Inside a Bohaus Sprint: A Veterinary Clinic

The situation

The client is an owner-led veterinary clinic. A practice owner who still sees patients, two or three associate vets, a team of technicians, and a front desk of three or four people. Records, scheduling and invoicing run through practice management software such as Cornerstone, ezyVet or AVImark.

The front desk is overwhelmed. Phones ring through appointments. Clients call to ask when a vaccine is due, to book a dental, to request a refill. Reminder postcards or emails go out when someone remembers to run the report, which is often late. Dentals recommended at an annual exam never get booked, because nobody follows up.

Meanwhile, the clinic hears from a steady stream of AI vendors: an AI receptionist, a chatbot, an AI note-taker, a separate reminder app. Each one promises to fix the front desk.

What the sprint finds

In Discover, we list what the clinic pays for and what is actually turned on. We sit at the front desk for a morning and sort the calls.

A large share of calls are about scheduling care the clinic already knows is due. The practice software holds every vaccine due date and every dental recommendation. Its reminder module is licensed, but it is set up for one channel, like postcards, or run by hand once a month. Two-way texting and online booking are available in the platform itself or through a connected tool such as Vetstoria, PetDesk or similar.

In Diagnose, reminders and two-way booking rank first. The clinic does not need a new AI tool to start. It needs the one it has, wired to its own data. The AI receptionist and the chatbot go on the roadmap for review once the basics run, if they are needed at all.

What it builds

In Build, we configure the reminder engine inside the practice software.

Vaccine, wellness and dental reminders go out by text and email ahead of the due date, with a link to book. A second reminder follows if nothing is booked, and then a task for the front desk. Dental recommendations from exams trigger their own follow-up. Clients can reply to a text to confirm, reschedule or ask a question, and replies land in one shared inbox the front desk works between calls.

Online booking opens for routine appointment types only: vaccines, wellness exams and rechecks. Sick visits, surgery and anything urgent still go through a person. Booking rules protect each doctor's schedule.

Hand over

In Hand over, the practice manager and a lead front desk team member learn the configuration in depth: reminder timing, message wording and booking rules. The rest of the front desk gets a short session on the shared inbox. A playbook covers urgent replies, such as a client texting that a pet is unwell, and names who owns the system.

The owner gets a dashboard of reminders sent, appointments booked from reminders and overdue patients, plus a 30/60/90-day roadmap.

What changes

Reminders go out on time, every time. Clients book from their phones instead of calling. Dentals get scheduled. The front desk spends less of the day on the phone and more with the clients standing in front of it. The doctors' schedules fill with care patients were already due for.

And the owner has a clear question for the next AI vendor: what do you add to what we already run?

What this means for your business

Before buying an AI tool, check what your core software already does.

For a veterinary clinic, that is reminders in the practice system. For a plumber, booking in the field service platform. For an independent pharmacy, refill messages in the dispensing system.

That is a Bohaus Sprint: six weeks, fixed scope, four phases (Discover, Diagnose, Build, Hand over), and one live system inside the tools you already use, with a trained team, a playbook, a dashboard and a 30/60/90-day roadmap.