Smarter Week

How to automate it

How to automate “answer owner messages and emails”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today and, for AI fixes, a prompt to copy.

30 min
typically, every day
50%
of the time can be automated
Some setup
to set up

Fix 1 of 2

Software featureBest fix

Let owners message, request records and get answers in the client app

A client app or portal lets owners see vaccine records, request refills, send photos and message the clinic, and lets you share records with other clinics in one click. It replaces many calls and faxes.

Typically saves about 35% of the time2 h to set up
  1. 1Turn on the client app or portal that works with your PIMS (PetDesk, Vetstoria, Weave, Otto or your PIMS client app).
  2. 2Invite owners at every checkout with a QR code.
  3. 3Save reply templates for the common questions.
  4. 4Share records with specialists and other clinics from the PIMS or app instead of faxing.

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

AI

Have AI write home-care instructions and owner updates in plain language

AI turns your clinical notes into clear instructions or a friendly update for the owner, with the medicine schedule and warning signs laid out. Save good ones as templates.

Typically saves about 50% of the time10 min to set up
  1. 1Gather the diagnosis, medications and doses, and what the owner must watch for.
  2. 2Use the prompt below in an approved AI tool; leave out the owner's name and contact details.
  3. 3Check every dose and instruction against your notes.
  4. 4Save the best versions as PIMS templates so you only do it once per condition.
Prompt to copy
Write home-care instructions for the owner of a [SPECIES, AGE] diagnosed with [DIAGNOSIS]. Medicines exactly as I prescribed: [MEDICINE, DOSE, HOW OFTEN, HOW LONG]. Include: what is going on in one or two sentences, a simple medicine schedule, feeding and activity advice I gave [ADVICE], warning signs that mean they should call or come in, and the recheck date [DATE]. Reading level: 6th grade, warm and clear. Do not add advice I did not give; mark anything to check as [CHECK].

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Your PIMS or AI scribe templates

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.

VeterinarianVet 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 Veterinarian teams