Smarter Week

How to automate it

How to automate “check clients in and out and take payment”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today.

60 min
typically, every day
35%
of the time can be automated
Some setup
to set up

Fix 1 of 2

Software featureBest fix

Send owners a digital check-in form before they arrive

Owners fill in the reason for the visit, history questions and consent forms on their phone before arriving, so the tech starts from a filled-in history and the front desk does not retype.

Typically saves about 40% of the time2 h to set up
  1. 1Turn on digital check-in or forms in your PIMS or client app (PetDesk, Vetstoria, Weave, Otto or your PIMS client app).
  2. 2Build a short history form for common visit types (sick visit, wellness, surgery drop-off).
  3. 3Send it automatically with the appointment reminder.
  4. 4Have techs confirm and add to the answers instead of starting from scratch.

Tools: PetDesk, Vetstoria, Weave, Otto or your PIMS client app · Your practice management system (ezyVet, Cornerstone, AVImark, Covetrus Pulse, Shepherd, Digitail, Vetspire, Instinct or similar)

Fix 2 of 2

Software feature

Take payment by text link and card on file

Text-to-pay links, card on file and payment plans speed up checkout (owners can pay from the car) and get old balances paid without calls.

Typically saves about 50% of the time1 h to set up
  1. 1Turn on text-to-pay in your PIMS payments or client app.
  2. 2Store a card on file at drop-off for hospitalised patients.
  3. 3Offer payment plans or financing (for example CareCredit or Scratchpay) for bigger bills.
  4. 4Send automatic reminders for unpaid balances at 0, 15 and 30 days.

Tools: Your practice management system (ezyVet, Cornerstone, AVImark, Covetrus Pulse, Shepherd, Digitail, Vetspire, Instinct or similar) · PetDesk, Vetstoria, Weave, Otto or your PIMS client app · CareCredit or Scratchpay

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Vet receptionist / client service

HourLeak · the 8-minute work audit

How many hours does this cost you?

The free 8-minute check works out where your week goes and gives you your top fixes. The team scan does the same for everyone and adds it up, so you know which leaks to fix first.

Take the free check Scan my team, $49

Answers are anonymous. Leaders only see team totals.

Other common tasks for Vet receptionists / client service