Who Are the Leading VETport Outsourcing Providers?
Dedicated veterinary virtual teams work inside your own VETport system, covering scheduling, client reminders, SOAP record upkeep, wellness plan administration, invoicing, refill queues, and inventory. Flat weekly pricing from $299 per FTE (volume based), with a trained backup included at no charge. Live in 14 days.
What Is VETport?
VETport is one of the longest-running cloud practice management systems in veterinary medicine, describing itself as the world’s first cloud veterinary software, in operation since 2002. Its US base is in Milford, Ohio, and the vendor reports more than 12,500 veterinarians using the platform across 20+ countries. VETport is best known for its SOAP-based EMR with collaborative editing, and rounds that out with a scheduler that syncs to Google and Apple calendars, invoicing with multiple payment gateway options, an inventory basket, wellness plans, automated reminders, a client portal with online booking, and built-in telemedicine.
A platform with that much surface rewards practices that staff it deliberately. The scheduler, the reminder engine, the wellness plan renewals, the open invoice list, and the inventory basket each produce daily work, and in most independent practices they all land on the same two or three people who are also greeting clients. VETport organizes the work; this service staffs it.
The Work Your Team Does in VETport, We Staff
Who Is This For?
Practices that run on VETport and are paying for more platform than they have hands to operate: independent clinics whose front desk cannot keep up with the reminder engine, mixed animal and equine practices coordinating field visits with in-clinic schedules, specialty and referral practices with heavy records traffic, and multi-location groups that want the same administrative habits at every site. VETport’s footprint spans general, mixed, equine, specialty, mobile, and university settings, and the staffing need looks remarkably similar across all of them.
Where VETport Practices Lose Time and Money
The scheduler can be perfect and the phones still leak revenue. Most clinics have no idea how many calls ring out at lunch and after five.
See the fixLab results, refill confirmations, and post-op check-ins wait behind walk-ins. The backlog compounds until clients call to complain, which adds more calls.
See the fixThird-party pharmacy requests arrive all day and each one needs verification against the record before a veterinarian can approve it. Nobody owns the pile.
See the fixEvery hour a credentialed tech spends on data entry and records requests is an hour of clinical capacity the practice already paid for and did not get.
See the fixFront Desk and Scheduling
Our team runs your VETport scheduler like an extension of the front desk: booking and rescheduling appointments, keeping provider and resource columns accurate, watching the online booking requests that arrive through the client portal, and prepping the next day’s schedule each evening. Because VETport syncs with Google and Apple calendars, your veterinarians see a clean, current day wherever they check it, and the book stays full even when the on-site desk is slammed.
Client Communication and Reminders
VETport’s automated email reminders and SMS options do the broadcasting; our team does the follow-through. We manage the reminder cadences, call the clients who do not respond, run recall outreach for overdue vaccines and wellness visits, confirm tomorrow’s appointments by phone when a text goes unanswered, and log every touch in the record. The result is a reminder system that actually converts into visits instead of quietly expiring.
SOAP Records and Chart Upkeep
VETport’s SOAP-based EMR supports attachments, memos, education forms, and lab reports directly in the record; our team keeps that administrative layer clean. We handle new client and patient setup, demographics updates, attaching lab results and referral documents to the right chart, merging duplicates, and keeping reminder settings accurate. Clinical content stays with your team; the chart your veterinarian opens is complete and current.
Wellness Plan Administration
Wellness plans in VETport only produce recurring revenue when someone administers them: enrolling clients correctly, tracking which included services have been used, chasing failed payments, and calling plan members whose renewals are due. Our team owns that calendar. Plans stay current, members stay enrolled, and the plan program becomes the retention tool it was designed to be instead of a spreadsheet nobody reconciles.
Invoicing and Payments
We keep the money side of VETport current: building and reviewing invoices, checking that services performed made it onto the bill, posting payments across your configured payment gateways, following up on declined cards and open balances, and reconciling each day before close. Missed charges are one of the quietest revenue leaks in veterinary medicine, and a dedicated person watching the open invoice list is the simplest fix.
