How Do You Find Trusted Avimark Outsourcing Services?
Dedicated trained teams work inside your own Avimark system, covering front desk phones, client scheduling, reminders and recalls, patient records, invoicing, and pet insurance claim paperwork. Flat weekly pricing from $299 per FTE (volume based), with a trained backup included at no charge. Live in 14 days.
The Work Your Team Does in Avimark, We Staff
What Is Avimark?
Avimark is a server-based veterinary practice management system from Covetrus, the same company behind Impromed and the cloud platform Covetrus Pulse. Industry directories describe Avimark as the most widely installed practice management system in North American veterinary medicine, and its stronghold is the independent practice: clinics that have run it for a decade or more and know the system inside out. It carries appointment and boarding calendars, patient records with a Notes glossary for consistent entries, reminders, estimates and invoicing, inventory with reorder tracking, Worklist and Follow Up tools, a whiteboard for clinic flow, and integrations that range from Antech and IDEXX lab results to vRxPro prescription management.
The catch is that every one of those tools assumes a person is sitting in front of it. Reminder batches need someone to run and follow them, worklists need someone to call through them, the whiteboard only reflects reality if someone updates it, and reorder points only work if cycle counts happen. When the same two or three receptionists also carry a ringing phone and a full lobby, Avimark quietly stops doing the things it was configured to do. That gap between what the system can do and what a short-staffed team has time to do is what this service closes.
Who Is This For?
Practices that run Avimark and plan to keep running it: single-doctor small animal clinics where one absence breaks the front desk, multi-doctor hospitals whose phone volume outgrew the reception team, and practices with boarding or grooming lines that live and die by the calendar. If your team says “the software is fine, we just cannot get to all of it,” you are the practice this page was written for.
Where Avimark Practices Lose Time and Money
Reminder batches misfire when species, service codes, or intervals drift out of date, and nobody works the non-responder list. Recall revenue leaks silently, month after month.
See the fixA rushed quarter of skipped cycle counts and manual overrides leaves reorder points that trigger too early, too late, or not at all. Shelves fill with the wrong stock while fast movers run out.
See the fixWhen the person answering calls is also checking out a client and admitting a drop-off, calls roll to voicemail. Each missed call is a booking, a refill, or a new client that may not call back.
See the fixAppointments booked weeks out go unconfirmed because confirmation calls are the first task dropped on a busy day. Empty exam rooms follow.
See the fixFront Desk Phones and Client Scheduling
Our team answers your overflow and after-hours lines in your practice’s name, books and reschedules appointments directly on your Avimark appointment calendar, enters boarding reservations on the boarding calendar, and makes confirmation calls the day before. Your on-site staff keep the lobby; we keep the phone from ringing out. Practices dealing with receptionist burnout from nonstop phones usually feel this change in the first week.
Reminders, Recalls, and Worklists
Avimark’s reminder engine and Worklist and Follow Up tools are only as good as the person working them. We run reminder batches on schedule, audit the species and service codes behind them so the right pets get the right notices, call through the non-responder list, and use the Follow Up tool for post-surgery checks and new-client welcome calls. The result is recall revenue that stops leaking and clients who hear from you before pets go overdue, not after.
Patient Records and Data Hygiene
We keep Avimark patient files clean and current: new client and patient entry, updated owner contact details, weight and vaccine history entry from completed visits, scanned document filing, and consistent use of your Notes glossary so entries read the same no matter who typed them. We also handle records requests from other clinics, specialty hospitals, and boarding facilities, so your techs are not photocopying charts between appointments. Clean records pay off downstream, from accurate reminders to faster insurance records pulls.
Prescription Refill Queue
Refill requests arrive by phone, voicemail, and third-party pharmacy fax all day long. We collect them into one queue, verify the patient and prescription history in Avimark, prepare each request for your DVM’s authorization, and call the client when it is ready. Where your practice uses the vRxPro integration for prescription management, we work within that flow. Clinics buried under third-party pharmacy faxes get that queue cleared daily.
