Can a Virtual Assistant Team Work Inside Digitail?
Yes. Dedicated trained teams work inside your own Digitail system, covering the phones, Scheduling Calendar, Pet Parent App and SMS queues, refill requests, invoicing, and reports. 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 Digitail, We Staff
What Is Digitail?
Digitail is a cloud-based, AI-native veterinary practice management platform founded in 2018 by Sebastian Gabor and Ruxandra Pui. It bundles the Scheduling Calendar and 24/7 Online Booking, AI SOAP dictation and medical records, a Flowboard for in-clinic workflow, a Whiteboard for hospitalized patients, a Pet Parent App with SMS and chat, AI intake and forms, wellness plans, integrated payments, inventory analytics, a marketing suite, and its Tails AI assistant with more than 20 AI workflows. The company has raised over $37 million from investors including Five Elms Capital and Atomico and reports thousands of veterinarians on the platform, with a fast-growing US install base across independent clinics, new practices, mobile vets, and enterprise groups.
Digitail’s pitch is fewer clicks and less admin, and the AI genuinely removes some of it. What remains is the part that talks: phones that ring during appointments, chat threads that expect an answer in minutes, booking requests that need triage, refills that need a chart check, and invoices that need follow-up. A modern platform with an unstaffed queue is still an unstaffed queue. That is the gap this service closes.
Who Is This For?
Digitail practices that want the platform’s speed to show up at the front desk, not just in the exam room: independent general practices, newly opened clinics still building their team, mobile vets who cannot answer calls mid-visit, and multi-location groups that want one central remote desk for messaging, refills, and reporting. Seats scale from one specialist to a pooled team.
Where Digitail Practices Lose Time and Money
Digitail moves bookings online, but plenty of clients still call, and every abandoned call is a visit that books somewhere else. Few clinics measure it.
See the fixHours, pricing, vaccine schedules, and directions arrive by phone, SMS, and app chat all day. A phone tree annoys clients; unanswered chat loses them.
See the fixAutomated reminders from Digitail reach most clients. The unconfirmed remainder needs a human call the day before, and nobody has the hour it takes.
See the fixWhen the front desk falls behind, techs cover callbacks and paperwork at tech wages, and appointments stretch while patients wait.
See the fixFront Desk, Phones, and Intake
Our specialists answer your phones in your practice’s name and work directly in Digitail as they talk: registering new clients and patients, sending AI intake and forms for completion before the visit, chasing the ones that come back incomplete, and keeping owner and patient records clean. Your on-site team stays with the clients in the lobby; the remote team owns the ringing line and the intake pipeline behind it.
Scheduling Calendar and Online Booking
Digitail’s Online Booking takes requests around the clock; our team makes sure each one lands correctly on the Scheduling Calendar, matched to the right appointment type, provider, and room. We call the unconfirmed list before each clinic day, backfill cancellations the same morning, and reshuffle by phone when same-day emergencies land, so the book stays full without your front desk touching it.
Pet Parent App, SMS, and Chat
The Pet Parent App gives your clients a direct line to the practice, which is wonderful for retention and merciless on response time. Our team works the app, SMS, and chat queues through the day, answers routine questions from your approved scripts, routes clinical questions to your staff, and makes recall and follow-up calls so lapsing patients come back. Every exchange is logged in Digitail where your team can see it.
Prescription Refills and Pharmacy Faxes
Refill requests arrive through the app, the phone, and third-party pharmacy faxes that need a chart check before any doctor signs. Our specialists verify the patient and prescription history in Digitail, prepare each request for approval, process the approved ones, and notify the owner, same day. Pet insurance claim paperwork and records requests ride the same desk.
Invoicing, Payments, and Wellness Plans
Digitail automates much of invoice generation; our team covers the judgment around it. We review invoices against the record before checkout, post and reconcile integrated payments, follow up on outstanding client balances politely and persistently, and administer your wellness plans so enrollments, renewals, and lapsed memberships get worked every month. Charge-capture exceptions get flagged to your manager instead of leaking quietly.
Inventory and Reporting
Our specialists maintain item records, process receiving, and work Digitail’s inventory analytics so reorders happen before shelves empty. On reporting, someone on our team owns your calendar: financial and operational reports, performance dashboards, and charge-capture insights, delivered on schedule with exceptions explained in plain language rather than left in a dashboard nobody opens.
