AI, automation and custom software for veterinary practices, built around the PIMS you already run
You keep ezyVet, Cornerstone, AVImark, Digitail or whatever your hospital runs. We build the layer it never gave you. Every client call gets answered and booked, a real emergency goes to your team mid-sentence, and the empty slot gets backfilled from your own waitlist.
What changes for your hospital
3 things that decide this
- 01Vet front desks miss roughly a quarter of calls, and up to 60% at peak, by vendor call-tracking numbers from Peerlogic. About 30% of the misses come after hours, and 85% of those callers never ring back. Your line answers instead, books into your schedule, and sends a real emergency straight to your team.
- 02More than half of vet receptionists leave within two years (Goodcall), and vet unemployment sits at 0.7% (AVMA 2025, via Digitail). You cannot hire your way out of that. Standard work moves into software, so the next person you hire is useful in a week instead of a quarter.
- 03The rest of your day runs the same way: reminders and confirmations by visit type, the cancelled slot filled from your waitlist that morning, recall and reactivation from records you already hold, and the state rule about forming a relationship over video checked at the booking step rather than remembered by whoever picks up.
Eight places a veterinary practice leaks appointments, and what we put in each one
These are the eight areas our audits keep finding, in the order a client meets them. Each one links to the page that owns it.
Be the practice that answers. Book the appointment.
A client with a limping dog rings three hospitals and books with whoever picks up. During your morning rush that isn't you. Your line answers in two rings, asks what your best CSR would ask, and books a real slot with a doctor who handles that case. Anything that sounds like a true emergency goes to your team mid-sentence.
AI front desk for practices →
Empty slots backfilled. Recall that actually runs.
No-shows run 10 to 20% in most practices, and AAHA puts the average near 11%. Those empty slots cost a three-doctor hospital real production over a year (VHMA and AAHA, via ezyVet). We send reminders and confirmations by visit type, fill a cancelled slot from your waitlist the same morning, and run vaccine and wellness recall from your own records.
How to reduce no-shows with automation →
Techs back in the treatment room.
Your credentialed techs end up on the phones because the front desk is under water, which is costly medicine and worse morale. Taking the routine calls off the queue puts them back on patients, and gives your CSRs the callers who really need a person.
Is an AI receptionist worth it for a vet clinic? →
Chart once. Type nothing twice.
Client and patient details get typed into the PIMS, then again into the booking widget, then again into the reminder tool. We wire intake straight into the record, draft visit notes into your own template for the doctor to sign, and connect the systems that currently only meet in someone's copy and paste.
EHR and PIMS integration →
Estimates approved, invoices paid, balances chased.
Estimates get written twice, deposits get skipped when reception is busy, and the balance from last month sits in an aging report nobody opens. We build approval and deposit flows off your own estimate, statements with a payment link on a schedule, and a queue for what's overdue. Your staff post the payments; the software stays read-only on the ledger.
RCM automation for practices →
Same standard at every hospital, without hiring for it.
A group that has bought five practices usually runs five phone systems, five recall habits and five versions of what counts as urgent. One phone brain, one triage script and one recall rule set fix that without a migration, and every hospital keeps the PIMS its team already knows.
Custom software for practices →
Know which doctor, which service and which site make money.
Only 33.4% of practices offer online scheduling even though 76.5% run a PIMS (Digitail and AVMA), and reporting has the same gap. We build a read-only dashboard across your systems: revenue per doctor, average client transaction, schedule utilisation, no-show and recall rates, and new-client source by hospital.
Which practice KPIs actually matter →
Clients who know what's next, and come back.
People ring your desk to ask whether the bloodwork is back, when the vaccine is due, or what they owe, and each of those calls costs you a booking. Two-way messaging off the record handles them: results-ready notices, discharge instructions, the balance with a link to pay, a review request timed to a visit that went well.
Vet answering service vs AI receptionist →
From the limping-dog call to the next wellness visit, and where the machine takes over
Three stations where a veterinary practice is unlike any human clinic. Pick your system to see what each step writes back. Provet Cloud, Shepherd, Vetspire and the rest follow the same pattern, to the depth their access model allows.
Station 01 · The 200-call morning
- Today
- Two CSRs are covering a hospital taking 200 to 300 calls a day. A client with a limping dog waits on hold, hangs up, and rings the practice down the road. Nothing about it shows up in your PIMS.
- What we automate
- Your line answers in two rings, all day and after hours. It asks what your best CSR asks, works out whether this is a wellness visit, a sick pet or a recheck, and books a real slot with a doctor who takes that case.
