Vaccine and wellness reminders go out as postcards nobody reads
The rabies booster is due. The postcard goes out, the client means to call, and three months later the pet is overdue and the clinic has a gap on a Tuesday.
Veterinary clinicsCRM and follow-up
Vaccines on time, dental estimates followed up, rechecks booked.
New-client calls, website forms and referrals land on one client record, with each pet under it. The vaccine reminder, the estimate follow-up and the recheck text go out from there.
Where it goes wrong today.
Dental estimates do not get accepted
The doctor recommends a dental cleaning and the client takes the estimate home. Nobody follows up, and the estimate sits until the next annual visit.
New-client calls land during check-in
The lobby has a nervous dog and a cat carrier, and the phone rings. The new puppy owner leaves a voicemail and then calls the clinic across town, which picked up.
How it works for veterinary clinics.
One client record, every pet under it
A call, a new-client form, a referral from another clinic or a booking taken by the AI phone agent creates the record. Each pet has its own due dates and estimates under the owner, so one text can cover the household.
Stages for new clients, estimates and rechecks
New inquiry, first visit scheduled, estimate presented, estimate accepted, recheck due, overdue. The client service team works the front end; the technician sees whose rechecks have not been booked.
Reminders from the record, by text
The vaccine reminder with two openings, the dental estimate check-in, the recheck booking text, the medication refill reminder and the review request all send from the client record. Replies come back to the person who owns it. See email & SMS.
Illustrative example
What a day looks like.
- Monday, 7:45 a.m.A weekend voicemail from a new puppy owner is already a record with a summary. The receptionist calls and books the first puppy visit.
- Tuesday, 11:00 a.m.Pets due for boosters next month get a text to their owners with two openings each. Replies land on each client’s record.
- Wednesday, 1:30 p.m.Dental estimates presented last month with no appointment get a short check-in text from the clinic.
- Thursday, 9:00 a.m.A recheck ordered after a skin visit has no appointment. The record flags it and the technician sends two times.
- Friday, 5:00 p.m.Clients whose pets were seen this week get a thank-you and a review request.
An illustrative example of how the system runs, not a measured result.
More for veterinary clinics.
Veterinary clinicsThe whole system for this work: pages, phones, follow-up and reviews.AI phone agentAppointment calls answered while the team is in the exam rooms.WebsitesA page for every service, every “my dog is…”, and the new-client visit.ReviewsReview requests that go to the pet owner after the wellness visit, and hold off when the visit was hard.
Questions veterinary clinics ask
Does this replace our practice management system?
No. Medical records, inventory and invoicing stay in your PIMS. Ottimo holds the inquiry, the follow-up and the next step, and books into the calendar you connect. Tell us the system you run and we will confirm the handoff.
Can one text cover a household with several pets?
Yes. The pets sit under one client record, so a reminder can name each pet that is due instead of sending three messages to the same phone.
Will the automated reply answer medical questions?
No. It handles hours, openings, forms and directions from your approved list. A question about symptoms, dosing or whether something is an emergency is handed to a person right away.