Estimates, Invoicing, and Payment Posting
Veterinary money moves at checkout, not through payer claims, so invoice accuracy decides the month. We build estimates from your fee schedule, keep invoices matched to what actually happened in the exam room, post payments, follow up on declined cards and open balances by phone and email, and run your end-of-day and end-of-period reports so the numbers reconcile every night. Handling is PCI-aware throughout, and card data stays in your own payment system.
Pet Insurance Claim Support
Most pet insurance works by reimbursement: the client pays you in full, then files with their insurer. The practice’s job is to make that filing painless, and that job usually lands on whoever is least busy, which is nobody. Our team pulls the medical records and itemized invoices insurers ask for, completes the practice portion of claim forms, sends documentation the same day, and answers insurer follow-up requests, so checkout stops stalling and clients stop chasing you for paperwork weeks later.
Inventory Counts and Reorder Points
Avimark’s inventory module tracks quantities and reorder points, and can work with tools like Intelligent Inventory and CUBEX where installed, but it cannot count the shelf for you. We run scheduled cycle counts against on-hand quantities, investigate variances, keep reorder points honest after busy stretches, and prepare order lists for your manager’s approval. Practices that have watched reorder points drift after a bad quarter know exactly what this discipline is worth.
Put a Dedicated Avimark Team on This Work
You have seen what we cover, from the phones to the reorder points. The next step is simple: meet us, pick the seats you need, and watch a trained team work your own Avimark queues before you commit to anything.
Book Your 2-Week Free TrialHow Our Teams Train and Go Live on Avimark
New team members train on your practice’s own SOPs before touching production: your appointment types, your species and breed conventions, your glossary entries, your fee schedule, and your escalation rules for anything clinical. Training runs through our SOP library and supervised live sessions with your team, and every specialist starts under supervision with daily output review. We also publish our own research on Avimark problem patterns, like failed reminder configurations and drifted reorder points, because we would rather show our homework than ask for blind trust. Anything a specialist does in your system happens under a named login you approved, and you can review our activity in your own system.
Why Outsource Avimark Work, and Why Staffingly
Answering services take messages. Reminder apps send texts. We staff the actual work in between: booking, recalls, records, refill prep, invoices, and counts, inside your own Avimark.
A flat weekly fee per dedicated specialist. Not per call, not per task, and never a percentage. Your busiest week costs the same as your slowest.
Our published research covers real Avimark failure patterns, from reminder misconfigurations to inventory drift. Your team is trained on your setup, not a generic script.
Most teams go live in about 14 days. 2-Week Free Trial. Trained backup at no charge. 800+ providers served and a 4.9 Google rating you can verify on our listing.
Practice Types We Support on Avimark
Single-doctor small animal clinics that need one dependable remote seat, multi-doctor hospitals that need a phone pod plus a records desk, practices with boarding and grooming calendars that require constant juggling, and busy urban clinics where CSR turnover keeps resetting the front desk. If the practice runs on Avimark, the team we assign trains on your specific configuration.
Process and Onboarding
20 to 30 minutes on Teams. We map your phone volume, Avimark queues, and biggest gaps before we meet.
Named Avimark user logins per specialist through the remote access method you approve, with your control over every account.
Your SOPs, your appointment types, your glossary, your escalation rules. Supervised production from day one.
Daily production reports, weekly review, month-to-month after your 2-Week Free Trial.
Security and Data Handling
Veterinary medicine is not covered by HIPAA. We protect your client and patient data as if it were anyway: the same HIPAA-trained staff, SOC 2 Type II attestation, ISO 27001:2022, and $5M E&O and cyber liability coverage our medical clients rely on, applied to your practice. Every specialist works under a signed confidentiality agreement and a named login with least-privilege access, client payment data stays inside your own payment system with PCI-aware handling, and you can revoke any account the moment you choose. The full program is documented at Security at Staffingly.
