Remote veterinary receptionist for phones, scheduling, reminders and records
Phones answered. Reminders sent.
Neon Link gives veterinary clinics one dedicated, full-time client care coordinator who answers your phones and messages, books and confirms appointments, runs reminder and recall outreach, and handles records transfers, refill routing and pet insurance paperwork. They work remotely from the Philippines on your US business hours, inside your practice management system, and every medical question, urgent call and refill decision goes to your veterinary team. It costs $2,295 a month, month to month, with no setup fee.
Rates are pulled live from the system we run the business on. Page updated October 8, 2026.
What your Linker handles
- Answer client calls, voicemails and messages in your clinic's name and voice, and route every medical question to your veterinary team
- Book, confirm and reschedule appointments in your practice management system, and take new clients through intake with their contact details, pet details and previous clinic
- Run reminder and recall outreach by phone, text and email for vaccines, wellness visits and overdue patients, and book the visits that come back
- Send urgent and emergency calls straight to your licensed staff using your clinic's escalation script, without making the triage call themselves
- Handle records and forms: request records from previous clinics, send records to specialists, other clinics and owners, attach incoming records to the right patient, and send intake forms before the visit
- Route refill requests from owners and online pharmacies to your veterinarian for approval, and send the response once the veterinarian has decided
- Prepare pet insurance claim paperwork: send complete records and itemized invoices to insurers and owners, answer insurer records requests, and track each open claim until it closes
- Follow up on unpaid balances by phone, email and text using your script, and log every promise to pay
- Send your practice manager a short weekly summary of appointments booked, reminders sent, open insurance claims and unpaid balances
We screen for the systems you run, such as AVImark, Cornerstone, ezyVet, IDEXX Neo or Covetrus Pulse for practice management and PetDesk or Weave for client communication. If a finalist has not used yours, you'll know before they start.
The standard we hire to
These are the working standards in the job posting your Linker is hired against.
- Voicemails and client messages returned within one business hour during the shift
- Every urgent or emergency call handed to your licensed staff right away, by your clinic's script, every time
- Records requests sent the same business day they come in, complete enough that an insurer doesn't need to ask twice
- Every refill request routed to the veterinarian the same business day, with nothing approved or promised before the veterinarian decides
Who we put on it
- Signs a confidentiality agreement and passes a background check
- Works your US business hours from a quiet, private workspace
- Wired internet with a backup connection and a plan for power outages
- Clear written and spoken English your customers and partners can follow
How it starts
- Step 1Tell us the work: a 15 or 30 minute call with Dan, or the sixty second scope on the homepage.
- Step 2Get a written quote at the published rate, held for 30 days.
- Step 3We recruit and screen for your work and your software, and you interview the finalist before they start.
- Step 4Your Linker works your queue on your hours. A Neon Link manager runs the account and answers when you need them.
- Step 5If the fit is wrong in the first 60 days, we swap them at no cost.
A good fit, and not a fit
- Clinics where the phone goes to voicemail while the front desk checks patients in
- Practices whose reminder and recall list keeps slipping because nobody has time to work it
- Practice managers who want one person who learns your clients, your veterinarians and your schedule, not a rotating pool
- Medical advice, triage decisions, or approving or prescribing refills. A veterinarian with the patient relationship decides, and every clinical question goes to your licensed staff
- On-site work: check-in, taking payments at the counter or handling pets
- A 24/7 emergency line or after-hours answering. Your coordinator is one person on your hours, so after-hours calls still need your emergency referral or answering service
Questions owners ask
How much does it cost to outsource veterinary reception and client care?
$2,295 a month for one dedicated, full-time person (40 hours a week), month to month, or $2,195 a month on the 6-month plan. There is no setup fee, and pay, equipment and management are inside that one number. For comparison, a US receptionist costs about $4,440 a month fully loaded, using the BLS median wage plus employer costs.
Is this a veterinary answering service?
No. It is one dedicated person on your clinic's business hours, not a 24/7 answering line, so after-hours and emergency calls still need your emergency referral or answering service. During their shift they answer your phones and messages, book appointments and work your reminder list, and any urgent call goes straight to your licensed staff by your clinic's script.
Can a remote receptionist handle medical questions or refill requests?
They route them, and they never decide them. Medical questions and anything urgent go to your veterinary team by your clinic's script, and refill requests from owners and online pharmacies go to your veterinarian for approval. Once the veterinarian has decided, they send the response.
Can they help with pet insurance claims?
Yes, the paperwork side: sending complete records and itemized invoices to the insurer or the owner, answering insurer records requests the same business day, and tracking each open claim until it closes. The veterinarian writes the medical record, and your coordinator never writes or edits clinical notes.
How is this different from hiring a virtual assistant?
You get one dedicated person who works only for your clinic, on your hours, inside your software, and a Neon Link manager runs the account: pay, equipment, replacement if it comes to that, and a phone that gets answered. You never run offshore payroll or manage a freelancer alone. It is not a shared pool, a ticket queue or a 24/7 answering line.
How fast can someone start?
We start recruiting when you say go. You interview the finalist before anyone starts, and the start date is set with you once you pick the person. We would rather take the time to find the right fit than hand you whoever is free.
What if the person is not the right fit?
If the fit is wrong in the first 60 days, we swap them at no cost. After that, if they leave, we recruit the replacement at no charge and manage the handover. Training on your process runs at the normal monthly rate.
Do we have to sign a long contract?
No. Month to month is available on every plan. The 6-month plan trades a longer commitment for a lower monthly rate. A written quote at the published rate is held for 30 days.
Related pages
- Dental Offices: Insurance eligibility and breakdowns before the visit, claims with attachments, denials, EOB posting, predeterminations and patient balances in Dentrix, Eaglesoft or Open Dental.
- Remote Receptionist: Customer calls, emails and chats in your business name, scheduling, account questions, follow-ups and same-day logging, on your US business hours.
- Home Care Agencies: Referral intake, caregiver scheduling and shift fills, confirmations, missed clock-in flags, authorization and document tracking.
1 US receptionist, fully loaded: ~$4,440/mo How we calculate this
Or describe your week
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