More tail wags. Less phone tag.
Veterinary clinics are drowning in inbound phone calls, Rx refill requests, vaccine reminders, and boarding/grooming bookings. Our veterinary virtual assistants handle client phone calls with warmth, manage Rx refill outreach with online pharmacies (Chewy, Vetsource, Covetrus), send vaccine and wellness reminders, schedule boarding and grooming, and run reactivation outreach for lapsed clients. Trained on Cornerstone, AVImark, ezyVet, and Cornerstone Cloud.
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Veterinary Virtual Assistant
A veterinary virtual assistant is a dedicated remote staff member who runs the daily admin workload of a veterinary clinic — scheduling wellness exams, sick visits, surgeries, dental cleanings, and recheck appointments inside Cornerstone, AVImark, ezyVet, Cornerstone Cloud, or IDEXX Neo. They handle inbound client phone calls with warmth, route portal and SMS messages, manage Rx refill outreach, and run vaccine and wellness reminders.
They speak the language of veterinary medicine — wellness plans, dental grades, vaccine cores, heartworm prevention, in-house pharmacy vs Chewy — and they keep the schedule full.
A veterinary virtual assistant is the always-on administrative backbone of a veterinary clinic, freeing the DVM and tech team to focus on the patient in the room.
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Client Service Representative
A veterinary client service representative answers inbound client phone calls with the warmth pet families expect, books wellness and sick appointments in the right slot length, manages the cancellation waitlist, handles new client intake, and triages calls for emergencies vs routine.
For a busy veterinary clinic that fields hundreds of calls a day from anxious pet parents, this role cuts hold times to under 60 seconds, recovers same-day cancellations, and lifts the clinic's online reputation — the single biggest driver of new client flow.
A veterinary client service representative is a full-time, dedicated remote staff member who runs the phones of a veterinary clinic at a fraction of the cost of an in-house hire.
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Rx Refill Coordinator
A veterinary Rx refill coordinator manages the daily flood of prescription refill requests for parasiticides, NSAIDs, antibiotics, behavioral medications, and chronic disease meds. They check the EHR for active prescriptions, last exam date, last labs, and refill protocols, then route to the DVM for one-click approval — or schedule the patient for a needed exam if they're overdue.
They also handle the constant stream of online pharmacy verification requests from Chewy, Vetsource, Covetrus, and 1-800-PetMeds.
A veterinary Rx refill coordinator is a remote staff member who keeps the refill inbox at zero, prevents medication gaps for pets on chronic care, and protects in-clinic pharmacy revenue when in-clinic fills are appropriate.
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Vaccine & Wellness Reminder Coordinator
A veterinary vaccine and wellness reminder coordinator runs proactive recall to bring every patient back for their AAHA-recommended vaccines and annual wellness exam — DHPP, rabies, lepto, bordetella, FVRCP, and feline leukemia, plus heartworm and fecal screening. They text, call, and email pet parents, document every attempt in the EHR, and rebook missed visits.
For a veterinary clinic, vaccine compliance drives both clinical health and clinic revenue.
A veterinary vaccine and wellness reminder coordinator is a remote staff member who can lift vaccine compliance by 25–35% in 90 days, with downstream gains in wellness visit revenue and parasiticide sales.
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Boarding & Grooming Scheduler
A veterinary boarding and grooming scheduler manages the boarding kennel and grooming calendar — confirming vaccine status before booking, scheduling drop-off and pick-up windows, processing deposits, sending pre-stay instructions to the pet parent, and managing the upsell of add-ons (extra walks, baths, exams during stay).
For clinics with a serious boarding or grooming program, this is a high-margin ancillary revenue line that fills off-peak schedule capacity.
A veterinary boarding and grooming scheduler is a remote staff member who keeps the boarding kennel and grooming calendar full, drives add-on revenue, and protects the pre-stay vaccine compliance check that prevents kennel cough outbreaks.
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Online Pharmacy Coordinator (Chewy/Vetsource)
A veterinary online pharmacy coordinator manages the steady stream of online pharmacy approval requests from Chewy, Vetsource, Covetrus, and 1-800-PetMeds. They verify the patient's exam status, last labs (heartworm test for Heartgard refill, etc.), and DVM approval criteria, recommend in-house pharmacy fills when clinically and financially appropriate, and route the approval back to the online pharmacy.
For veterinary clinics, this role protects in-house pharmacy revenue and ensures every online fill is clinically appropriate.
A veterinary online pharmacy coordinator is a remote staff member who manages the Chewy/Vetsource workflow with discipline and recaptures pharmacy revenue when in-house fills are the right call.
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Client Reactivation Specialist
A veterinary client reactivation specialist runs proactive outreach to bring lapsed clients back — pet parents who haven't visited in 12+ months, dormant patients overdue on annual wellness, and clients who completed a treatment plan and dropped off. They text, call, and email with the practice's voice, document every attempt in the EHR, and rebook missed visits.
For a veterinary clinic, reactivation is the highest-leverage outreach in the entire client base.
A veterinary client reactivation specialist is a remote staff member who can lift reactivated visit volume by 30–40% in 90 days, with a direct lift in monthly revenue.
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Insurance / Wellness Plan Coordinator
A veterinary insurance and wellness plan coordinator manages the practice's pet insurance support (Trupanion, Healthy Paws, Embrace, Nationwide, ASPCA) and in-clinic wellness plan program. They help pet parents file insurance claims, walk new clients through the in-clinic wellness plan, process monthly billing, and run renewal outreach.
For clinics with serious wellness plan or insurance programs, this is a recurring revenue line that smooths cash flow and lifts client retention.
A veterinary insurance and wellness plan coordinator is a remote staff member who turns insurance and wellness plans into a recurring revenue stream and removes cost as a barrier to recommended care.
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Billing Support Specialist
A veterinary billing support specialist handles the visit-by-visit billing workflow that defines a veterinary clinic — invoicing every service and product accurately, processing payment plans (Scratchpay, CareCredit, in-house), running end-of-day reconciliation, and chasing past-due balances with the warmth pet families need.
For veterinary clinics, accurate invoicing and clean accounts receivable are the difference between profitable and stressed.
A veterinary billing support specialist is a remote staff member who protects the practice's revenue cycle with accurate invoicing, payment processing, and accounts receivable follow-up.
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Front Desk / Reception
A veterinary virtual front desk runs the inbound phone, voicemail, and online booking traffic of a veterinary clinic, books wellness exams, sick visits, surgeries, and boarding stays, manages the cancellation waitlist, and handles new client intake including patient registration, vaccine history, and prior records.
For a busy veterinary clinic, this role cuts hold times to under 60 seconds, recovers same-day cancellations, and lifts the clinic's online reputation — the single biggest driver of new client flow.
A veterinary virtual front desk is a full-time, dedicated remote receptionist who runs the phones and schedule of a veterinary clinic at a fraction of the cost of an in-house hire.
What does a virtual assistant do for a veterinary clinic?
A veterinary virtual assistant answers inbound client phone calls, manages Rx refill requests through Chewy/Vetsource/Covetrus, sends vaccine and wellness reminders, schedules boarding and grooming, and runs reactivation outreach — all inside Cornerstone, AVImark, or ezyVet.
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