AI receptionist for veterinary practices:
appointments, emergencies and vaccination reminders
The assistant answers the phone while your team is in the consulting room or in surgery. It books appointments, sends reminders for vaccination appointments and passes emergencies straight to the practice. Outside opening hours it gives callers the details of the veterinary emergency service.
When nobody in the consulting room can take the call
A lot happens at once in a veterinary practice. A dog is being vaccinated, a cat is under anaesthetic, someone is waiting at reception with a rabbit. That is exactly when owners call for a vaccination appointment, ask about opening hours or are worried because their pet won't eat.
Among the routine calls there is sometimes a real emergency. Owners who don't get through wait and see, or turn up unannounced. On top of that come calls in the evening and at weekends, where the answering machine at best mentions the emergency service.
What the AI receptionist handles in a veterinary practice
The assistant handles appointments and admin; the veterinary assessment stays with your team.
Emergencies straight to the practice
With accidents, suspected poisoning, breathing problems or heavy bleeding, the assistant makes no assessment. It records owner, animal and callback number and passes the case to your team at once or puts the call through. Outside opening hours it names the veterinary emergency service you have provided.
Book and move appointments
Owners book, move or cancel appointments by phone, WhatsApp or website chat, for example for vaccinations, check-ups or neutering. The assistant enters them in your practice calendar.
Vaccination and appointment reminders
If the next vaccination is in your calendar as an appointment, the assistant reminds the owner in good time by SMS or WhatsApp, provided they have agreed. It does not know which vaccinations are due in your practice software, because there is no integration with it.
How the AI receptionist starts in your practice
A certified partner sets it up in about 14 days.
Define the workflows
Together you decide which calls the assistant handles itself, which requests count as emergencies and who receives them. Your practice sets the rules for emergencies.
Add knowledge and connect the calendar
The partner adds opening hours, services, emergency service details and your answers to common questions. The assistant books appointments in your connected practice calendar.
Test and go live
Before the start, your team makes test calls. After that, conversations and handovers stay traceable, and the partner adjusts answers when needed.
Features at a glance
The AI receptionist gives no veterinary advice. It makes no diagnoses, recommends no medicines or doses and does not judge whether an animal can wait. Requests that count as emergencies under your practice's rules go straight to your team. There is no integration with practice software: the assistant works with your practice calendar, call summaries arrive by email, and your team transfers appointments to the practice software where needed.
Data protection and confidentiality in a veterinary practice
On the phone, owners give their name, address and phone number and describe what is wrong with their animal. The AI receptionist processes this data solely on behalf of your practice, under a data processing agreement (DPA).
Veterinarians are expressly named in § 203 of the German Criminal Code (StGB) as professionals bound by confidentiality. External service providers may be involved as far as this is necessary for their work; the practice must then oblige them to confidentiality. Let us know if you need such an undertaking in addition to the DPA, and check the details with your data protection adviser or your veterinary chamber.
- Data stored on servers in Nuremberg, Germany (EU)
- Language models act as processors and do not store conversation threads
- Connections encrypted via HTTPS
- Multi-factor authentication (MFA) and role-based access control
- No integration with your practice software, only with the practice calendar
- ISO/IEC 27001 in preparation, not yet certified
Questions veterinary practices ask
Does the AI receptionist give veterinary advice?
No. It makes no diagnoses and recommends no medicines. It recognises an emergency by the keywords your practice defines, such as poisoning, accident or breathing problems, and passes such calls to your team at once. Outside opening hours it names the veterinary emergency service you have provided.
How do the vaccination reminders work?
If the next vaccination is entered as an appointment in your practice calendar, the assistant reminds the owner beforehand by SMS or WhatsApp, provided they have agreed. It cannot read due vaccinations from your practice software, because there is no integration with it.
Is the assistant connected to our practice software?
No. There is no integration with practice management software. The assistant books appointments in your connected practice calendar and sends call summaries by email. Your team transfers them to the practice software where needed.
Can owners still speak to a person?
Yes. Anyone who wants to talk to the practice team is put through or gets a callback. You decide during setup which requests always go to a person.
What does the AI receptionist cost for a veterinary practice?
Setup costs €1,299 once, then €399 per month on the Basic plan (500 sessions) or €599 on the Pro plan (1,000 sessions), net. A session is a call of up to 5 minutes or a chat of up to 20 messages. Phone numbers and call minutes are billed separately.
How long does setup take?
About 14 days. A certified partner adds your practice's knowledge, connects telephony and the practice calendar, and tests the workflows with your team.
Ready for more efficiency?
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