For veterinary practices · Meet Robin

Your front desk stops being the bottleneck.

Robin answers in two rings, books into your PIMS, triages by urgency using actual veterinary criteria, and tells you exactly which calls she handled and which she escalated. No app for your clients to download. No change to your phone number.

Book a 20-min call

On the call: we'll listen to a sample of your recent calls together, show you Robin handling them, and you'll get the ROI maths against your actual numbers. No slide deck.

Sample call · Tue 9:14pm · The Old Mill Vets, Bath

0:00 / 0:00

Press play to listen to Robin take this call.

Robin

Thanks for ringing — this is Robin, the practice's AI receptionist. The team has closed for the night, but I can still help. What's going on?

Caller

Hi — my cat hasn't eaten since yesterday and she's just lying around. I wasn't sure whether to ring the out-of-hours service.

Robin

I'm glad you rang. Let's work out what's going on. What's her name?

Caller

Mia. She's eleven, indoor only.

Robin

Is she breathing normally, and can she walk to her litter tray on her own?

Caller

Yeah — just slow and quiet. She drank a little water earlier.

Robin

Okay — that's reassuring. None of the overnight red flags are there. I've booked her into the first appointment tomorrow at half eight, with a note for the vet to run pre-visit bloods.

Robin

If anything changes overnight — laboured breathing, collapse, or she stops drinking — please ring our out-of-hours partner. I've sent their number along with the morning confirmation by text.

Caller

Brilliant. Thank you.

Booked & routed · 57 seconds

8:30am consult booked · pre-visit bloods flagged for the vet · out-of-hours partner number sent by SMS · practice manager notified for Wednesday morning follow-up.

Lightly redacted UK after-hours call. Transcript appears live as Robin speaks.

"Industry studies put the average clinic's missed-call leak at around £100k+ a year."

Vitus Vet · Phone-based customer service

What changes in the first 30 days

Not features. The five things owners actually lose sleep over.

What's broken now

What Robin does

What it means

What's broken

Calls roll to voicemail during surgery, dentals, lunch, packed Saturdays.

What Robin does

Picks up in two rings. Every ring, all day. Books into your PIMS.

What it means

Captured boarding, dental and wellness slots that currently leak to the practice down the road.

What's broken

Front desk spends half the morning on "is grapes bad?" and Apoquel refill calls.

What Robin does

Handles routine triage and refill intake. Escalates only what needs a human.

What it means

Your front-desk team is doing client-facing work, not phone tag.

What's broken

After-hours calls land in a voicemail nobody loves.

What Robin does

Triages overnight: ER referral with directions to your named ER partner, or callback queued for 7:30am.

What it means

New clients don't book with the competitor who answered at 9pm.

What's broken

Pricing and estimate questions stall and burn eight minutes.

What Robin does

Quotes the ranges you've pre-approved. Books the exam.

What it means

Predictable estimate conversations, fewer ghost bookings.

What's broken

No-shows and forgotten boarding deposits.

What Robin does

Confirms appointments and collects deposits in the same call.

What it means

Recovered revenue you can point to in the PIMS.

Industry studies suggest 24–28% of calls to the average clinic go unanswered — and roughly 85% of those callers never ring back.

The average front desk fields ~600 calls a week per receptionist. Half the morning gone to phone tag.

40% of veterinary calls land outside business hours. 70–85% of those are routine — and routinely missed.

Robin knows veterinary medicine

Not a generic phone bot with a vet skin on it.

A generic AI receptionist knows "schedule a meeting." Robin knows the difference between a recheck and a wellness, between a tech visit and a doctor exam, between an ER-now and a callback-in-the-morning.

Triage she gets right

GDV in a deep-chested dog. Theobromine ingestion — she'll ask weight, what kind of chocolate, how much, how long ago, and route to your ER partner if the dose crosses the toxic threshold. Blocked tom. Hit-by-car. Lily exposure in cats. Pyometra. Whelping complications. Saddle thrombus. Heatstroke.

Routine she handles without escalation

Anal gland appointments. Nail clips. DHPPi boosters, Lepto4 due dates, RCP catch-ups and kennel cough reminders from your PIMS. Apoquel, Cytopoint and Librela refill workflows. Pre-anaesthetic bloodwork scheduling. SDMA recheck follow-ups. Nurse visits vs vet consults. Worming and flea prevention pickup. Kennel-cough symptoms vs serious respiratory questions.

