Who Provides Remote VetBadger Support Services?
Dedicated veterinary virtual teams work inside your own VetBadger system, covering the phones, the client text inbox, scheduling and confirmations, records upkeep, invoicing, and refill queues. 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 VetBadger, We Staff
What Is VetBadger?
VetBadger is a cloud practice management system built for independent veterinary clinics, created in 2016 by practicing veterinarian Dr. Alexandra McLaughry with software engineers Stephen McLaughry and Phil Craven. Its calling card is communication: a unified client inbox that brings texts, calls, photos, and videos into one place, VoIP and smart calling that surface the caller’s record as the phone rings, integrated medical records, task-based workflows, referral tracking, client surveys, and a QuickBooks integration that sends financial data straight to your accounting system.
That communication-first design has a consequence: VetBadger practices live and die by responsiveness. When every client can text the clinic and expects an answer within minutes, the inbox becomes a second front desk, and a two-person team cannot staff both. The platform is built for relationships; someone still has to hold up your end of the conversation. That is the gap this service closes.
Where Communication-Heavy Clinics Lose Time and Money
Smart calling makes each call faster, but it does not make fewer calls. The person who answers them all day still walks out the door eventually.
See the fixCalls that ring out at lunch, during a euthanasia, or after five do not show up on any report, but each one was an appointment, a refill, or a referral.
See the fixHours, directions, pricing, boarding requirements: the same twenty questions arrive by phone and text daily, and answering them costs the same staff time either way.
See the fixText confirmations help, but the clients who no-show are usually the ones who did not answer the text. Someone has to pick up the phone.
See the fixWho Is This For?
Independent clinics that chose VetBadger to compete on relationships against corporate groups, and then discovered that relationships take staff hours. It fits the solo or two-doctor practice whose front desk cannot cover the phones and the text inbox at once, the growing clinic whose owner still answers messages at night, and any VetBadger practice that wants the platform’s communication tools actually worked every hour of the business day rather than when someone gets a minute.
Front Desk Phones and Smart Calling
VetBadger’s VoIP and smart calling put the caller’s chart on screen as the phone rings; our team answers with that context, in your practice’s name, during the hours you set. Appointment requests get booked on the spot, refill requests go into the queue, and questions that need your staff get routed as tasks with the details already captured. Your on-site team stops choosing between the caller and the client standing at the counter.
Client Texting and the Unified Inbox
The unified inbox is VetBadger’s signature feature and its biggest staffing demand. Our team works it like a queue with a service standard: inbound texts answered promptly during covered hours, photos and videos acknowledged and routed to the right chart, conversations that need clinical judgment escalated to your staff as tasks, and every exchange logged. Clients get the responsiveness they were promised; your techs get their afternoons back.
Scheduling and Confirmations
We keep the VetBadger appointment book full and honest: booking and rescheduling, confirming tomorrow’s visits by text and by phone when the text goes unanswered, filling cancellations from the waitlist, and prepping the next day’s schedule each evening. Fewer holes in the book, fewer surprises at morning huddle.
Patient Records and Chart Upkeep
We keep the administrative layer of your VetBadger records clean: new client and patient setup, demographics and contact updates, attaching photos, lab results, and referral documents to the right chart, merging duplicates, and keeping reminder settings accurate. VetBadger’s AI-assisted documentation helps your clinical team write faster; our team makes sure the chart around those notes stays complete and findable. Clinical content remains your staff’s work in every case.
Invoicing and QuickBooks Tie-Out
VetBadger sends financial data to QuickBooks; we make sure what it sends is right. Our team builds and reviews invoices, checks that services performed made it onto the bill, posts payments, follows up on open balances and declined cards, and reconciles daily so the numbers your bookkeeper sees in QuickBooks match the day the clinic actually had. Month-end stops being an archaeology project.
Prescription Refill Queues
Refill requests arrive by phone, text, and third-party pharmacy fax. Our team triages each one: verifying the patient and medication against the record, checking visit history against your practice’s VCPR policy, preparing the request for your veterinarian’s approval, and coordinating with the pharmacy once authorized. Approval stays with your DVM; the queue stops interrupting exams.
Referral Tracking and Follow-Ups
VetBadger’s referral tracking only pays off when someone works the list. We log inbound and outbound referrals, send records to the specialty practice, confirm the client actually booked, follow up after the visit, and close the loop in the chart. Referring relationships stay warm, and clients stop falling into the gap between two practices.
Task Queues and End-of-Day Admin
VetBadger’s task-based workflow is where loose ends go to be remembered, if the list gets worked. Our team owns the administrative tasks: callbacks completed, surveys sent and results compiled, records requests fulfilled, and the end-of-day checklist closed out before your morning. You start each day at zero instead of at yesterday’s leftovers.
