Veterinary Virtual Assistant Services

The keyboard-and-phone work that's burying your in-clinic team: answering and booking calls, appointment confirmations and reminders, refill request prep, records requests, medical scribing, follow-up calls, and inventory counts. Your DVMs and licensed techs keep everything clinical and hands-on. Most practices start with one workflow, usually the phones, and add others after the pilot.

No. HIPAA covers human patient records; veterinary clinics are not covered entities under 45 CFR 160.103. What does apply: state confidentiality statutes in 33+ states, like California Business and Professions Code 4857, plus PCI DSS for payments. Veterinary medicine isn't covered by HIPAA. We secure your client data like it is anyway: the same SOC 2 Type II, ISO 27001, and HITRUST-audited controls our medical clients run on, plus state confidentiality law and PCI-aware payment handling. An NDA and data-security agreement is signed before day one.

Yes, that's the whole model. Your veterinary VA gets role-based access to your existing system: AVImark, Cornerstone, ezyVet, IDEXX Neo, Impromed, Covetrus Pulse, Provet Cloud, Vetspire, Shepherd, Digitail, Hippo Manager, or NaVetor. Appointments, notes, and refill prep happen in your PIMS, not in some side spreadsheet you have to reconcile later. Most platforms go live in 5 to 7 business days.

They prepare; your veterinarian authorizes. A valid veterinarian-client-patient relationship (VCPR) is required before prescribing under 21 CFR 530.3(i) and most state practice acts, and only the DEA-registered veterinarian authorizes controlled-substance refills, with records kept at least 2 years per 21 CFR 1304.04. Our VAs screen requests against your last-exam policy, prep the queue in Vetsource, Covetrus, or Chewy clinic-approval workflows, and route everything to the DVM for one-click approval or denial.

One veterinary BPO partner covers every hospital on the same playbook: shared phone coverage that follows your call volume, one refill workflow across locations, one reporting format for the regional manager. Enterprise pricing kicks in at 10+ VAs at $299 per week each, and you can pool VAs across locations and time zones. Solo practices get the same partner multi-location groups run on, just sized down.

$399 per week Single, $349 per week Team (5 or more), $299 per week Enterprise (10 or more), per VA FTE. No setup fees, no annual contracts, add or remove by the week. Against a fully loaded in-house front desk hire at roughly $45,000 to $55,000 a year, that's around 70 percent less. Every engagement starts with a 2-Week Risk-Free Pilot at the same rate: cancel before day 14, owe nothing.

They'll notice the phone gets answered. Your VA uses your greeting, your hold protocol, and your scheduling rules, and they're trained on vet terminology and species-specific triage red flags before placement. Anything clinical or in-person, like the family arriving for a euthanasia, goes straight to your in-clinic team. Clients experience one front desk; you just doubled its capacity.

Our overseas-licensed and educated veterinary support professionals work from secured facilities in India, Pakistan, and Bangladesh with biometric access control, monitored workstations, and audited SOC 2 Type II, ISO 27001, and HITRUST controls. They pass neutral-accent English certification and a veterinary-specific assessment covering terminology, triage protocols, refill workflows, and at least one major PIMS before they ever take a live call for your practice. Our team works AI-assisted: automation and AI drafting handle the repetitive steps while a trained human verifies every output in your PIMS.

Staffingly prices veterinary virtual assistants per dedicated assistant at a flat weekly rate: $399 single, $349 at volume (5 or more), and $299 enterprise (10 or more), for 45 hours a week, fully managed. There is no setup fee and no long-term contract, and a 2-week risk-free pilot runs at the same rate.

A Staffingly veterinary virtual assistant works inside your practice software, AVImark, Cornerstone, ezyVet, Impromed, or Pulse, to answer phones, book and confirm appointments, process refill requests, update records, run reminders and recalls, and handle client messages, so your in-clinic team stays with the patients in front of them.