An AI voice agent for veterinary clinics: answer every call

These problems usually start with a call nobody took:

• Vaccination reminders are manual or absent. You know Milo is due for his rabies booster in March. The owner doesn't. Nobody reminded them.
• Annual check-ups don't happen without prompting. Pet owners mean to bring their pet annually. Life gets busy. A timely WhatsApp recall changes this.
• Appointment booking is phone-only and slow. Pet parent calls, waits on hold, describes the pet, books a slot. WhatsApp can do this in 60 seconds.

Worried owners call, often after hours, and need to be triaged between "come in now" and "book tomorrow".

Owners booking vaccinations and check-ups, asking about grooming or boarding, checking on a pet in surgery, and — sometimes — calling in panic about an emergency. Reception is also the waiting room's point of contact, and the vet may be in surgery. Calls ring out at the worst moments.

Vajra, Reputoo's voice agent, runs the same workflows over the phone that the WhatsApp agent runs in chat:

1. Vaccination reminders sent automatically — Reputoo tracks each pet's vaccination schedule and sends WhatsApp reminders 2 weeks before due date.
2. Annual wellness check-up recall at 11 months — 11 months after last annual visit, automated WhatsApp recall with booking link sent to pet owner.
3. Post-visit care tips sent per condition — After each visit, personalised care tips sent — post-surgery care, dietary advice, medication reminders.
4. Wellness package offer after the visit — After the visit, an automated offer for an annual wellness package with vaccination, deworming and check-up.

After each call the caller can get a WhatsApp message with the details, and staff see the call in the call log.

• 36 languages, switching to the caller's — useful where customers mix languages in one sentence.
• After hours it takes the booking or the message instead of letting the call ring out.
• Live transfer to a staff member when the caller asks for one or the call needs a person.
• Outbound calls for reminders and follow-ups, within the calling hours you set. Vaccination and deworming reminders on the due date; appointment reminders the day before.

What stays with your staff: Anything that sounds like an emergency — poisoning, injury, breathing trouble — should get a phone number and a person immediately.

If a caller describes poisoning, injury, breathing difficulty, collapse or bleeding, the agent tells them immediately to come in or call the emergency number, gives the address, and alerts the vet on duty — or transfers the call if a vet can take it. It never asks the owner to describe symptoms at length first.

• Any clinical question — to a vet.
• Surgery estimates and results discussions — to the vet.
• Complaints — to the practice manager.
• Callers who ask for a vet by name.

A monthly voice add-on of ₹1,999 (or $29) on top of your Reputoo plan, plus call minutes billed from a prepaid wallet at ₹4–12 a minute depending on the number and route.

Compare that with the cost of the calls going unanswered, or with the hours staff spend on routine calls, and decide from your own call volume.

Owners call repeatedly while their pet is in surgery. If the team updates the pet's status, the agent can tell them whether surgery is done and when they can collect, and sends updates to WhatsApp. Clinical questions are for the vet, who can call back.

The agent books grooming by size and coat, and boarding with dates, food and medication, checking vaccinations. Confirmations go to WhatsApp with what to bring.

The agent discusses a pet's appointments and status only with the owner on record, recognised by number, or after the checks you choose.

A clinic taking 30 calls a day at about two minutes each uses around 60 minutes a day, roughly 1,800 a month. At ₹4–12 a minute from the prepaid wallet that is ₹7,200–₹21,600 a month in minutes, plus the ₹1,999 monthly add-on.

1. Connect schedules; add services, fees, vaccination schedules and practical details.
2. Have the vets approve the emergency script and emergency number.
3. Choose forwarding: unanswered, surgery hours or after hours.
4. Test a vaccination booking, a grooming booking and an emergency call.

New owners call to register a puppy or kitten and ask what it needs. The agent registers the pet, books the first visit, explains the vaccination schedule your vets use, and sends it to WhatsApp so the owner has it in writing.

Some callers are grieving or facing a decision about euthanasia. The agent does not continue any script: it responds kindly and transfers to a person or takes a message for an immediate callback. The pet's record is marked so no reminder follows.

Owners call in the language they are comfortable in. The agent follows and switches if they do. The emergency script exists in every language you serve.

Answer with the clinic's name, say the caller is speaking to the clinic's assistant, and offer a person at any time. End each booking by repeating the pet's name, the vet and the time, and say the details are going to WhatsApp.

At night the agent books routine appointments and gives the emergency number and address first to any caller describing a sick or injured animal. Non-urgent questions are logged for the morning with a callback.

Owners often ask for their usual vet. The agent transfers when the vet is free or takes a message with the pet's name and question. It never relays clinical advice on the vet's behalf.

Compare a month before and after: calls that rang out, appointments booked by phone, and reception time on the phone. Review every emergency call with a vet to confirm the script held.

Before holidays, boarding calls peak. The agent checks availability for the dates, collects food, medication and vaccination details, flags any overdue vaccine, and sends the booking and what-to-bring list to WhatsApp. When boarding is full, it offers a waiting list.

The agent answers fixed fees — consultations, vaccinations, grooming by size, boarding per night — and explains that surgery and treatment estimates come from the vet after examination. It books the consultation rather than guessing a price.

Owners who cannot make a vaccination slot can move it by phone; the agent keeps the pet on schedule by offering the nearest dates and confirms on WhatsApp. Missed vaccinations get one follow-up reminder.

Owners with a pet in boarding call to ask how it is doing. If the team keeps short updates on the pet's record, the agent shares them and can send a photo to WhatsApp; otherwise it passes the question to the boarding team for a callback.

"Are Bruno's blood results back?" is answered from the status: ready or not. The agent never reads or interprets results; it books a call or visit with the vet to discuss them.

Grooming calls need the pet's size, breed and coat to book the right length of slot. The agent asks, offers suitable times with the usual groomer, records notes about nervous pets, and confirms on WhatsApp.

Owners of older pets or pets with ongoing conditions call often for repeat check-ups and medication refills. The agent books recurring appointments at the interval the vet set and passes refill requests to the vet for approval, then confirms on WhatsApp when the refill is ready.

Choose a warm, calm voice and a greeting that fits the clinic. Worried owners need a steady pace and clear next steps. Review call summaries in the first weeks and adjust the agent's wording until it sounds like your best receptionist.