01Registrations
A warm welcome, with the details ready.
Capture the owner’s contact details, pet name and species, plus the reason for registration. Your team confirms acceptance and any records-transfer process.
Workflow
Reception
For UK veterinary practices
Your front desk, open 24/7.
Your care, still personal.
Round the clock
Phone and WhatsApp receptionists for veterinary practices. Welcome pet owners, capture routine appointment requests and hand your team a clear brief, while clinical care stays with your vets and nurses.
Personalised for ·
Built & supported in the UK
ICO registered · ZC214289
Your team stays in control
08:12
P
Poppy · Oakfield VetsAnswered in 2 secondsOakfield Vets, Poppy speaking. Is this about a routine appointment, a registration, or something else?
A routine booster appointment for Bella, our spaniel.
Of course. Is Bella already registered with us, and when would suit you?
Yes, she is. Could someone call tomorrow to arrange it?
Appointment request · brief ready
Illustrative enquiry journey
Call answeredFollowed up on WhatsAppMonday, 08:12
The moments your practice knows
Two missed moments.
One familiar problem.
Monday · 09:30
The phone rings.
Your desk is already busy.
Your desk is already busy.
A dog is checking in. A cat’s owner has a question. Your reception team is helping the people in front of them when the phone rings again. There is only so much one desk can handle at once.
Sunday · 22:47
A new registration.
After routine reception has closed.
After routine reception has closed.
An owner is looking to register a new puppy on Sunday evening. A helpful first response captures the pet, contact details and callback preference, ready for reception to follow up.
That's the front desk this is built for
Calls picked up. Practice team briefed.
A calm first response for routine enquiries, with clinical concerns handed to your practice team through the route you approve. Your vets and nurses make the clinical decisions.
Your receptionist
Your front desk,
run like your best person runs it.
Choose the voice, the name and the manner. We tune it to your practice, so every caller gets the welcome your best receptionist would give.
- Choose the voiceBritish voices, warm to formal. Name it whatever suits your practice.
- Teach it your practiceYour services, hours, who handles what, and how you like things said.
- Set the rulesWhat it never says, when it hands over, and who gets the brief.
Talk or type · about two minutesExplore the pet-owner enquiry workflows
Receptionist set-up · Oakfield Vets
Voice
PoppyWarm
OliverCalm
AmeliaBright
JamesMeasured
Greeting
“Oakfield Vets, Poppy speaking. How can I help?”
Manner
FormalFriendly
Knows
Your servicesOpening hoursWho handles whatPractice locations
Hands to
Reception · appointmentsNurses · routine queriesClinical team
Never
Diagnoses petsPrescribes medicationReassures clinically
Live on your numberOverflow + out of hours
An honest answer whenever a caller asks whether it is AI, agreed recording notices and a clear handover. Diagnosis, treatment and clinical reassurance stay with your veterinary team. Health concerns follow your approved clinical or out-of-hours route.
WhatsApp, 24/7
Your pet owners already use WhatsApp.
Now your practice does too.
Sunday · 22:47
01
Owners message any time
A new puppy registration on Sunday evening. A routine appointment request after work. One familiar place to start the conversation.
02
Replied in seconds
It acknowledges, asks the one question that matters, and sets an honest expectation.
03
Your team takes over
A written brief lands in the shared inbox: who, what, how urgent, which team. Nothing lost in someone's personal phone.
04
Opted-in owners get reminders
Appointment reminders, registration callbacks and practice-approved recall messages. Messages use the permissions, templates and opt-out handling you approve.
Routine administration belongs here. If an owner raises a health concern, the conversation follows your approved clinical handover route. The assistant never diagnoses, prescribes or gives treatment advice.
Your systems, connected
Fits around how your practice works.
Nothing to rip out.
Keep your existing number, practice system and diary. We map registrations, routine appointment requests, reminders and clinical handovers before agreeing connections and permissions.
What doesn't change
- Your phone number. Callers dial what they've always dialled.
- Your practice system. We hand into it; we don't replace it.
- Who provides the care. Your vets and nurses — always.
- Where client records live. Your practice system and approved tools, with agreed access and data handling.
What does
- A first response — during the morning rush, evenings and weekends.
- Enquiries arrive as briefs, not voicemails to decode.
- Appointment requests reach the diary through the workflow you approve.
- You see everything that happened, at 8am, in one email.
01Where enquiries arrive
Your existing phone numberNothing changes for callers. Overflow and out-of-hours simply route to the front desk.
WhatsAppYour practice number, or one we provide. Routine appointment enquiries, registrations and approved owner follow-ups.
Google Business Profile & websiteCalls from your listing and enquiries from your website follow the agreed intake route.
02What the front desk does
MotionFlow front desk24/7
1
Answers promptlyOverflow calls and messages, during the morning rush or after routine reception closes.
2
Works out who's callingNew owner, registered client or existing appointment — with the pet’s name, species, enquiry and next action captured.
3
Books, routes or flagsRoutine request to reception. Prescription enquiry to the authorised team. Health concern to your approved clinical or out-of-hours route.
4
Writes the briefWho, what, when, which team — ready before your people pick up.
03Where it lands — your tools
Your diaryRoutine appointments and callbacks use the appointment types, clinician availability and durations you approve. We assess practice-diary access, plus Microsoft 365 or Google Workspace where used.
PMS
Your practice management systemezyVet, Provet, Animana, VetIT, RoboVet or RxWorks: we assess system access, owner and pet identifiers, appointment fields and diary permissions before agreeing what connects.
TEAM
Reception, nurses & vetsRegistration briefs, appointment requests, repeat-prescription enquiries and clinical handovers — assigned to the practice team that owns the next action.
