AI receptionist for veterinary clinics, while your team treats pets

A vet clinic's phone line carries very different calls side by side. One owner wants to know what the next round of puppy shots costs. Another has a cat that has not eaten for two days, and the worry is in every word. Both calls reach the same reception desk, where someone is also checking in a large dog, printing an invoice and handing a carrier back to a cat owner. An AI receptionist for a veterinary clinic answers the first kind of call in full and gives the second kind exactly the words your veterinarians chose.

Asyntai answers your clinic number, tells each caller that it is an AI assistant, and then says your greeting. The owner talks to it as they would to your reception team. Replies come within a second or two, and the caller can interrupt at any time. The answers come from three sources you control: the clinic website, which Asyntai reads page by page, the documents you upload, such as a price list or a new client sheet, and the rules you write in plain English in the AI Instructions.

Price calls are a good place to start. Typical examples are the cost of a rabies shot, the total for the kitten series, or the price of a spay for a 60-pound dog. If those figures are on your price list, the agent gives them, including the exam fee when your list says it applies. Some prices cannot be given until a vet has seen the animal, such as a dental cleaning or a lump removal. A short rule covers that case: give the exam fee and offer to take an appointment request. The agent answers only from your list, so the figure the owner hears is the figure on your counter.

New clients need a different kind of answer. Do you see rabbits? Is there a separate waiting area for cats? What should I bring from the shelter? Can I send the old vet records in advance? Write these answers once, on your website or in a new client document, and the agent gives them on every first call. If you have an online booking page, the agent can give the link. If you want reception to book every new client, it takes a callback request instead, with the owner's name and a number the caller has confirmed.

Refill and food orders follow the same path. An owner who needs more of a dog's pain medication or another bag of a prescription kidney diet does not need a person on the line at that moment. They need the request to reach the right person with the right details. The agent takes the owner's name and number, reads the number back digit by digit, and sends the request to your escalation email. The pet's name, the product and the details the owner gave are in the call transcript. Your team checks the request against the record in your practice software, and your refill policy, read from your own document, tells the owner when to expect it.

Emergencies are where the rules matter most, and they belong to your veterinarians. The agent gives no veterinary advice and makes no judgment about symptoms. Your vets decide which signs count as an emergency, for example poisoning, trouble breathing, a seizure, heavy bleeding or a pet hit by a car, and what the agent says when an owner describes one. During your hours that can be: bring the pet in now, and an offer to put the caller through to the clinic. After closing it can be: call the emergency animal hospital, with its name and number. The agent repeats that instruction on every call, in the words you chose.

Some calls are hard in another way. An owner who calls about euthanasia, or to say that a pet has died, should talk to a person who knows the family. A rule can tell the agent to say it is sorry and to offer a transfer to your team during your hours, and outside them to take a callback request, so someone from the clinic phones back personally. If nobody picks up a transfer within 20 seconds, or the line is busy, the caller comes back to the agent, which apologizes and takes a callback request. The receiving phone shows the caller's own number, so your team knows who is calling before they answer. Later, the transcript in the dashboard lets whoever calls back see what the owner already said, so nobody has to ask a grieving owner to repeat it.

On the technical side, calls run through your own Twilio account, and Twilio bills you for the number and the minutes. You need a paid Twilio account with a voice-capable number in it, since trial accounts cannot be connected, and Twilio may want to verify the clinic as a business first. Your clinic number can stay as it is: forward calls to the Twilio number when reception does not answer, or after hours, with your phone provider's call forwarding. The agent answers up to 5 calls at the same time on Standard and up to 10 on Pro, and every call is saved in your dashboard with the full transcript. The voice agent guide explains the greeting, the test call and the website voice button.

Before the first owner hears the agent, test it with the people who know the calls best. Add your website and price list, write the emergency rule together with your veterinarians, and make free test calls from your browser on the Voice Agent page. Ask for the price of a spay, order a prescription diet, and describe a dog that ate chocolate. Listen to the answers, adjust the wording, and then forward the clinic line, so the calls your team cannot take are answered while they care for the animals in front of them.