Handle vet clinic bookings and client lookups with an AI assistant

An AI assistant answers client chats, checks if they're new or returning, and books vet appointments automatically.

How the work actually flows

It branches. Exactly one path is taken; a person is alerted when a step fails.

Pattern: Exclusive Choice (4) · Simple Merge (5)

flowchart TD trig>"client starts a chat"]:::trig s0[("check new or existing client")]:::store s1["book reschedule or cancel appointment"]:::svc trig --> s0 gx{"× new or existing client"}:::gate s0 --> gx p00["add client record"]:::task gx -->|"new client"| p00 p10["look up existing record"]:::task gx -->|"existing client"| p10 jn{"○ continue to booking"}:::gate p00 --> jn p10 --> jn jn --> s1 out[/"confirmed appointment booked"/]:::out pay{{"staff time saved on scheduling"}}:::pay s1 --> out out --> pay esc(("Alerts a person")):::human s1 -. "if it fails" .-> esc esc -.-> out classDef task fill:#e7f6fe,stroke:#34b8f0,color:#2c2a29 classDef svc fill:#f6f8fa,stroke:#7c8795,color:#2c2a29 classDef mi fill:#e7f6fe,stroke:#0079a8,color:#2c2a29,stroke-width:2px classDef human fill:#fff,stroke:#0079a8,color:#0079a8 classDef store fill:#f6f8fa,stroke:#0079a8,color:#2c2a29 classDef trig fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigtime fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigdata fill:#8ad4f5,stroke:#0079a8,color:#06314c,font-weight:bold classDef gate fill:#fff,stroke:#e8a23d,color:#6b4708,font-weight:bold classDef out fill:#1f9d6b,stroke:#167a53,color:#fff,font-weight:bold classDef pay fill:#06314c,stroke:#021f33,color:#fff
Starts itAn outside serviceA personA record or sheetOne path onlyPaths rejoinResultPayoff
Build size
Advanced

A larger build with multiple systems, AI reasoning, and custom rules.

Business functions
AI Agents & Autonomous SystemsAI Chatbots & AssistantsCRM & Sales PipelineLead Generation & ProspectingEmail AutomationSpreadsheet & Database OpsScheduling & Calendar
Connects
Google SheetsGoogle CalendarGmailOpenAI
Featured in

The problem it solves

Answering the phone or chat every time someone wants to book, reschedule, or ask about their pet eats into your day. Checking whether a caller is already a client and finding an open slot takes staff away from actual patients.

Who it fits

Veterinary clinics or similar appointment-based service businesses with Spanish-speaking clients.

How it works

  1. A client starts a chat in Spanish about booking an appointment
  2. The system checks Google Sheets to see if they're a new or existing client
  3. New clients are added to the records automatically
  4. The assistant books, reschedules, or cancels the appointment in Google Calendar
  5. Medical or complex questions trigger a Gmail alert to staff
What you get

Routine bookings handled without a phone call

You get an assistant that chats with clients in Spanish and books their vet appointments automatically.

What you get

A confirmed calendar appointment, an updated client record, and a staff alert for anything needing a human.

What you need

A Google Sheets account, Google Calendar, Gmail, and an OpenRouter or OpenAI API key.

We can build this. But should you?

The hard question is not how to build it. It is whether this is the right thing to build first.

That is what a Fractional Chief AI Officer figures out with you, before anyone writes a line of code.

Let's Talk Strategy

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