Put a Dedicated VetBadger Team on This Work
You have seen what we cover, from the smart-calling screen to the QuickBooks tie-out. The next step is simple: meet us, pick the seats you need, and watch a trained team work your own VetBadger queues before you commit to anything.
Book Your 2-Week Free TrialHow Our Teams Train and Go Live on VetBadger
Before anyone touches your system, new team members study our SOP library for cloud veterinary workflows, then train on your own VetBadger setup in live sessions with your staff: your greeting scripts, your texting tone, your refill policy, your task conventions. Production starts supervised, with a senior team member reviewing output daily, and you receive a production report every evening in your format. Every specialist works under an individual confidentiality and security agreement with named VetBadger credentials, never shared logins.
Why Outsource VetBadger Work, and Why Staffingly
Answering services cover phones. Texting vendors cover texts. We staff across the workflow: phones, inbox, scheduling, records, invoicing, refills, and tasks, so conversations stop dying between vendors.
A flat weekly fee per dedicated specialist. No per-call charges, no per-message charges, no percentage of your collections. The math stays simple as your practice grows.
Recall outreach, VCPR-aware refill triage, referral follow-through, records requests, and end-of-day tie-out. This is the work our veterinary service line is built around, not a generic call script.
Most teams go live in about 14 days. 2-Week Free Trial. A trained backup steps in at no charge. 800+ providers served, with a 4.9 Google rating you can verify on our listing.
Process and Onboarding
20 to 30 minutes on Teams. We map your VetBadger queues and pain points before we meet.
Named VetBadger user credentials per specialist, least-privilege roles, your approval on every account.
Your SOPs plus our cloud PIMS training library; supervised production from day one.
Daily production reports, weekly KPI review, month-to-month after your 2-Week Free Trial.
Security and Compliance
Your client data is business-critical even when it is not regulated like human health records, and we treat it that way. HIPAA-trained staff, Business Associate Agreements executed with every client, workflows designed to support HIPAA compliance, SOC 2 Type II attestation, ISO 27001:2022, $5M E&O and cyber liability coverage, and named individual credentials, so you can review our activity in your own system. Read the complete program at HIPAA and 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, texts, and refill 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 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 PIMS + protocols
- Software seat + equipment + PTO coverage
Calculate Savings
VetBadger Outsourcing: Frequently Asked Questions
What tasks can a virtual assistant do in VetBadger?
Answer calls through VetBadger’s VoIP with the chart on screen, work the unified text inbox, book and confirm appointments, keep patient records tidy, build and reconcile invoices for the QuickBooks handoff, triage refills for your veterinarian’s approval, track referrals, and close out task queues. Anything administrative that happens inside VetBadger screens, a trained remote assistant can own.
Can your team really answer our clients’ texts as our practice?
Yes. We train on your tone and your protocols, answer during the hours you set, escalate anything clinical to your staff as a task, and log every exchange in the record. Your clients see fast answers from your practice, not a bot and not a stranger.
How do your staff access our VetBadger account?
Through named individual user accounts you approve, with least-privilege roles. No shared logins, and you can review our activity in your own system at any time.
Do you work inside our QuickBooks too?
Our core work happens in VetBadger: clean invoices, posted payments, and daily reconciliation, so the data flowing to QuickBooks is right. If you want help on the QuickBooks side as well, raise it on the strategy call and we will scope it honestly.
How are prescription refills handled?
We triage the request, verify the patient and medication, check the visit history against your practice’s VCPR policy, and prepare the refill for your veterinarian’s approval. Authorization decisions stay with your DVM in every case.
How fast can a dedicated VetBadger team start?
Most teams go live in about 14 days: access setup, workflow training on your SOPs, then supervised production. The engagement starts with a 2-Week Free Trial.
Is our client and patient data safe with a remote team?
HIPAA-trained staff, executed Business Associate Agreements, SOC 2 Type II, ISO 27001:2022, and $5M in coverage, with named individual credentials. Full detail on our security page.
Do we keep control of our VetBadger system?
Yes. It stays your account, your data, and 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 VetBadger Teams
Practical answers to the problems communication-heavy clinics bring us most often.
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 workflows on this page.
Connect on LinkedInSee what a dedicated VetBadger 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 TrialVetBadger is a trademark of its owner. Staffingly, Inc. is an independent outsourcing company and is not affiliated with or endorsed by VetBadger. Staffingly works inside client-owned VetBadger systems under client-granted access.