Vaccination reminders, booking and pet records for vet clinics

The phone rings mid-consult, and the caller wants to know when the dog's booster is due. We build vet clinics a system that keeps each pet's vaccinations and treatments on file and messages the owner when the next one comes up.

Book a free audit How our WhatsApp booking works

Parkside VetsWhatsApp

Hi Sarah, Biscuit's yearly booster is due next week. Pepper's flea and worm treatment is due the same week. Book them both into one visit?

Tue 16:20Thu 09:40Other times

10:05

Thu 09:4010:31

Booked: Biscuit and Pepper with Dr Patel, Thursday at 09:40. Please bring Biscuit's vaccination card.10:31

What can AI do for a vet clinic?

AI can keep a record of each pet's vaccinations, flea and worm treatments and weight, and message the owner when the next one is due, with times they book in one tap. It answers routine questions at night and at weekends, and it sends owners with an urgent problem to your emergency number.

Your vets set each pet's schedule. We build the part that follows it: the reminders, the bookings, the second message to the owner who didn't reply. The assistant doesn't diagnose, and it can't change a treatment plan.

Under it sits a pet and owner record we build around your clinic. A household with two dogs and a cat has one owner, three pets and one message when they all fall due in the same month.

Clinic assistantOwner's chat

Who's due a booster in November?08:12

38 pets are due in November. 27 are booked. These owners haven't answered their reminder:

Tom ReedMiso, cat
Ana SilvaRolo and Fudge, dogs
Jas KaurBean, rabbit

Send them a second reminder?

SendEdit first

08:12

Send08:14

Second reminder sent to 3 owners

What we build for vet clinics

Booster reminders for every pet

The reminder goes out on the date your vet set at the last visit, two weeks ahead, with free times attached. An owner who doesn't answer gets one more message. After that, the pet goes on your overdue list for the front desk to call.

Each reminder carries a button for a pet that has died. One tap stops every message about that pet, and your team sees a note before anyone rings the owner. The reminders run on a schedule, like the ones we set up in our workflow automation.

Parkside VetsSMS

Hi Tom, Miso's yearly booster is due on the 14th. Reply with a time or tap a button.

BookDone elsewhereMiso has died

11:00

Miso has died13:22

We're so sorry, Tom. We won't send any more reminders about Miso.13:22

Reminders stopped for Miso. Note added for the team.

When the phone rings mid-consult

A missed call gets a WhatsApp or text within a minute, with a link to book or a question about what the owner needs. If you want, an AI assistant answers the call when the front desk is busy, books the visit and sends you a short summary.

Calls about a sick or injured animal go to your team or your emergency number first. We set the assistant up on a proven voice platform and connect it to your diary through our AI integration work. It tells callers they're speaking to an assistant.

Clinic assistantOwner's chat

Call answered at 13:05:

CallerAna Silva
PetFudge, dog
WantedBooster and a nail clip
BookedThursday 16:40, Dr Osei

She asked what a dental clean costs. Passed to you.

Call her backSend the price

13:08

Send the price13:20

Dental price sent to Ana Silva

Flea, worm and repeat medication

Flea and worm products come in weight bands, so the reminder shows the pet's last recorded weight and asks the owner to book a weigh-in if it's old. Monthly and three-monthly products each get their own date.

An owner asks for more of the dog's tablets by message. The request goes to the vet who looks after that pet, and nothing gets dispensed until a vet approves it. Your clinic writes the rules for who sees which request, and we run them as decision automation.

Parkside VetsWhatsApp

Can I get more of Rex's joint tablets? Down to the last few09:15

I've sent the request to Dr Patel, who saw Rex in May. You'll get a message once she's checked it.09:15

Repeat request waiting for Dr Patel

Dr Patel has approved Rex's tablets. They're ready to collect from 14:00.

Collect todayCollect tomorrow

12:48

Messages after you've closed

At 23:10 an owner writes that the cat has been sick twice. The assistant doesn't guess at what's wrong. It gives the owner your out-of-hours number first, then offers the first appointment in the morning.

Routine messages, such as "can I move Saturday's nail clip", get answered and booked on the spot. The assistant replies in the language the owner writes in, and you read every conversation in your own. Anything the assistant can't settle waits in a morning list for your team. An AI employee handles that night shift and logs each step.

Parkside VetsWebsite chat

Luna's been sick twice tonight and won't eat23:10

I can't advise on symptoms. If you're worried about Luna tonight, call our out-of-hours vet now.

Call out-of-hours

23:10

Dr Osei has 08:30 free tomorrow if you want Luna seen.

Book 08:30Other times

23:10

Book 08:3023:12

Booked: Luna, Dr Osei, 08:30. Flagged for the morning team.

One file per household

The owner sits at the top of the file, with each pet underneath: species, breed, birth date, weights over time, vaccinations, treatments and the notes your team keeps, such as "hides in the carrier, give her a minute".

Before a consult, the vet asks for the pet in a staff chat and gets the summary back in seconds. We've built records that live inside Telegram before, such as this CRM in Telegram.

Clinic assistantTelegram, staff chat

Pepper, 10:4010:32

Pepper, cat, 6 years, owner Sarah Lewis.

