Can a Virtual Assistant Team Work Inside IDEXX Cornerstone?
Yes. Dedicated trained specialists work in your practice’s own Cornerstone system through access you control, covering client records, the appointment scheduler, reminder and callback calls, pet insurance paperwork, invoicing follow-up, and inventory admin. Flat weekly pricing from $299 per FTE (volume based), with a trained backup included at no charge. Live in 14 days.
What Is IDEXX Cornerstone?
Cornerstone is IDEXX’s long-established, server-based veterinary practice management software, often described as one of the most widely installed systems in US practices. It is deep software: the Patient Clipboard organizes client information, patient information, and patient history in one view; the Electronic Whiteboard tracks hospitalized patients; the Daily Planner organizes each day’s checked-in visits; End of Day processing closes out the books; and modules cover scheduling, invoicing, inventory, reporting, imaging, and diagnostics integration, with add-ons such as Vello, VetConnect PLUS, SmartFlow, and Cornerstone Payments.
Depth is Cornerstone’s strength and its staffing problem. The people who really know Cornerstone tend to be the practice’s most tenured staff, and when one of them leaves, the knowledge walks out the door while the queues stay. New hires take months to learn the screens, and until they do, callbacks, recalls, and records requests pile up. That is the exact gap this service closes.
Where Cornerstone Practices Lose Time and Money
Each departure takes months of system fluency with it, and each new hire starts the learning curve from zero while the work keeps arriving.
See the fixNonstop rings pull staff off the lobby, the lobby pulls them off the phone, and the person caught in between eventually quits.
See the fixLab results, refill confirmations, and follow-ups stack up during appointments, and the list that does not get cleared today is longer tomorrow.
See the fixOwners need itemized invoices and history for reimbursement, and each request lands on the desk at the busiest moment of the visit.
See the fixThe Admin Work Your Team Does in Cornerstone, We Staff
Who Is This For?
Practices that have run on Cornerstone for years and feel it in the staffing: independent clinics whose most experienced CSR just gave notice, multi-doctor hospitals where the callback list rarely clears, and growing groups that need admin depth without another round of recruiting. If your team knows Cornerstone is capable but nobody has time to work it properly, a dedicated remote seat restores the missing hours.
Client Records and the Patient Clipboard
The Patient Clipboard is Cornerstone’s home base, and we keep what it shows accurate: client contact details, patient information, alerts, and the paperwork attached to the right chart. Clean records are what make reminders reach the right owner and invoices match the visit. Your on-site team keeps the lobby; we keep the data behind it.
Appointment Scheduling
We build and maintain the Cornerstone appointment scheduler: booking and moving appointments, balancing doctor columns, prepping the next day’s schedule, and refilling slots when plans change. When a same-day emergency arrives, we rework the book so it absorbs the case instead of collapsing; see how practices absorb same-day emergencies without wrecking the calendar.
Reminders and Recall Outreach
Vaccine reminders, wellness recalls, confirmation calls, and post-visit follow-ups, worked from Cornerstone’s reminder data and logged so your team sees the trail. Outreach is the first task a shorthanded desk drops and the most expensive one to skip: empty slots and no-shows follow within weeks. A dedicated seat works the list on a schedule instead of when someone finds a minute.
Phone Overflow and Callbacks
We answer overflow calls in your practice’s name, book directly into the Cornerstone scheduler, and clear the callback list between calls: lab results ready to release under your protocol, refill confirmations, and follow-ups. It is the single fastest way to stop losing receptionists to the phone, because the phone stops being one person’s entire day.
Pet Insurance Claim Support
Veterinary care is mostly paid cash at checkout, with owners claiming reimbursement from their pet insurer afterward. The practice’s job is paperwork: itemized invoices, medical history, and the practice portion of claim forms. We pull those from Cornerstone and send them the same day, so records requests stop slowing checkout and owners stop calling twice for the same documents. This is client-side claim support, not payer billing, and it is a natural fit for a remote seat.
Invoicing and End of Day Support
We keep Cornerstone’s money screens tidy: invoices reviewed against the visit, estimates prepared for scheduled procedures, statements on a calendar, open balances followed up with courteous scripted outreach, and End of Day processing supported so daily reports actually get run and read. Client accounts receivable is not payer billing; it rewards plain consistency, and consistency is exactly what a dedicated seat provides.
Prescription Refills and Pharmacy Faxes
Refill requests arrive by phone, voicemail, and a daily stack of third-party pharmacy faxes. We log each request in Cornerstone, route it for your doctor’s approval under your protocol, prepare the paperwork, and call the owner when it is ready. Clinical decisions stay with your team; the admin stops eating your techs’ time.
Inventory Admin and Reporting
Cornerstone’s inventory module tracks what a practice buys and sells, but the module is only as good as its data entry. We handle receiving entries, price updates, duplicate cleanup, and periodic reconciliation, and we run your reporting on a schedule: end of day summaries reviewed, end of month packages assembled, and the trends your manager actually reads delivered instead of waiting to be pulled.
