VETERINARY SOFTWARE

Your patients are cared for.

Your team isn't the system.

Missed lab charges, unrebooked rechecks, wellness plans not renewed. The DVM prescribes. The tech executes. The front desk follows up. But without a system routing the right task to the right position at the right moment ...revenue disappears between the handoffs. SOPHIE closes that gap.

THE MINDSET SHIFT

You trained to be a veterinarian.

You ended up running a business.

Nobody teaches you marketing, sales, finance, HR, or IT in veterinary school. But the moment you open a clinic, all of it lands on you. SOPHIE is the operating system that runs every department — so you can focus on why you became a clinician.

Marketing

Sales

Operations

Finance

Admin

IT / Facilities

THE REAL PROBLEM

The DVM hands off. The front desk drops the ball. Nobody built a system for the gap.

In most veterinary practices, the clinical team does the work — and one person at the front desk is responsible for everything that happens after the appointment ends. Follow-up calls. Recall reminders. Diagnostic follow-through. Prescription pickups. They hold it all together. And when they're overwhelmed, or when they leave, the handoff breaks completely.


Veterinary front desk and CSR turnover is among the highest in the industry. When that person walks out, the practice loses the follow-up cadence, the recall rhythm, and the client communication system — all at once. The DVM is suddenly fielding calls they shouldn't have to take. The owner is back in the middle of operations.

Diagnostics recommended. Follow-up never happens. The handoff from DVM to front desk has no system.

Recall reminders go out. Clients don't rebook. The reminder is automated. The follow-up isn't.

Prescription pickups lapse. Nobody is watching the queue after the appointment closes.

The DVM becomes the fallback. Because the front desk system only works when one person holds it.

WHAT CHANGES WITH SOPHIE

The front desk is the handoff system.

SOPHIE routes every post-appointment task the moment the DVM closes the record.

Recall reminders go out. Nobody follows up.

SOPHIE routes the follow-up call when the client doesn't rebook within 48 hours.

A great CSR leaves. The follow-up cadence disappears.

The knowledge lives in SOPHIE. The next person steps into the full system.

THE SHIFT

"The DVM stopped being the fallback. The practice started running itself."

— What veterinary practice owners say after 30 days with SOPHIE

Turnover-Proof

New tech, new receptionist, new associate DVM ...every position steps into the same standard from day one. The SOP is inside the task. Veterinary turnover is among the highest in healthcare. SOPHIE makes it irrelevant.

Standard-Backed

Every task is backed by a SOP. Protocols, scripts, and clinical checklists appear inside the task at the moment the work happens, not in a binder nobody reads.

Revenue-Validated

SOPHIE validates that the work closed, not just that it was assigned. The loop is confirmed against your PMS data. Missed charges and unrebooked patients surface before they leave the schedule.

ROLE-BASED EXECUTION

Every department. Every role.
Every time.

SOPHIE routes the right task to the right position — automatically. Select a position to see exactly what SOPHIE routes, tracks, and closes for them.

Marketing

New client pipelines that go cold after the first call. Google reviews that never get requested. Referral programs that exist on paper but never get activated. In most veterinary practices, marketing is reactive — a social post here, a promotion there — with no system tracking what is actually converting.

STANDARDS EMBEDDED IN THIS ROLE
  • New client welcome sequence SOP
  • Google review request script
  • Client referral conversation guide
  • Reactivation outreach script
TASKS AUTO-ROUTED TO THIS ROLE
  • New client follow-up — automated 24-hour and 72-hour touchpoints after first inquiry
  • Google review request — queued 24 hours after every completed appointment
  • Referral activation — client referral prompt queued after high-satisfaction visits
  • Reactivation campaign — dormant clients (12+ months) surfaced monthly for outreach
  • New client intake confirmation — pre-appointment checklist triggered at booking
  • Seasonal promotion tracking — campaign response tasks routed to front desk

Sales / Client Conversion

Wellness plan conversations that never happen. Estimates presented and never followed up. Clients who declined a service and were never contacted again. The conversion layer in veterinary practices is where the most revenue quietly disappears — because there is no system holding anyone accountable to follow up.

STANDARDS EMBEDDED IN THIS ROLE
  • Wellness plan enrollment script
  • Declined service follow-up SOP
  • Estimate follow-up conversation guide
  • Financing conversation SOP
TASKS AUTO-ROUTED TO THIS ROLE
  • Wellness plan enrollment — every eligible client surfaced with enrollment prompt and script
  • Estimate follow-up — every open estimate surfaced at 3, 7, and 14 days
  • Declined service follow-up — DVM-recommended services not scheduled surfaced for outreach
  • Wellness plan renewal — expiring plans surfaced 30 days before renewal date
  • Financing presentation — CareCredit and payment plan options queued for estimates over $300
  • Conversion rate reporting — weekly close rate by service type surfaced to leadership

Operations / Clinical

Missed calls that do not get returned. Wellness visits that go unscheduled. Post-discharge follow-ups that never happen. The clinical and scheduling layer is where most of the day-to-day revenue either gets captured or quietly leaks away — and in most practices, there is no system closing that loop.