Weight4.1 kg in March, 4.4 kg in July
DueFlea and worm treatment
NoteHides in the carrier, give her a minute

10:32

Owners who've gone quiet

A dog came in every year and hasn't been seen for eighteen months. Each Monday you get the list of pets whose owners stopped answering, with a short message ready to send from the clinic.

You decide who gets it and what it says. Some clinics offer a free weigh-in. Others ask whether the family has moved, so the file stays tidy. The Monday list arrives the same way as the reports in our automated reporting build.

Clinic assistantOwner's chat

Monday summary: 112 appointments this week. Three pets haven't been seen in over a year:

Brunodog, 18 months
Nalacat, 15 months
Pipdog, 22 months

Send the owners the check-in message?

SendEdit first

08:30

Send08:41

Sent to 3 owners

What you get with every vet clinic build

Reminders per pet
Boosters, flea and worm treatments and check-ups, each on the date your vet set, grouped into one message per household.
A file for every household
The owner, each pet, weights, vaccinations, treatments and handling notes, in one place you own.
Wellness plans
Pets on a monthly plan get booked in when each check, booster or treatment is due. You see who's on a plan and whose payment has lapsed.
Google review replies
A drafted reply to each Google review for you to approve, and your offers and holiday hours posted to your Google profile.
Rules your vets set
Which requests go to which vet, what counts as urgent and which number the assistant gives out at night.
A morning list
Night messages, unanswered reminders and repeat requests waiting for a vet, in your chat before the doors open.

How we set it up for your clinic

The audit
Free
You show us how reminders and bookings work today, from the practice software to the sticky notes by the phone. We tell you what to automate first and whether your software can stay.
You getA written plan of what to automate first, yours to keep.
Build and test
One fixed price
We build the reminders, the booking and the pet files, bring in your existing records and send every message to our own phones before an owner sees one.
You getA working, documented system. Once you've paid, the code we wrote is yours.
Running it
A monthly rate
We keep it running, change the wording when owners ask questions, and add vets, services or a second clinic when you grow.
You getA monthly rate for the scope we agreed.

How an engagement with us runs, step by step

How much does a reminder system for a vet clinic cost?

A reminder and booking system for a vet clinic costs a fixed price to build and a monthly rate to run, and the audit that scopes it is free. If the clinic needs a new website, our managed websites start from $790 at launch prices.

WhatsApp and SMS providers charge per message. You can use your own provider accounts and pay the providers yourself, or we manage them and estimate the cost from your number of pets and messages. For a first number, estimate your build. See how the build price and the monthly rate work.

Questions vet clinics ask us

How do vaccination reminders work for a vet clinic?

Vaccination reminders work from the due date your vet records at each visit. Two weeks before that date, the owner gets a WhatsApp, SMS or email message with free appointment times, and one tap books the visit. An owner who doesn't reply gets one more reminder. After that, the pet appears on an overdue list so your front desk can call the owner.

Can an AI answer my vet clinic's messages out of hours?

Yes, for routine messages. An AI assistant can book and move appointments, answer questions about opening times and what to bring, and take repeat medication requests for a vet to approve in the morning. When an owner describes symptoms, the assistant gives your out-of-hours number first and then offers the first free appointment. Your team sees every night message in a morning list.

Does the AI give pet owners medical advice?

No. The AI assistant doesn't diagnose, suggest doses or change a treatment plan. The assistant handles bookings, reminders and practical questions, and it passes anything clinical to your vets. Your clinic writes the wording the assistant uses for urgent cases, including which emergency number to give. Repeat medication requests wait for a vet's approval before anything is dispensed.

Can you connect reminders to the practice management software we already use?

In many cases, yes. If your practice management software lets other software read appointments and patient records, through an API or a regular export, we build the reminders and booking on top of it. If the software is closed, we keep the pet files in a system we build and sync what we can. The free audit checks your software before you pay anything.

Can a vet clinic run wellness plans with monthly payments?

Yes. Owners sign up to a wellness plan and pay monthly by card or direct debit through Stripe or your practice's own payments, so we never hold the money. Pets on a plan get booked in when each booster, check or treatment the plan covers is due. Your team sees which pets are on a plan, what each owner has used and whose payment has lapsed.

Do I need this if my practice software already sends reminders?

Maybe not. Keep your practice software. We add the parts it can't do, such as WhatsApp messages, one reminder per household, the list of owners who've gone quiet and answering the phone when the desk is busy. If your practice software covers all of that, the free audit will tell you so, and you won't need us.

How much does a reminder and booking system for a vet clinic cost?

A reminder and booking system costs a fixed price to build and a monthly rate to run, and the audit that scopes it is free. If you need a new website for it, our managed websites start from $790 at launch prices. The monthly rate is set for the scope we agree, and we re-quote if the scope or the number of messages changes a lot.

Who owns the pet and owner records in a system you build?

Your clinic does. The owner details, pet files, vaccination dates and notes belong to your clinic, and you can export the records whenever you want. Once the build is paid in full, you own the custom code and automations we wrote for it. If you stop working with us, we hand everything over.