Put a Dedicated Team on Your Cornerstone Backlog
You have seen what we cover, from the Patient Clipboard to End of Day. Meet us, pick the seats you need, and watch a trained team work your own Cornerstone system before you commit to anything.
Book Your 2-Week Free TrialHow Our Teams Train and Go Live on Cornerstone
New team members train on your practice’s own protocols and your Cornerstone configuration, drill the workflows in supervised practice before touching production, and go live under a senior lead who reviews their output daily through the first weeks. Because Cornerstone rewards system fluency, we keep documentation of your setup so a trained backup can step in at no charge without restarting the learning curve. Each specialist works under an individual confidentiality agreement with a named Cornerstone login, never shared logins, and reports production to you each evening in your format.
Why Outsource Cornerstone Admin, and Why Staffingly
When a tenured CSR leaves, their Cornerstone fluency leaves too. A dedicated seat with a documented setup and a trained backup ends the rebuild-from-zero cycle.
A flat weekly fee per dedicated specialist. No per-call pricing, no per-task metering, and no percentage of your revenue as you grow.
Answering services take messages. We do the follow-through inside Cornerstone: the booking, the callback, the records request, and the invoice.
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.
Process and Onboarding
20 to 30 minutes on Teams. We map your Cornerstone queues, phone volume, and pain points before we meet.
Your IT approves the remote access method; each specialist gets a named Cornerstone login with least-privilege rights.
Your protocols and phone scripts plus supervised practice; production work starts under review.
Daily production reports, weekly review, month-to-month after your 2-Week Free Trial.
Security and Compliance
Veterinary records fall outside HIPAA, which covers human patient data, but a practice’s client, payment, and business records deserve the same discipline. We run the program we built for HIPAA-covered medical clients on veterinary work too: HIPAA-trained staff, Business Associate Agreements executed on request from day one, workflows designed to support strict confidentiality, SOC 2 Type II attestation, ISO 27001:2022, $5M E&O and cyber liability coverage, and named individual logins so you can review our activity in your own system. The complete program is documented at HIPAA and Security at Staffingly.
Flat Weekly Pricing Per Dedicated Specialist
1 to 4 dedicated Cornerstone 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, pharmacy faxes, and records requests, 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 protocols + Cornerstone
- Equipment + PTO and sick day coverage
Calculate Savings
Virtual Cornerstone Support: Frequently Asked Questions
What tasks can a virtual assistant do in IDEXX Cornerstone?
Client and patient record upkeep on the Patient Clipboard, appointment scheduling, reminder and recall calls, callback list work, pet insurance claim paperwork, invoicing and statement follow-up, End of Day report support, prescription refill admin, inventory data entry, and scheduled reporting.
Cornerstone is server-based. How does remote access work?
Through the secure remote access method your practice and IT approve, typically a remote desktop arrangement, with a named Cornerstone login per specialist. You grant it, you can revoke it, and you can review our activity in your own system.
Our best CSR just quit. Can you cover the gap?
That is the most common reason practices call us. A dedicated specialist trains on your Cornerstone setup and protocols, and a trained backup shadows the seat, so the next departure does not restart the cycle.
Do you handle pet insurance claims for our clients?
We handle the practice side: itemized invoices, medical history, and the practice portion of claim forms, pulled from Cornerstone and sent promptly. Owners file with their insurer for reimbursement; we make sure your paperwork is not the reason a claim stalls.
Can you answer our phones and clear the callback list?
Yes. We take overflow calls in your practice’s name, book into the Cornerstone scheduler, and work the callback queue between calls so it clears today instead of rolling to tomorrow.
Does HIPAA even apply to a veterinary practice?
HIPAA governs human patient data, so veterinary records generally fall outside it. We apply the same program anyway: HIPAA-trained staff, confidentiality agreements, SOC 2 Type II, ISO 27001:2022, and $5M in coverage, because your client and payment data deserve medical-grade handling.
How fast can a dedicated Cornerstone team start?
Most teams go live in about 14 days: access setup with your IT, training on your protocols, then supervised production. The engagement starts with a 2-Week Free Trial.
Do we keep control of our Cornerstone system?
Yes. It stays your server, your data, your logins to grant or revoke. We work inside it and report daily; you can review our activity in your own system.
Veterinary Resources for Cornerstone Practices
From our veterinary pain points library: the staffing problems this page solves.
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 front office workflows on this page.
Connect on LinkedInSee what a dedicated Cornerstone 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 TrialCornerstone, Vello, VetConnect PLUS, and SmartFlow are trademarks of IDEXX Laboratories, Inc. or its affiliates. Staffingly, Inc. is an independent outsourcing provider and is not affiliated with or endorsed by IDEXX. Staffingly works inside client-owned Cornerstone systems under client-granted access.