Smarter Week

How to automate it

How to automate “book, confirm and move appointments”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today.

60 min
typically, every day
65%
of the time can be automated
Some setup
to set up

Fix 1 of 2

Software featureBest fix

Let owners book online into your real schedule

Online booking that reads your PIMS schedule lets owners book wellness visits, vaccines and some sick visits any time, with your rules for which slots they can take.

Typically saves about 40% of the time2 h to set up
  1. 1Turn on online booking (Vetstoria, PetDesk or your PIMS's own booking).
  2. 2Choose which appointment types and doctors can be booked online.
  3. 3Add the link to your website, Google Business Profile, reminders and voicemail.
  4. 4Keep a few slots for same-day sick visits booked by staff.

Tools: Vetstoria · PetDesk · Your practice management system (ezyVet, Cornerstone, AVImark, Covetrus Pulse, Shepherd, Digitail, Vetspire, Instinct or similar)

Fix 2 of 2

Automation

Send vaccine, wellness and appointment reminders automatically

Automatic reminders by text, email and app for due vaccines, wellness exams and appointments, with a booking link and confirm-by-reply, replace most reminder calls.

Typically saves about 70% of the time1 h to set up
  1. 1Turn on automated reminders in your client communication tool (PetDesk, Vetstoria, Weave, Otto or your PIMS client app).
  2. 2Set the sequence: due date, 2 weeks overdue, 6 weeks overdue.
  3. 3Include an online booking link in every reminder.
  4. 4Call only the short list of owners who do not respond.

Tools: PetDesk, Vetstoria, Weave, Otto or your PIMS client app · Your practice management system (ezyVet, Cornerstone, AVImark, Covetrus Pulse, Shepherd, Digitail, Vetspire, Instinct or similar)

Quick wins

Have you tried…

Do vaccine and wellness reminders go out automatically with a link to book?
Tools like PetDesk or Vetstoria send reminders by text, email and app and let owners book online. Staff only call the few who do not reply.

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Vet receptionist / client service

HourLeak · the 8-minute work audit

How many hours does this cost you?

The free 8-minute check works out where your week goes and gives you your top fixes. The team scan does the same for everyone and adds it up, so you know which leaks to fix first.

Take the free check Scan my team, $49

Answers are anonymous. Leaders only see team totals.

Other common tasks for Vet receptionists / client service