Who Provides Remote Vetspire Support Services?
Dedicated trained teams work inside your own Vetspire system, covering the phones, appointment management, two-way messaging, refill queues, invoicing, and dashboards, end to end. 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 Vetspire, We Staff
What Is Vetspire?
Vetspire is a cloud-native, AI-forward veterinary EMR and practice management platform. Its medical records support real-time multi-user editing, its electronic treatment sheets (Nova) run inpatient care, and its AI Scribe and AI Summary features transcribe conversations and compile a patient’s history automatically. Around the clinical core sit drag-and-drop appointment management, online booking, 2-way texting and email from the patient chart, Admin Triggers that automate messages on key events, client pricing that can vary by clinic, service, and department, and personalized dashboards by role. Vetspire was acquired in April 2021 by Pathway Vet Alliance, the national veterinary organization that rebranded as Thrive Pet Healthcare later that year, and it serves general practices, enterprise groups, emergency hospitals, specialty clinics, mobile practices, and universities.
A platform built for multi-location scale creates multi-location admin: booking queues per site, message queues per chart, pricing rules per department, and dashboards nobody has time to read. The software distributes the work beautifully; someone still has to do it. That is the gap this service closes.
Who Is This For?
Practices and groups that run on Vetspire and need people to match its pace: multi-location organizations that want one central remote desk for phones, messaging, and refills across sites, emergency and specialty hospitals where the front desk cannot leave the lobby, and independent general practices that adopted Vetspire’s AI tooling but still drown in the human queue behind it. Seats can be assigned per location, per department, or pooled across the group.
Where Vetspire Practices Lose Time and Money
ER and specialty settings on Vetspire run around the clock, but front-desk staffing does not. Calls at 2 a.m. decide where a panicked owner takes their pet.
See the fixMulti-site groups take calls centrally, and clients get booked to the wrong clinic. Every mistake costs a visit, a refund conversation, or both.
See the fixTexts from charts, voicemails, and online booking requests pile up during appointment hours. Whatever is left at close becomes tomorrow’s backlog.
See the fixEvery departure takes months of platform knowledge with it, and the next hire learns Vetspire from scratch while queues grow.
See the fixFront Desk, Phones, and Records
Our specialists answer your phones in your practice’s name, on your VoIP system or a dedicated US number, and work directly in Vetspire as they talk: registering new clients and patients, updating owner details, and logging every interaction against the chart. Because Vetspire records support multi-user editing in real time, your on-site team sees what the remote team is doing as it happens, not in a report the next day.
Appointment Management and Online Booking
We work Vetspire’s drag-and-drop appointment management the way your schedulers do: triaging online booking requests, applying the right encounter templates and appointment types, confirming the unconfirmed list by phone before each clinic day, and backfilling cancellations the same morning. For multi-site groups, we book against the correct location by protocol, which is precisely where central scheduling usually breaks.
2-Way Messaging and Client Follow-Up
Vetspire lets your team text and email clients straight from the patient chart, and Admin Triggers automate the routine touches. Our team covers what the automation cannot: answering inbound texts through the day, returning voicemails, making recall and follow-up calls, and clearing the daily callback backlog before it rolls over. Clinical questions route to your staff; routine ones get answered from your approved scripts.
Prescription Refills and Pet Insurance Paperwork
Refill requests arrive by phone, portal, and third-party pharmacy fax. Our specialists verify each request against the Vetspire chart, prepare it for doctor approval, process the approved ones, and notify the owner, same day. We also pull records and complete pet insurance claim paperwork so records requests stop slowing checkout.
Invoicing and Client Pricing
Vetspire’s client pricing can vary by clinic, service, and department, which keeps enterprise billing flexible and makes desk-side mistakes expensive. Our team reviews invoices against the record before checkout, applies your pricing rules consistently, posts and reconciles payments, and follows up on outstanding client balances politely and persistently. Pricing mismatches get flagged to your managers instead of reaching clients.
Dashboards and Reporting
Vetspire’s personalized dashboards put the numbers in front of every role; our job is making sure someone acts on them. A specialist on your team owns the reporting calendar: appointment fill rates, unresolved messages, outstanding balances, and the location-level views your managers compare, delivered on schedule with exceptions flagged in plain language.
Put a Dedicated Vetspire Team on This Work
You have seen what we cover, from the overnight phones to the location dashboards. Meet us, pick the seats you need, and watch a trained team work your own Vetspire queues before you commit to anything.
Book Your 2-Week Free TrialHow Our Teams Train and Go Live on Vetspire
New team members learn your Vetspire configuration before they touch live work: your SOPs, appointment types, and pricing rules first, then supervised sessions inside your own system covering scheduling, messaging, refills, 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 Vetspire credentials, never shared logins, and you can review our activity in your own system at any time.
Why Outsource Vetspire Work, and Why Staffingly
Answering services take messages and stop. We work inside Vetspire: phones, appointment management, messaging, refills, invoicing, and reporting, one accountable team across your locations.
A flat weekly fee per dedicated specialist. No percentage of collections, no per-call pricing. Predictable at one site or twenty.
Your SOPs plus supervised training inside your own Vetspire. Our people learn your encounter templates, your pricing rules, and your escalation paths.
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.
Process and Onboarding
20 to 30 minutes on Teams. We map your Vetspire queues and pain points before we meet.
Named Vetspire user accounts per specialist, least-privilege roles, your approval on every account.
Your SOPs plus supervised sessions in your own system; 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 Vetspire. Read the complete program at Security at Staffingly.
Flat Weekly Pricing Per Dedicated Specialist
1 to 4 dedicated Vetspire 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, 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 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
Vetspire Outsourcing: Frequently Asked Questions
What tasks can a remote team handle in Vetspire?
Client and patient registration, appointment management and online booking triage, 2-way messaging queues, prescription refill preparation, invoice review against your client pricing, payment posting, and dashboard reporting. Anything administrative that happens inside Vetspire screens, a trained remote specialist can own.
Who owns Vetspire, and does that affect outsourcing?
Vetspire was acquired by Pathway Vet Alliance in 2021, which rebranded as Thrive Pet Healthcare the same year. It does not change how we work: Staffingly is independent of the vendor and works inside your own Vetspire under access you grant.
Can you support a multi-location group on Vetspire?
Yes. Seats can be assigned per location, per department, or pooled centrally, with location-aware booking protocols and reporting per site.
How do your staff access our Vetspire 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.
Does your team replace Vetspire’s AI features?
No, it works alongside them. AI Scribe and AI Summary reduce documentation time for your clinicians; our specialists cover the human work the AI does not touch: phones, follow-up calls, refills, invoicing, and reconciliation.
How fast can a dedicated Vetspire team start?
Most teams go live in about 14 days: access setup, training on your SOPs and configuration, 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 Vetspire itself serves: general practices, enterprise groups, emergency and specialty hospitals, mobile practices, and university clinics.
Veterinary Operations Resources for Vetspire 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 Vetspire 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 TrialVetspire is a trademark of Vetspire, Inc., a Thrive Pet Healthcare company. Staffingly, Inc. is an independent outsourcing company and is not affiliated with or endorsed by Vetspire or Thrive Pet Healthcare. Staffingly works inside client-owned Vetspire systems under client-granted access.