- What stays human
- Hit by a car, seizing, bloat, laboured breathing, toxin exposure, a client who is panicking: your line stops asking questions and connects them to your team or your emergency referral, on a trigger list you write first.
Writes to ezyVetClient, patient and appointment created through the ezyVet API, with the call notes and recording attached.
Station 02 · The virtual-visit question, checked by software
- Today
- A client asks whether the doctor can just look at the rash over video. Your CSR has to know whether your state lets a vet form a relationship that way. The answer differs by state, and it keeps changing as lawmakers act.
- What we automate
- Your booking step checks the hospital's own state before it offers a virtual consult at all. Where an in-person exam is required first, the option simply isn't there, and the client gets offered the soonest real appointment instead.
- What stays human
- Your vet decides whether a relationship exists and whether it's safe to prescribe. Software only decides what to offer, and a rule change is a setting we update, not a rebuild.
Writes to ezyVetConsult type and state rule recorded on the appointment.
Station 03 · The slot that went empty at 9am
- Today
- A 2pm surgery cancels. Somebody means to ring the waitlist and then the phones start again, so the slot sits empty and the day's production goes with it.
- What we automate
- That cancellation triggers an offer to the right clients on your waitlist within minutes, by text and then by call, first come first served, and the booking is written straight into your schedule.
- What stays human
- Your team keeps control of what gets offered to whom. A surgical slot goes to a surgical case, not to whoever answers first, and a complicated client still gets a person on the phone.
Writes to ezyVetCancelled slot released and rebooked, with the waitlist history on the client.
Each station links to the page that owns it, and the rest of the chain sits on the healthcare hub. Every medical decision stays with your veterinarian.
We don't replace ezyVet, Cornerstone, AVImark or whatever your hospital runs. We build what they won't.
Your PIMS holds the record, the schedule and the invoice, and your team has years of habit in it. Moving off it costs more than the gaps it closes. Those gaps look the same everywhere we look: a call nobody answered, a waitlist nobody rang, a recall list nobody worked, and a report you rebuild by hand every month.
So the access model matters more than the badge on the login screen. ezyVet and Digitail are cloud systems with open APIs, which makes them the most direct to build against. Cornerstone and AVImark are older and on-premise, so they usually mean a supported path in or a scoped database link at the practice. Provet Cloud, Shepherd and Vetspire each have their own way in. We check what your install exposes during the audit and design to it. Where the link stops, your team accepts a reviewed queue with one click rather than re-typing a client record.
One thing worth saying plainly: there is no HIPAA for animal patients. Federal privacy law doesn't reach vet records. The rules you are held to are your state board's, plus your duties around client card data and your own contracts. We build to the same standard anyway, because a card number and your record of care deserve encryption, scoped access and an audit trail whether a statute names them or not.
- 01Client, patient, appointment and waitlist write-back into your PIMS, with the recording attached to the call.
- 02Your PIMS stays the medical record. We draft into it; we don't replace it.
- 03The virtual-consult rule is checked by the software at booking, keyed to the hospital's state.
Where patient information travels is the first design decision, made on paper, with your compliance officer
Most practices we talk to have had an AI tool vetoed by compliance, and the veto was usually right: the vendor couldn't say where the data went, wouldn't sign a BAA that covered every party in the chain, or trained on inputs. So every build starts with a one-page PHI map: which system holds what, which vendor touches it, which region, what's logged, what's retained, and which fields get de-identified before a model ever sees them.
What follows is simple to state, and we put it in writing. A BAA with every business associate in the chain before any PHI moves. Access scoped to the role and the patient, never practice-wide. No training on your data. An audit trail of who saw what. And the clinical decision, the diagnosis and anything that touches care stays with a clinician; the software schedules, verifies, drafts and reminds.
- 01BAA with every vendor in the chain, signed before anything is built.
- 02PHI scoped to role and patient; de-identified where a model is involved; audit trail on every access.
- 03Vet records sit outside HIPAA, so where a build touches both a human-health client and an animal patient we draw the boundary on paper first and hold the animal side to the same rules anyway.
“They will treat your vision like their own and build it that way.”
Ron Klabunde · Founder, SmartREI ↗
“I am extremely happy with the results and would highly recommend Hashlogics to anyone.”
Daniel Khin · CEO, PremiumAudit.io
Some of the systems we have shipped
- AuditFree. We read one week of your call volume by hour, count what got answered, missed and left after hours, look at your no-show and backfill flow, count CSR hours on the phone against the desk, and check what your PIMS exposes. That's the Veterinary Front-Desk Audit, and the one-page note is yours either way.
