we build anything else.
A call, start to finish
What the caller hears, and what you get afterwards
Tuesday, 8:20pm. A cat that has not eaten for two days.
- AgentRiverside Veterinary, this is the automated line and I can reach a nurse for you. What is going on?
- CallerMy cat has not eaten in two days and now she is hiding under the bed.
- AgentThank you. Has she been drinking, and has there been any vomiting?
- CallerNo vomiting. I have not seen her drink either.
- AgentThat is on our list to escalate, so I am not going to book you an appointment and leave it there. I am paging the nurse on call now and I will stay with you until she picks up.
What the business gets
The owner reached a person, on a clinic phone, at 8:20pm. The agent did not decide what was wrong. It applied the clinic's own red list and got a human on the line inside the same call.
Sample script on a fictional business. Yours is written around your own calls.
Self-hosted
Nobody asks a vet where the recordings go. They should.
Veterinary practices are not covered by HIPAA, and that is exactly why the sector never interrogates its suppliers about call data. Your recordings contain client names, addresses, payment difficulties, insurance details and some of the most private conversations your clients will ever have with anybody.
Self-hosted means those recordings and transcripts sit on infrastructure you control. They are not held in a platform's storage, and they are not being used to improve someone else's product.
- Recordings and transcripts stay on your infrastructure
- Call content is not used to train an outside model
- An independent practice's call data does not flow into a platform that also serves the corporate group down the road
- Retention set by you, and deletion that actually deletes
- Refill requests are queued for a vet, never authorized by the agent
Prescribing rules differ by state and authorization always stays with a veterinarian. The agent takes the request and queues it. It does not approve anything, and it does not comment on an animal's condition.
See self-hosted and hosted compared row by row, including the two places hosted wins.
What it plugs into
It writes into the system you already run
Practice management
ezyVet, Cornerstone, AVImark, Provet Cloud
Online booking
Vetstoria
Messaging
SMS confirmations and refill-ready notifications
Where a system has a usable API we connect to it. Where it does not, we tell you that before you commit rather than after. How we build them.
Outbound, once inbound is settled
The calls nobody gets around to making
- Booster and annual exam reminders
- Post-operative check calls the day after
- Reactivation for animals not seen in eighteen months
Outbound calling is regulated in most places. We build the consent rules and the calling windows to your jurisdiction before it dials anyone.
Start with the audit
Find out what your phone is actually losing
Send us a month of call data. We will tell you what rang out, what it is plausibly worth, and whether this is worth building for you.
Questions from veterinary clinics
Will it handle an emergency correctly?
It does not decide what an emergency is. You write the list of words and situations that mean 'get a human now', and it follows the list, pages whoever is on call, and stays with the owner until somebody picks up.
What about end of life calls?
Those never go to a machine. Any mention of putting an animal to sleep triggers an immediate handover to a person. We build that rule first and we test it first.
Can it book into our practice system?
It books against the right vet and the right appointment length, and it writes the call summary back to the client record. Where a system has no usable API we work with your supplier first, and we tell you if the answer is no before you commit.
What does self-hosted mean in practice?
The agent runs on infrastructure you control, which for most businesses is a cloud account in your own name rather than a server in your building. The call audio, the transcripts and the customer details sit on your systems rather than on a platform vendor's, so you can audit where everything is and delete it yourself.
What does it cost?
from $1,000 to build and deploy. That is the build: scripting, integration, deployment and testing on your infrastructure. After that you pay your telephony and compute providers directly on your own accounts, so there is no per-minute margin sitting between you and your own phone line. We show you what a month costs at your call volume before you commit.
Will it replace our receptionist?
That is not usually what happens or what we would suggest. It runs as overflow, taking the calls that would otherwise ring out: after hours, during the rush, and when everyone is already on the phone. The people who answer today keep answering, with fewer interruptions and a shorter callback list.
Not quite your line of work?
The build is the same. The scripts and the rules about what it must never say are not.
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Stop losing the call to whoever answers first
It runs beside your existing phone system first, so nothing changes for the callers you already reach. You switch more of the line over when the transcripts convince you.