Smarter Week

How to automate it

How to automate “answer the phone: bookings, prices, refills and worried owners”

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

150 min
typically, every day
50%
of the time can be automated
Some setup
to set up

Fix 1 of 2

Software featureBest fix

Let a veterinary AI receptionist take the routine calls

Vet-specific AI phone agents answer around the clock, book into your PIMS, take refill requests and answer common questions, and pass emergencies and worried owners straight to staff.

Typically saves about 40% of the time3 h to set up
  1. 1Pull a week of call reasons from your phone system.
  2. 2Trial an AI receptionist built for vet clinics that connects to your PIMS (for example PetDesk's AI tools, VetRec AI Receptionist or Dodo).
  3. 3Set clear emergency rules: anything urgent transfers to a person immediately.
  4. 4Listen to a sample of calls weekly and fix wrong answers.

Tools: PetDesk Phones · VetRec AI Receptionist · Dodo

Fix 2 of 2

Software feature

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)

Quick wins

Have you tried…

Has your clinic tried an AI receptionist built for vet clinics?
A vet AI phone agent books appointments into your system, takes refill requests and answers simple questions, and transfers emergencies to a person straight away.

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