Fictional sample project

Oak Street Veterinary Clinic: a front desk that never puts callers on hold

Two front-desk staff were answering the same questions all day while pet owners waited on hold. The clinic wanted the routine questions handled, and people to handle everything else.

The problem

Hours, vaccine schedules, boarding rules and "can I book a nail trim?" made up most calls and messages. Staff had less time for the pets and people in the lobby.

What was set up

  • AI chat assistant on the website for routine questions and appointment requests
  • AI phone receptionist for after-hours calls, which takes messages for the morning
  • Emergencies always go to the emergency line, never to the AI
  • A clear rule: no medical advice about any animal, ever

Demo conversation (scripted)

Customer

What are your hours on Saturday? And do you board cats?

Front desk assistant (AI)

We’re open Saturday 8 AM to noon. Yes, we board cats. Vaccines must be current, and we ask for records at drop-off. Would you like to request a boarding stay?

Customer

Maybe. Also my dog just ate some chocolate, is that bad?

Front desk assistant (AI)

I can’t give medical advice, and this could be urgent. Please call our emergency line right now, at the number at the top of our website, so a veterinary team member can help you.

Conversation flagged for staff follow-up

How it works: before and after

Before

  1. Phones ring nonstop with routine questions
  2. Callers wait on hold
  3. Staff repeat the same answers all day
  4. After-hours callers get voicemail

After

  1. Routine questions are answered instantly
  2. Appointment requests arrive ready to confirm
  3. Anything medical goes straight to people
  4. After-hours messages are waiting each morning

Safety built in

  • Never gives medical advice, and urgent or medical questions go to the emergency line
  • Answers only from the clinic's approved hours, prices and policies
  • Collects only an owner's name, the pet's name and a contact, nothing more
  • Tested with trick questions and "ignore your instructions" attempts before launch
  • The clinic owns every account; staff can switch it off in one step

What it costs to run each month

WhatWho bills itAbout
Chat assistant serviceThe chatbot provider$0 to $40
After-hours call answeringThe voice AI providerAbout 7 to 31 cents a minute
Phone lineThe phone provider$1 to $2

Typical total: about $25 to $100 a month, depending on call volume. Paid directly to the providers, on accounts the owner controls.

Want something like this?

Tell me what eats up your day, and I'll tell you honestly what AI can do and what it costs before you pay anything.