Flat Weekly Pricing Per Dedicated Specialist
1 to 4 dedicated veterinary FTEs.
5 to 9 FTEs.
10+ FTEs.
45 hours of coverage for less than others charge for 40.
$399 per week works out to $8.87 per hour across 2,340 hours of coverage a year, flat. Your dedicated specialist covers a 9 hour day, Monday to Friday, a full hour more than a standard shift: the day starts by clearing what arrived after you closed, overnight voicemails, refill requests, and pharmacy faxes, and it ends past your close so far less rolls into tomorrow. A trained backup steps in at no charge whenever they are out. Flat weekly fee per dedicated specialist, never a percentage of your collections, no setup fees.
Start with a 2-Week Free Trial. Month-to-month after, with no long-term contract.
- Salary + payroll taxes + benefits
- Recruiting + turnover replacement
- Training on your practice + Avimark
- Equipment + PTO and sick-day coverage
Calculate Savings
Avimark Outsourcing: Frequently Asked Questions
What tasks can a remote assistant do in Avimark?
Appointment and boarding calendar booking, confirmation and recall calls, reminder batch runs and follow-up, patient record entry and records requests, refill request prep for DVM authorization, estimates and invoicing, payment posting, and inventory cycle counts. Administrative work inside Avimark screens; clinical decisions stay with your team.
Does this replace our front desk?
No. It extends it. Your on-site team keeps the lobby, the exam-room handoffs, and the in-person checkout. The remote team absorbs the phone overflow and the queue work that keeps getting dropped when the lobby is full.
How do your staff access our Avimark system?
Avimark runs on your own server, so access happens through the remote access method you already use or one you approve, with a named Avimark login per specialist. You grant every account, you set the permission level, and you can revoke access at any time.
Veterinary practices are not covered by HIPAA. Why does your security stack mention it?
Because our staff and controls are built for medical clients, and your practice gets the same standard: HIPAA-trained specialists, SOC 2 Type II, ISO 27001:2022, signed confidentiality agreements, and $5M in coverage, applied to veterinary client data even though the law does not require it.
Can you help with pet insurance claims?
Yes. Most pet insurance is reimbursement based, so the practice’s job is documentation: itemized invoices, medical records pulls, and the practice portion of claim forms. We prepare and send that paperwork the same day and answer insurer follow-up requests.
Will the team work our hours?
Yes. Each dedicated specialist covers a 9 hour day, Monday to Friday, aligned to your practice’s time zone, starting before you open by clearing overnight voicemails and faxes and ending after your close.
What does an Avimark support team cost?
A flat weekly fee per dedicated specialist: $399 for 1 to 4 FTEs, $349 for 5 or more, $299 for 10 or more. No setup fees, no per-call or per-task charges. Flat fee, never a percentage.
How fast can a dedicated Avimark team start?
Most teams go live in about 14 days: access setup, training on your SOPs and Avimark configuration, then supervised production. The engagement starts with a 2-Week Free Trial.
Veterinary Resources for Avimark Practices
Our published research on the problems this page solves, including two Avimark-specific deep dives.
Written By
Dan Nandan has spent 25+ years in IT consulting and healthcare BPO, was among the first in the US to build an RPO/BPO delivery network overseas, and has been featured in Computerworld. He runs the operations and the dedicated virtual teams behind the veterinary support workflows on this page, including the published Avimark research linked above.
Connect on LinkedInSee what a dedicated Avimark team changes in 14 days.
Book a strategy meeting. Dan Nandan, CEO, joins most calls personally. Real conversation, real numbers for your practice.
Claim Your 2-Week Free TrialAvimark, Impromed, Covetrus Pulse, and vRxPro are trademarks of Covetrus, Inc. Staffingly, Inc. is an independent outsourcing provider and is not affiliated with or endorsed by Covetrus. Staffingly works inside client-owned Avimark systems under client-granted access.