Prescription Refill Queues
Refill requests arrive by phone, portal, and third-party pharmacy fax all day. Our team triages each one in VETport: 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 in every case; the queue stops stealing your techs’ afternoons.
Inventory and the Reorder Basket
VETport’s inventory basket concentrates reordering into one place; our team makes sure someone actually works it. We maintain item records, watch quantities against your par levels, prepare purchase orders for approval, reconcile received orders against invoices, run cycle counts on a calendar, and flag shrinkage patterns monthly. Shelves stay stocked without your techs playing warehouse manager.
Reporting and End-of-Day Admin
VETport’s analytics only earn their keep if someone runs them. We produce the reports your practice manager actually reads: daily reconciliation, open invoices, appointment fill rates, reminder compliance, wellness plan status, and inventory movement, on a calendar, in your format. Days close on time, and the numbers that signal trouble surface while they are still small.
Put a Dedicated VETport Team on This Work
You have seen what we cover, from the scheduler to the reorder basket. The next step is simple: meet us, pick the seats you need, and watch a trained team work your own VETport queues before you commit to anything.
Book Your 2-Week Free TrialHow Our Teams Train and Go Live on VETport
Before anyone touches your system, new team members study our SOP library for cloud veterinary workflows, then train on your own VETport setup in live sessions with your staff: your appointment types, your reminder cadences, your wellness plan rules, your refill policy, your inventory par levels. 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 VETport credentials, never shared logins.
Why Outsource VETport Work, and Why Staffingly
Answering services cover phones. Billing firms cover invoices. We staff across the workflow: scheduling, reminders, records, wellness plans, refills, inventory, and reporting, so work stops falling between vendors.
A flat weekly fee per dedicated specialist. No per-call charges, no per-claim charges, no percentage of your collections. The math stays simple as your practice grows.
Recall outreach, VCPR-aware refill triage, wellness plan renewals, cycle counts, and purchase orders. This is the work our veterinary service line is built around, not a medical script with the nouns swapped.
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.
Practice Types We Support on VETport
Independent small animal clinics that need one trained assistant covering phones and reminders; mixed animal and equine practices coordinating field schedules with in-clinic appointments; specialty and referral practices with heavy records and reporting traffic; mobile veterinarians who need the desk covered while they drive; and multi-location groups that want one remote pod enforcing the same scheduling, wellness plan, and inventory habits at every site.
Process and Onboarding
20 to 30 minutes on Teams. We map your VETport queues and pain points before we meet.
Named VETport 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, refill requests, 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 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
VETport Outsourcing: Frequently Asked Questions
What tasks can a virtual assistant do in VETport?
Appointment booking and rescheduling, online booking request handling, reminder and recall queues, administrative upkeep of SOAP records, wellness plan enrollment and renewals, invoicing and payment posting, refill queue triage, inventory basket management, and reporting. Anything administrative that happens inside VETport screens, a trained remote assistant can own.
Do your assistants write in our medical records?
Only on the administrative layer: demographics, attachments, document indexing, reminder settings, and duplicate cleanup. Clinical entries in the SOAP record stay with your veterinarians and techs, and that boundary is written into the SOW.
How do your staff access our VETport system?
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.
Can you administer our wellness plans?
Yes. Enrollment, usage tracking, failed payment follow-up, and renewal outreach, on a calendar. Plan pricing and inclusions remain your decisions; we run the administration that keeps the program healthy.
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 VETport 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 VETport system?
Yes. It stays your system, 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 VETport Teams
Practical answers to the problems veterinary front desks 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 VETport 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 TrialVETport is a trademark of its owner. Staffingly, Inc. is an independent outsourcing company and is not affiliated with or endorsed by VETport. Staffingly works inside client-owned VETport systems under client-granted access.