Why Outsource Digitail Work, and Why Staffingly
Answering services take messages and stop. We work inside Digitail: phones, the Scheduling Calendar, app and SMS queues, refills, invoicing, and reporting, one accountable team.
A flat weekly fee per dedicated specialist. No percentage of collections, no per-call pricing. Every efficiency gain stays with your practice.
Your SOPs plus supervised training inside your own Digitail workspace. Our people learn your appointment types, your scripts, and your regular clients.
Most teams go live in about 14 days. 2-Week Free Trial. Trained backup included at no charge. 800+ providers served, 4.9 Google rating you can verify on our listing.
Put a Dedicated Digitail Team on This Work
You have seen what we cover, from the ringing phone to the charge-capture report. Meet us, pick the seats you need, and watch a trained team work your own Digitail queues before you commit to anything.
Book Your 2-Week Free TrialHow Our Teams Train and Go Live on Digitail
New team members learn your Digitail setup before they touch live work: your SOPs, appointment types, and scripts first, then supervised sessions inside your own workspace covering the Scheduling Calendar, messaging queues, refill workflow, and invoicing. A team lead reviews early production daily and quality checks continue after go-live. Every specialist works under an individual confidentiality agreement with named Digitail credentials, never shared logins, and you can review our activity in your own system at any time.
Process and Onboarding
20 to 30 minutes on Teams. We map your Digitail queues and pain points before we meet.
Named Digitail user accounts per specialist, least-privilege roles, your approval on every account.
Your SOPs plus supervised sessions in your own workspace; supervised production from day one.
Daily production reports, weekly KPI review, month-to-month after your 2-Week Free Trial.
Security and Data Protection
Veterinary practices are not covered entities under HIPAA, but your client, payment, and patient data deserve the same discipline we bring to human healthcare. Our staff are HIPAA-trained as a baseline, we execute Business Associate Agreements for practices that want them, and our workflows are designed to support strict data protection, with SOC 2 Type II attestation, ISO 27001:2022, $5M E&O and cyber liability coverage, and named individual credentials in your Digitail. Read the complete program at Security at Staffingly.
Flat Weekly Pricing Per Dedicated Specialist
1 to 4 dedicated Digitail 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 overnight, voicemails, app messages, 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 revenue, 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 PIMS + protocols
- PTO, sick days, and no coverage plan
Calculate Savings
Digitail Outsourcing: Frequently Asked Questions
What tasks can a virtual assistant do in Digitail?
Client and patient registration, intake form follow-up, Scheduling Calendar and Online Booking management, Pet Parent App, SMS, and chat queues, prescription refill preparation, invoice review, payment posting, wellness plan administration, inventory upkeep, and reporting. Anything administrative that happens inside Digitail screens, a trained remote specialist can own.
Doesn’t Digitail’s AI already remove the admin work?
It removes a real share of clicks and documentation time. It does not answer your phone, call unconfirmed appointments, chase incomplete intake forms, or follow up on balances. Our team covers that human layer, inside the same system.
Can your team answer our phones, not just work queues?
Yes. Specialists answer on your existing VoIP line or a dedicated US number, book directly into the Scheduling Calendar, and log every call in Digitail.
How do your staff access our Digitail workspace?
Through named individual user accounts you approve, with least-privilege roles. No shared logins, and you can review our activity in your own system.
Do you handle the Pet Parent App and chat?
Yes. We work app messages, SMS, and chat through the day, answer routine questions from your approved scripts, and route clinical questions to your team.
How fast can a dedicated Digitail team start?
Most teams go live in about 14 days: access setup, training on your SOPs and workspace, then supervised production. The engagement starts with a 2-Week Free Trial.
Is our client and patient data protected?
Veterinary clinics are not HIPAA covered entities, but we apply the same standard anyway: HIPAA-trained staff, signed confidentiality agreements, SOC 2 Type II, ISO 27001:2022, and $5M in coverage.
Which practice types does this fit?
The settings Digitail itself serves: independent clinics, newly opened practices, mobile vets, and multi-location enterprise groups.
Veterinary Operations Resources for Digitail Practices
Practical guides from our veterinary pain-point library.
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 described on this page.
Connect on LinkedInSee what a dedicated Digitail 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 TrialDigitail is a trademark of Digitail, Inc. Staffingly, Inc. is an independent outsourcing company and is not affiliated with or endorsed by Digitail. Staffingly works inside client-owned Digitail systems under client-granted access.