What she always escalates

Anything she's not certain about. Anything the client asks to talk to a person about. Anything that touches dosing decisions, prognosis or diagnosis. Active grief calls. Quality-of-life conversations.

We over-escalate by design — you'd rather Robin pass you a call that didn't need passing than the other way around.

UK studies link communication breakdowns to roughly 80% of veterinary negligence claims. Robin's escalation rules exist for exactly this reason.

Integrations

Works with the PIMS you already have.

Robin reads and writes to your existing practice management system. Don't see yours? Tell us on the call — we add integrations in the order practices ask for them. A founding partner gets to put their PIMS at the top of that list.

RoboVet Animana ezyVet Vet-One Provet Cloud Easy Direct RxWorks Teleos + yours, on request

86% of pet owners want text reminders. 78% want to book online. Robin does both — through the PIMS you've already paid for.

Let's do the maths

We won't tell you what you'll save. Tell us your missed-call rate, we'll show you.

What we'll work out together on the call

Average calls per day __

% missed at peak __

Avg revenue per booked exam / dental / boarding £__

Front-desk fully-loaded hourly cost £__

Monthly captured revenue

£__

Hours returned to staff / week

__ hrs

Net of Robin's cost

£__

Industry studies put the average clinic's missed-call revenue leak at around £100k+ a year. Your number is almost certainly different. Let's find it.

What week one actually looks like

No black box. No big-bang go-live.

1

Day 1–3

We listen to a sample of your actual recent calls (with consent). We tune Robin's voice, names, hours, ER partner, pricing ranges and triage protocols to match how your practice answers the phone today.

2

Day 4–5

Robin shadows. She listens to real calls but doesn't speak. You see her decisions in a dashboard and tell us where she'd have been wrong.

3

Day 6–10

Robin takes overflow only — the calls currently rolling to voicemail. Zero risk to your existing flow.

4

Week 3+

Robin answers as primary, your CSRs back her up. You can pull her off the phones in a single click, any time, forever.

Founding partner offer

We're taking on ten founding practices.

What you get

·White-glove setup, tuned to your practice's actual calls.
·A direct line to the founder, not a support queue.
·PIMS integration priority — your system goes to the top of the roadmap.
·Founding pricing, locked in for the life of the account.
·First practice in your area.

What we ask

A thirty-minute monthly call to tell us what's working and what's not.

That's it. No contract, no minimum term, no exit fee. 30-day pilot: if Robin isn't booking net-new revenue greater than her cost, we unwind it.

Who's behind this

Built by one person, on purpose.

James Stallwood, founder of VoxalFlow

I'm James. I build VoxalFlow on my own, and Robin is hand-tuned for veterinary practices specifically — vet medicine isn't dentistry isn't med spa, and the receptionist shouldn't pretend otherwise.

When you book a call, you talk to me. When Robin goes live, you've got my number. More about VoxalFlow →

The eight real questions

What practice owners actually ask.

Will my older clients hate talking to AI?

Robin sounds like a person and tells callers up front that she's an assistant, not a doctor. Anyone who asks for a human gets one — instantly, no menus.

What if Robin gives wrong medical advice?

She doesn't give medical advice. She triages, schedules, refills, and answers logistics. Anything clinical gets escalated. That's a hard rule in her system prompt, not a polite suggestion.

What happens if she's down?

Calls fall back to your existing phone setup. Your line never goes dark.

Can I turn her off?

One click in the dashboard, any time, for any reason. No contracts, no offboarding fee.

Will she sound like my practice, or like a tech company's chatbot?

We tune her to how your team actually answers the phone — voice, names, hours, the lot.

Do you handle non-English-speaking clients?

Yes, in real time. She switches languages mid-call if the caller does — Polish, Punjabi, Urdu, Romanian and more are well supported.

Is my client data safe?

Calls encrypted, recordings stored only as long as you want them, nothing trains a shared model. We structure the data flow to keep client and patient data out of the AI layer, and operate under UK GDPR and the Data Protection Act 2018. A Data Processing Agreement (DPA) is signed before deployment, and the setup is aligned with the RCVS Code of Professional Conduct.

How is this different from a generic AI phone vendor?

Generic vendors know "schedule a meeting." Robin knows the difference between a recheck and a wellness, between a tech visit and a doctor exam, between an ER-now and a callback-in-the-morning.

Twenty minutes. Your actual calls.

Robin tuned to your practice.

We'll listen to a sample of your recent calls together, show you Robin handling them, and run the ROI maths against your actual numbers. No slide deck.

Book a 20-min call

No deck, no sales team. Founder direct.