The 8am digestA concise reception handover: new registrations, routine appointment requests and callbacks, with the right client or patient record linked where supported.
01 / PRACTICE SOFTWAREezyVetPractice records & connected workflows02 / PRACTICE SOFTWAREProvetAppointments & client communication03 / PRACTICE SOFTWAREAnimanaCloud practice management04 / PRACTICE SOFTWAREVetITPractice scheduling & client records05 / PRACTICE SOFTWARERoboVetVeterinary practice software06 / PRACTICE SOFTWARERxWorksVeterinary practice software
Choose your system to scope routine appointments, client records and practice handovers.
Discuss my practice’s setupBefore anything connects, we check:software edition
API access on your plan
calendar permissions
approved data fields
who owns which workflow
Software names are shown as scoping examples. Connections depend on access, versions and permissions and are confirmed with you before anything is built. No vendor partnership is implied.
Every morning at 8
Every enquiry tracked.
One email, before the first coffee.
At 08:00, reception sees the overnight picture: registrations, routine appointment requests and the callbacks each team needs to make. Clinical concerns follow your agreed escalation route when raised.
- Overnight, in one lineCalls, WhatsApps, registration enquiries and routine requests — clearly summarised.
- Flagged by urgencyUnconfirmed routine appointments and outstanding callbacks clearly marked. Health concerns follow your clinical or out-of-hours route rather than waiting for the morning digest.
- Every request linkedOwner contact, pet name, species and next action — routed to reception or the authorised practice team.
Front desk digest — Monday · illustrative exampleSent 08:00
MFMotionFlow → the reception team, Oakfield Vets · overnight 18:00–08:00
0
Calls0
WhatsApps0
New enquiries0
Slot requestsOvernight activity · 20 contacts · 18:00 → 08:00
18202200020405060708
Needs a human today
New enquiry. Bella, registered spaniel. Routine booster appointment callback requested for Monday 09:00.
Callback. Priya wants to register Milo, a puppy — reception callback Monday 09:00.
Routed. Two routine nurse-appointment enquiries — reception briefs ready for confirmation.
Quiet. An owner has asked about a repeat prescription. Request sent for the authorised team to review; nothing approved or prescribed.
Illustrative digest for a fictional practice.
The numbers
What missed calls
really cost you.
Three sliders. Your practice. Every assumption is written underneath.
0
potential appointments a year£0
illustrative annual appointment valueScenario only: assumes 60% of missed routine callers do not return and 35% would attend an appointment. Value before VAT and costs; not profit, a forecast or a promised result. Use your practice’s own figures when scoping.
Get your practice's real figures →The pet-owner journey
The calls your practice knows.
A calmer way to handle them.
01 / 06
02Routine appointments
The right request for the diary.
Capture the pet, registration status, requested appointment and preferred time. Confirm only through the approved diary workflow; clinical suitability stays with your practice team.
Workflow
Appointments
03Clinical handovers
Let your clinical team take over.
Record the owner’s words and follow your approved clinical or out-of-hours route. The assistant never diagnoses, triages or reassures an owner that their pet can wait.
Workflow
Clinical team
04Repeat prescriptions
Capture the request, keep approval clinical.
Pass the pet and owner reference, requested item and callback details to the authorised team. No medicine, dose, repeat supply or collection time is approved by the assistant.
Workflow
Authorised team
05Routine reminders
Useful reminders, less chasing.
Where your records and permissions support it, send appointment reminders and practice-approved routine recalls. Any new health concern returns to the clinical team.
Workflow
Client care
06Existing clients
The right person, already briefed.
Capture rescheduling requests, routine service questions and callback preferences. Clinical results, treatment questions and health concerns are handed to the authorised team.
Workflow
Team handover
Illustrative administrative workflows. Appointment rules, system access and clinical handovers are agreed with your practice before launch.
A controlled start
Ready for your practice.
First 7 days free.
01 / 04
Days 1–2
Listen
We map your phone setup, software, teams and handover rules. We agree what the receptionists may say — and what they never say.
Days 3–5
Shadow
The receptionists run alongside your team on real scenarios. Every brief is reviewed. Scripts are tuned to how your practice actually speaks.
Days 6–7
Live
Once your team approves the pilot, overflow and out-of-hours can go live on your number. You keep the off-switch and review every handover.
7 days
free
free
Try the agreed workflow before expanding it. We confirm scope, access and trial terms first. Start with overflow or out-of-hours under agreed data processing terms, once your team signs off.
Start your 7 days →Your standards, always
Your team. Your rules.
Always in control.
Honest about being AI
Ask and it will always tell you it is AI, with a clear recording notice where recording is used. Your practice agrees the greeting and handover rules.
Never gives advice
Diagnosis, prescribing, treatment advice and clinical prioritisation stay with your vets and nurses. The receptionist captures the administrative request and follows the handover rules.
Practice records stay in your systems
Client contacts and patient records use your approved systems. We agree minimum enquiry fields, practice-system access, retention and processor terms before the pilot.
You hold the off-switch
Pause a line, change a script, pull a receptionist — your call, same day. A safety net for your front desk, not a compliance guarantee.
Before you start
A few sensible questions.
Updated
Let's map your practice
Give the next enquiry
a better first impression.
Bring your current phone setup and the software you run. We'll map one practical starting point, confirm your software and agree the checks for a controlled seven-day trial.
Seven days. Your number.
See what your front desk
has been missing.
Overflow and out-of-hours on your existing line, answered by a receptionist who knows your practice. First 7 days free. Switch it off whenever you like.