A WhatsApp AI agent for your veterinary clinic: what it does and where it stops

Start with what customers ask. Pet owners ask about vaccination schedules, whether the vet is in today, grooming slots, and what to do when a pet stops eating. An agent answers all of that from your own information. Then give it the work veterinary clinics repeat every day:

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.

The agent runs these on WhatsApp in the customer's language, day and night, and writes what it did back to the contact record so staff see the full history.

1. Services and fees — consultations, vaccinations, surgery estimates in general, grooming by size, boarding.
2. Vaccination schedules your vets follow for puppies, kittens and adults.
3. Vets — names, days, special interests (exotics, surgery, dermatology).
4. Practical details — hours, emergency hours and number, parking, transporting pets.
5. Vet-written texts — emergency reply, discharge instructions, preparation for surgery (fasting).

An AI agent is only as accurate as what you give it. On Reputoo it answers from your knowledge base — pages crawled from your website, documents and price lists you upload, and policies you write down — rather than from general knowledge. Two rules keep it right:

• If it is not in the knowledge base, the agent says it will check and hands over, rather than guessing.
• Prices, timings and policies live in one place. Update the source and the agent's answers change with it.

It also needs to see the records your veterinary clinic already keeps — what to connect: veterinary practice software holds each pet's history and due dates, which is exactly what reminders need.

The agent never assesses a pet's symptoms, suggests medicine or reassures. Poisoning, injury, breathing difficulty, collapse, bleeding or straining without passing urine get the emergency instruction first — come in now or call the emergency number — and the vet on duty is alerted. Other symptoms get the earliest appointment and a handover. These rules are in its instructions exactly.

"When should he stop eating before surgery?" is answered only from the fasting instructions your vets wrote, quoted exactly. Questions the instructions do not cover go to the vet. The agent confirms the surgery time, what to bring, and when to expect an update.

These are the moments customers remember, and they are worth a human:

• 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.

The agent can open each of these conversations and collect the details; a person should close anything involving a complaint, an exception to policy, or money that has not been agreed. Handover goes to the shared inbox with the full conversation attached.

The same agent that answers on WhatsApp can answer your veterinary clinic's phone line as Vajra, Reputoo's voice agent, so a customer who calls gets the same answers as one who messages. It speaks 36 languages and switches to the caller's.

The agent keeps each pet's record separate, asks which pet a message is about when it is unclear, and names the pet in every reply. It can book several pets in one conversation and combine reminders due the same month.

It books grooming by size and coat, records notes about nervous or sensitive pets, and handles boarding bookings with food, medication and vaccination checks, flagging special medical needs to a vet.

The agent sends payment links for consultations, vaccinations, grooming and boarding, and receipts for pet-insurance claims. Surgery estimates and disputes go to the clinic team. It never asks for card numbers, PINs or OTPs.

Owners of sick or old pets are often distressed. Instruct the agent to be warm, calm and brief, to name the pet, and to always give a clear next step. Read its conversations with a vet in the first weeks and adjust together.

1. Load services, schedules, vets, practical details and vet-written texts.
2. Run the agent after hours first, with the emergency path tested.
3. Review every conversation each morning with a vet.
4. Move to all-day once the clinical boundary has held without exception.

New owners ask a stream of practical questions: when to vaccinate, when to deworm, when to neuter, what to bring. The agent answers from the schedules and notes your vets wrote, books the first visits, and sends the schedule. Anything about the individual pet's health goes to a vet.

The agent can tell an owner that results are ready and book a call or visit to discuss them. It never reads out or interprets results. After a visit, it books the follow-up the vet set and sends a reminder.

Messages about euthanasia, a pet's death or cremation are handed to a person at once with a short, kind acknowledgement. The pet's record is marked so reminders stop. The agent's instructions should say this explicitly.

The agent replies in the owner's language across 36 languages. The emergency reply should exist in each language you serve, approved by a vet.

A month of conversations shows what owners worry about, which services they ask for, and when they cannot get appointments. Review them with the vets monthly; they point to schedule changes, new services and information to add.

Clinical questions go to the vet on duty with the pet's details and the owner's words and photos; billing and boarding exceptions to reception. The agent tells the owner who will reply and when.

Owners mention that their pet is nervous, aggressive or hard to handle. The agent records it on the booking so the team can prepare — a quieter slot, a muzzle, a side entrance — and shares the clinic's tips for the journey. It never gives behavioural or medical advice beyond those written tips.

Owners moving city or travelling ask about microchips, registration and travel certificates. The agent explains what the clinic offers and what paperwork your vets have listed, and books the appointment. Country-specific travel rules go to the vet, since they change.

The agent sends payment links, confirms payments and sends receipts for insurance claims. It explains that surgery and treatment estimates come from the vet after examination, and hands disputes to reception. It never asks for card numbers, PINs or OTPs.

During a boarding stay, owners message to ask how their pet is doing. If the team posts short updates or photos to the pet's record, the agent shares them; otherwise it passes the question to the boarding team. Any health concern during the stay goes to the vet and the owner is told.

Hours, holidays and the emergency arrangements are kept in one place. The agent then books only real slots and gives the correct emergency number on any day, including festivals and long weekends.

Owners of older pets ask how often to bring them in. The agent answers from what your vets wrote about senior check-ups, books them, and sets reminders at the recommended interval. Questions about a specific older pet's health go to the vet.

The agent discusses a pet's record only with the registered owner, recognised by number, or after the checks you choose. Neighbours, family members or shelters asking about a pet are offered a message to the owner.