Veterinary Clinic Virtual Assistant
Veterinary front desks are some of the busiest in healthcare. Phones ring while clients wait at the counter, reminders for vaccines and wellness visits go out late, records requests from other clinics pile up, and the team is stretched thin.
A veterinary clinic virtual assistant is a dedicated remote team member who takes the administrative work off the front desk: booking and confirming appointments, reminder campaigns, records requests, client messages and reviews.
What your VA takes on
- Booking and confirmations: booking appointments by your rules, confirmations and reminders, waitlist fills.
- Reminder campaigns: vaccine, dental and wellness reminders from your patient records.
- Records requests: sending and receiving medical records with other clinics and specialists, and keeping the file complete.
- Client messages: administrative questions, prescription refill requests routed to your team, estimates already approved by the vet.
- Reviews: review requests and reply drafts.
- Admin: insurance claim paperwork for clients' pet insurers, inventory reorder lists, staff schedules.
A typical week
- Daily: phone and message queue in agreed hours, next-day confirmations.
- Monday: reminder campaign for overdue vaccines and wellness visits.
- Tuesday: records requests in and out.
- Wednesday: pet insurance claim paperwork.
- Friday: reviews, waitlist, weekly bookings snapshot.
Tools they work in
- Practice management: ezyVet, AVImark, Cornerstone, Covetrus Pulse, Shepherd
- Client communication: PetDesk, Weave, Vetstoria or your messaging tool
- Phones: your clinic line within agreed hours
The bright line
Your VA gives no veterinary advice and makes no triage decisions. Anything about symptoms, emergencies or treatment goes straight to your clinical team by the rule you set, and emergencies are directed to your emergency instructions. Prescriptions are only ever routed, never decided.
Signs it is time
- Reminder campaigns go out late or not at all.
- Records requests take days.
- The phone goes unanswered while the front desk checks clients in.
- Your team stays late to finish admin.
Veterinary software your VA works in
Practice management systems such as Covetrus Pulse, AVImark, ezyVet, Cornerstone, Shepherd and Digitail, and client communication tools such as PetDesk for reminders, appointment requests and app messages. Your VA gets their own login with the permissions you set.
Review requests and replies
After each visit, your VA sends a review request using your approved template, watches for new reviews and drafts replies for your approval, especially for unhappy clients. Clinical questions in reviews or messages always come back to your team.
What it costs
Flat monthly plans, one dedicated VA: Essentials $899/mo (20 hours a week), Executive $1,599/mo (full-time) and AI Manager $2,599/mo (full-time, AI-fluent). Worked out per hour from those published prices, that is about $10/hr, $9/hr and $15/hr all-in. Every plan includes a free shortlist of 2–3 vetted VAs in 72 hours, a $0 recruitment fee, payment only once your VA starts, month-to-month terms and a 30-day replacement. See pricing.
Single-site clinics usually start on Essentials for reminders and records; busy or multi-vet practices need a full-time Executive plan to cover phones and messages too.
Your first 30 days
- Week one: booking rules and scripts, confirmations.
- Week two: reminder campaigns.
- Week three: records requests and insurance paperwork.
- Week four: phone and message queue in agreed hours.
Related
- Virtual assistant for medical practices
- Virtual receptionist
- Virtual assistant for dental practices
- All industries we support
FAQ
Can a VA answer our clinic phone? Yes, within plan hours, using your scripts and a firm rule that clinical questions go to your team.
Do they work in ezyVet or AVImark? Yes, with the role you assign.
Can they handle prescription requests? They log and route them to your vets. They never approve or advise.
Can they process pet insurance claims? They can prepare and submit the paperwork clients need from your records.
Is this for small clinics? Yes. Many start with a part-time plan for reminders and records.
What if the fit isn't right? Tell us within 30 days and we replace your VA at no cost, carrying the documented context over so you do not start from zero.
Can a VA work in PetDesk or Covetrus? Yes. We match VAs to your systems and you set their permissions.
Can a veterinary VA handle review requests? Yes. They send requests from your template and draft replies for your approval.
Get a free VA shortlist in 72 hours.
Tell us what you need. We send 2–3 hand-picked, vetted VAs to interview. $0 recruitment fee, and you pay nothing until your VA starts. Essentials $899/mo, Executive $1,599/mo, AI Manager $2,599/mo, month-to-month.