STANDARDS EMBEDDED IN THIS ROLE
  • Missed call recovery script
  • Wellness reappointment conversation guide
  • Pre-appointment preparation checklist
  • Post-discharge follow-up SOP
TASKS AUTO-ROUTED TO THIS ROLE
  • Missed call recovery — every missed call routed within 2 hours with callback script
  • Wellness visit reappointment — overdue wellness patients surfaced daily with outreach queue
  • Same-day schedule optimization — holes in today's schedule surfaced at 8am with fill options
  • Pre-appointment prep — patient history, consent forms, and pre-visit checklist
  • Post-discharge follow-up — 24-hour check-in call queued after every procedure or sick visit
  • Unscheduled service flag — DVM-recommended services not yet scheduled surfaced same day

Finance

Client balances that accumulate because no one asked at checkout. Estimates that were approved but never invoiced correctly. Wellness plan billing that falls out of sync. The financial layer of a veterinary practice is where earned revenue either gets fully captured or quietly erodes — and without a system, the erosion is constant.

STANDARDS EMBEDDED IN THIS ROLE
  • Client balance collection SOP
  • Estimate reconciliation checklist
  • Wellness plan billing audit protocol
  • Collections escalation script
TASKS AUTO-ROUTED TO THIS ROLE
  • Client balance follow-up — outstanding balances surfaced at every check-in and post-visit
  • Estimate reconciliation — approved estimates matched against final invoices daily
  • Wellness plan billing audit — plan billing status checked monthly for gaps or lapses
  • Collections escalation — accounts over 60 days flagged for escalation protocol
  • Financing presentation — CareCredit and payment plan options queued for estimates over $300
  • End-of-day revenue reconciliation — daily task against PIMS billing data

Admin

New hire onboarding that takes weeks and still leaves gaps. Compliance documentation that lives in a binder no one reads. Staff scheduling conflicts that surface the morning of. The administrative layer is the operational backbone of the practice — and when it runs on memory and manual processes, it is a constant source of friction.

STANDARDS EMBEDDED IN THIS ROLE
  • New hire onboarding SOP
  • OSHA and DEA compliance checklist
  • Staff scheduling protocol
  • Vendor reorder and supply management SOP
TASKS AUTO-ROUTED TO THIS ROLE
  • New hire onboarding sequence — role-specific task queue activated from day one
  • Staff scheduling conflict resolution — coverage gaps surfaced 48 hours in advance
  • Compliance documentation review — OSHA, DEA, state veterinary board checklists on recurring cadence
  • Vendor and supply management — reorder triggers based on inventory thresholds
  • Team meeting agenda generation — weekly huddle prep with open action items surfaced
  • Performance review preparation — execution data by position surfaced for review cycles

IT / Facilities

Medical equipment that does not get logged when it fails. HVAC and facility issues reported verbally and forgotten. PIMS and imaging software updates that happen inconsistently. IT and facilities in most veterinary practices are entirely reactive — nothing gets tracked until something breaks or a compliance audit surfaces the gap.

STANDARDS EMBEDDED IN THIS ROLE
  • Medical equipment maintenance SOP
  • Facility issue reporting protocol
  • HVAC and utilities inspection checklist
  • DEA and controlled substance compliance log SOP
TASKS AUTO-ROUTED TO THIS ROLE
  • Medical equipment maintenance schedule — recurring maintenance tasks triggered by calendar and usage
  • Facility issue logging — staff-reported issues converted to tracked tasks with owner assigned
  • HVAC and utilities check — monthly inspection checklist surfaced to facilities contact
  • PIMS and imaging software update tracking — system update reminders on required cadence
  • Equipment repair SOP — repair request routing with vendor contact and escalation path
  • Controlled substance and DEA compliance log — required documentation on recurring schedule

Leadership

You are responsible for production, collections, client experience, team execution, compliance, and growth — all at once. Without a system that surfaces what is actually happening across every department, you are managing by feel. And by the time the numbers show a problem, it has been compounding for weeks.

STANDARDS EMBEDDED IN THIS ROLE
  • Practice Stability Assessment — 5-domain scoring model
  • Weekly execution review framework
  • Revenue leakage audit SOP
  • Department head accountability protocol
TASKS AUTO-ROUTED TO THIS ROLE
  • Practice Stability Score — live 0-100 score across Marketing, Sales, Operations, Finance, Admin, and IT
  • Revenue leakage estimate — dollar-value gap between potential and actual collections
  • Department execution rate — task closure rate by department, surfaced weekly
  • Top instability factors — ranked by revenue impact with Fix Now pathways
  • Weekly operating loop — Set Targets, Review Reality, Surface Friction, Assign, Execute
  • Execution data by position, by week — what closed, what drifted, what needs escalation

BUILT TO CONNECT

Your PMS is the signal.
SOPHIE is the action.

SOPHIE is designed to pull live signals from your veterinary PMS and automatically route the right task to the right position — with the SOP embedded and the loop validated back in your system.

↯ ezyVet (IDEXX) On Roadmap ↯ Cornerstone (IDEXX) On Roadmap ↯ Avimark On Roadmap ↯ Impromed On Roadmap ↯ Shepherd On Roadmap ↯ VetSuite On Roadmap

Close the loop between clinical and front desk.

Start on Foundation at $199/month — no PMS integration required. Position-mapped SOPs, MyDay task routing, and execution closure tracking from day one. One recovered recheck per week covers the subscription.