- DiagnoseWe map the path into your EHR or PMS, sit with your front desk and billing for an afternoon, and write the PHI map.
- BuildFixed price from the diagnostic. BAA signed first. Tested on your real schedule and real claims, de-identified where it should be.
- RunMonitoring, a named engineer, and the first two months of maintenance free.
Best fit: a practice or group with two or more providers, a front desk that's saturated, and an EHR or PMS you've outgrown in places. Not a fit yet: a solo provider who needs the phone picked up, and we'll say so. You can stop after any stage; the audit note is yours either way.
Before you book
01Can you integrate with ezyVet, Cornerstone or AVImark?+
To the depth your install exposes, and we confirm which during the audit rather than promising first. ezyVet and Digitail are cloud systems with documented APIs, so they're the most direct. Cornerstone and AVImark are older and on-premise, so they usually mean a supported integration path or a scoped connection at the practice. Where the connection genuinely stops, your team accepts a reviewed queue with one click, so nobody re-types a client record.
02What happens when the call is a real emergency?+
Your line stops and connects them, on a trigger list you write before we build anything. Hit by a car, seizing, bloat, laboured breathing, a toxin, a client who is panicking: it says it's putting them through and does, to your team or to the emergency hospital you refer to after hours. That list is built and tested first, and your line never gives medical advice about an animal.
03Does HIPAA apply to a veterinary practice?+
No. Federal privacy law covers human patients, so animal records fall outside it. You are held to your state board's rules instead, plus your duties around client card data and whatever your own contracts say. We build to the same encryption, scoped-access and audit-trail standard anyway, because a card number and your record of care are worth protecting whether a statute names them or not.
04Can software handle telehealth rules across state lines?+
That is exactly the case for putting the rule in software. Whether a vet can form a client-patient bond over video differs by state, and the list keeps moving as lawmakers act. So the booking step checks the hospital's own state before it offers a virtual consult. Where an in-person exam is required first, the option isn't shown. Your vet still decides whether the bond exists and whether to prescribe.
05Will this replace our CSRs?+
It takes the phone volume off them. More than half of vet receptionists leave within two years (Goodcall), and vet unemployment sits near 0.7% (AVMA 2025, via Digitail), so almost nobody we talk to wants to cut a role. They want to stop burning out the people they have. Your CSRs move from a queue of routine bookings to the clients who need a person, and your techs go back to patients.
06Is this the whole of what you do for veterinary practices?+
No. Phones are the loudest problem, so that is usually where we start. Our same team builds the intake and notes into your PIMS, the estimate and payment flows, the recall and reactivation automation, the dashboards a group needs after buying a hospital, and custom software where nothing off the shelf fits. Our healthcare hub lays out all eight areas and which page owns each one.
A senior engineer, not a sales rep
Abdul Basit founded Hashlogics in 2017, and the team runs from Lahore with a US LLC. Clients rate the work 5.0 on Clutch, and in 2026 it was named Best AI-Native Software House of the Year at TechNova. TrialTriage, an AI clinical-trial matching system for oncology, is one of the systems we built and can show you.
Your audit call is with an engineer who has read call logs, schedules and denial reports like yours. Bring last month's numbers if you have them, and we'll work from those.
- BAA and NDA before the first conversation about real data.
- No pitch on the call. A note you could hand to another vendor.
- Fixed price after the diagnostic, so the number isn't a guess.
More for veterinary practices
- AI, automation and custom software for practices →The whole chain across medical, dental and veterinary, and which page owns each part.
- AI front desk for practices →The call answered, screened and booked into your own schedule.
- RCM automation for practices →Estimates, statements, payment links and the balances nobody has time to chase.
- EHR and PIMS integration →What ezyVet, Cornerstone, AVImark or whatever you run actually exposes, and how we build to it.
- Custom software for practices →Multi-hospital operations, dashboards, portal and client communication.
- HIPAA-compliant development →How we build for regulated data, for the human-health side of a mixed group.
- Best AI receptionists for veterinary clinics →The real vendors ranked, with the custom build last and its trade-off stated.
- Vet answering service vs AI receptionist →The verdict first, then the conditions each one wins under.
- Is an AI receptionist worth it for a vet clinic? →The direct answer, and the hospitals where it isn't.
- Your clinic loses a receptionist every two years →What that churn costs, and which part of the job should live in software instead.
