Case study · Health Clinics
Stoke Valley Veterinary Clinic
The front desk juggles a reschedule while a frightened owner's symptom call rolls to voicemail. Here's the exact stack we'd build — and the sample artifact it produces.
Revelstoke · Summer · Illustrative composite — the numbers are typical-pattern estimates, not measured results.
Illustrative scenario. Stoke Valley Veterinary Clinic is a fictional composite of typical veterinary clinic operations in the Revelstoke area — not a client account. The numbers are estimates from typical patterns; your audit produces real ones. Founding-client case studies will replace these as they complete.
The day this happens
Three things at the front desk, one person to do them
The front desk at Stoke Valley Veterinary Clinic has one person on it and three things happening at once. She's checking in a golden retriever shedding half a coat onto the counter, the second line is already blinking on hold, and a third call — someone trying to move tomorrow's 8am nail trim — rolls to voicemail. It's a Tuesday in July, the busiest the clinic gets: locals plus a summer's worth of visitors whose dogs found a porcupine, a wasp nest, or the wrong end of a trail.
That voicemail is how the clinic loses tomorrow's slot. The client who couldn't reach a live person calls the practice in the next town, gets one, and books there. A reschedule that would have quietly filled a gap instead leaves a hole in the day and an annoyed regular — and the desk person, who is also the tech the vet needs in the back, still can't clone herself.
And the stakes aren't only scheduling. Mixed in with the routine calls are the ones that truly matter: an owner whose dog just ate something, or is breathing wrong, or got into the trash. Those can't sit in a voicemail queue behind a nail-trim reschedule. Someone has to catch them fast — and know the difference.
What we built
The second brain for this business.
A front-desk second brain scoped tightly to what it should do — booking and clinic information — and built to hand a human anything that even sounds clinical.
- AI Receptionist — answers every call, books and reschedules routine appointments end to end, and is scoped strictly to booking and clinic info. It never offers medical advice; anything that sounds like a symptom goes straight to a person.
- Workflow Automation — sends appointment reminders to cut no-shows and texts vaccine-due nudges so the recall list doesn't live in someone's head.
The artifact
The artifact: the routine, and the one that isn't
The star of the study — the same standard as the AI Receptionist sample call, written out line by line.
— Desk summary · end of morning —
• 6 routine calls handled end-to-end (3 reschedules, 2 vaccine bookings, 1 hours question)
• 1 symptom call escalated to a human in under a minute — no triage attempted by the AI
• 0 calls to voicemail · the front desk stayed with the patients in the room
The outcome
What changes — in typical-pattern estimates.
Illustrative outcomes — typical-pattern estimates, not guarantees or a promise about your practice.
| Before | After (typical-pattern estimate) |
|---|---|
| Rescheduling calls handled without pulling the desk away | rarely → end-to-end, hands-free |
| Reschedules lost to the clinic across town | the voicemail ones → kept and re-slotted |
| Symptom calls waiting behind routine ones | possible → to a human in under a minute |
| No-shows on booked slots | the usual → trimmed by automatic reminders |
Now the desk stays with the patient on the table — the routine calls book themselves, and the one call that genuinely needs a nurse gets one in under a minute, because the AI knows the one thing it must never do is guess about an animal's health.
Transparent pricing
What it costs to start.
The Stoke Valley stack starts at $3,500 for the AI Receptionist and $2,500 for Workflow Automation (reminders and recalls) — starting floors, fixed-quoted as one build after a free call. Every build requires a Care Plan, from $299/mo; a booking-only clinic line often sits comfortably on Core.
Is it worth it for your business? Let's find out — free.
We'll tell you honestly whether it's worth it for your front desk.
Prefer to talk now? Call (236) 837-3550 — a real BC-based human picks up. We reply within one business day, usually faster.