Deploy a New Client Onboarding Agent and Meet Every New Pet Ready
What it takes off your plate
The AgentWorks New Client Onboarding Agent takes new client paperwork off your front desk team, the people who should be greeting a nervous puppy and its family, not deciphering a clipboard. Here is how new clients arrive at many clinics. The new client form is filled out on a clipboard in the waiting room, sometimes incomplete and sometimes illegible. The pet's history from the previous veterinarian takes days to arrive, often after the appointment it was needed for. And insurance information gets lost somewhere between the front desk and the treatment room.
That costs every first visit. The veterinarian walks in without vaccine history or the last bloodwork, the technician repeats questions the client already answered, and the appointment runs late for the next family. A new client's first impression is a wait and a pen. And the receptionist who should be welcoming them is typing a handwritten form into the practice software while the phone rings.
What the New Client Onboarding Agent does, step by step
Onboarding is a set of requests to the client and to the previous clinic, so the New Client Onboarding Agent starts with the messages.
- It welcomes the new client. As soon as the first appointment is booked, the client gets a welcome by email or text with the date, what to bring and what to expect.
- It sends the pre-visit forms. The client receives the new client and patient history forms to complete on their phone, with a reminder if they are not finished a couple of days before the visit.
- It asks the right follow-up questions. If the history mentions a chronic condition, a medication or a past reaction, it asks for details, such as the dose and the prescribing clinic, so the veterinarian has them.
- It requests records from the previous veterinarian. With the client's permission, it contacts the previous clinic for vaccine history, medical records and recent lab work, and follows up until they arrive.
- It verifies insurance information. It collects the pet insurance provider and policy details and confirms them with the client, so they reach the checkout and the treatment team intact.
- It builds the patient profile. It enters the client, household and patient details, history, records and insurance into Cornerstone or your practice software, so the chart is complete before the client walks through the door.
- It flags what the team needs to know. Anything the veterinarian should see before the exam, such as a missed vaccine or a behaviour note, is flagged on the appointment.
Where the work is recorded
Every message, form and records request is saved on the client's record in the CRM your practice already uses, with dates, so the front desk can see what was sent, what came back and what is still outstanding.
The patient profile itself lives in your practice software, with the previous clinic's records attached. The next morning, the front desk opens the day's schedule and sees which new clients are fully onboarded, which are still missing forms or prior records, and which have insurance on file. If someone is out, a colleague picks up exactly where the New Client Onboarding Agent left off.
What your people do instead
Your front desk team greets the new family by name and makes a fuss of the pet, instead of handing over a clipboard. The technician uses the intake time to ask about the pet's routine and the owner's worries. The veterinarian reviews the history before walking in and spends the exam talking with the client about their pet, not reconstructing its past.
Clients who feel welcomed on the first visit come back for the second, and bring the rest of the household. The New Client Onboarding Agent keeps the forms, records and details moving, and your team takes care of the pets and their people.
For more on keeping the front desk and the charts under control, read how clinics calm the morning phone rush and how a practice ends late-night charting.
One next step
New client onboarding may be the right first workflow to hand to an agent, or scheduling, post-visit follow-up or refills may be costing your team more time with patients. The free Veterinary Industry Assessment shows which workflow an AgentWorks agent should take first. To see every agent built for veterinary clinics, visit the veterinary industry page.
See where the New Client Onboarding Agent would start in your veterinary business.
I'm Dr. Hailey, the Veterinary ambassador here. The free Industry Assessment reads your website and asks how calls, follow-ups and records happen today, then shows the first workflow worth handing to an agent like this one — and what your team gets back. Leave your email and I'll send the link.
Dr. Hailey replies from veterinary@agentworksstudio.com. One email with the link — no list, no drip, unless you ask for the weekly letter. Or go straight there →