Sai (Fossa Vets) with his cousin Dr. Nagaraju Kotagiri ("Dr. K") and the team at Aldine Mail Route Animal Hospital. The recordings are listed in the order they happened.
Times are CDT. Recording numbers are file numbers, which are not in time order.
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Sai (founder of Fossa Vets) spent Sunday evening and Monday with his cousin Dr. Nagaraju Kotagiri ("Dr. K"), then with Aldine's practice manager Ryan and receptionist Rafaela. Everyone pointed to the same gap: calls that go to voicemail after hours, and overflow calls during the day.
ⓘTranscribed with ElevenLabs Scribe v2, with Telugu translated to English. Speaker names are inferred. Legibility is about 97–99% except Recording 3 (about 85%). About transcript quality.
After hours, calls hit an auto-attendant set up three days earlier that can't book anything; as Sai put it, "Nobody leaves voicemails." During the day Rafaela juggles two or three lines, and about 80% of calls are scheduling. Sai pitched three AI features: a receptionist that books into Vetspire and warm-transfers emergencies to Q Vet, once-a-year review requests, and proactive vaccine calls. The team added Spanish, recheck calls, and keeping online booking. Sai now has super-user Vetspire access; the API key waits until he has learned the flow.
Sells vet clinics one growth package. Demoed his Just Holler AI receptionist and pitched a no-contract trial.
Owns three Houston-area clinics and is restarting an urgent care.
Point of contact at Aldine. Walked Sai through Vetspire and set up his login.
Runs the front desk phones and walk-ins. Sai shadowed her during live calls.
Every figure is as spoken in the recordings, with its source.
All times are CDT, from file metadata, plus two planned visits. Tap a recording pin to open it.
Refills, after-hours and scheduling, then the drive (19 mi, navigation ETA 10:57).
Rec 2Nagaraju introduces Sai to Ryan and the staff (end of Rec 2).
Who to learn from, how calls are handled, and how protocols follow each doctor's preferences.
Rec 3Per Rec 5.
The urgent care, restarting "at ground zero".
Rec 2 · Rec 6"Day after tomorrow Porter."
Rec 2Listed in time order. Topic-time breakdowns exist only for Recordings 1 and 2.
The owner, the practice manager and the receptionist each asked for something different.
Today it's an auto-attendant with voicemail. He wants the AI to ask "Is it an emergency?" If it is, warm-transfer to Q Vet with the location and a brief summary; if not, book the appointment.
"Veterinary medicine is on demand. It's not like a human medicine."
Fresh photos, frequent posts, and topics he named: heartworm, vaccines, emergencies, hit-by-car.
"Look how rubbish it is."
The AI should ask "Spanish or English?" at the start.
"English to Spanish is very important."
Keep Vetspire online booking, with the AI syncing to the portal.
"We have to open all dimensions… some people don't want to call."
Ask at most once a year per client, not after every visit.
"Once a year is better, 'cause they will come for every booster appointment."
He wants Sai to absorb the flow and use a test account before the API key. On pricing: come in reasonable, no contract, then raise it later.
"Initially you have to — you are a starter."
Today it's email or text, and the calls get missed. Callbacks in general "fall through the cracks."
"Typically, we like to give them a call two days after. Uh, it doesn't always happen."
An AI pre-filter for busy times, when she has two or three phones going.
"That'll help her immensely."
The doctor-production report is the weak spot: untagged invoice items mean going invoice by invoice.
"The two biggest reports… doctor production and then probably our controlled drug usage."
He told a caller the AI will catch "all those ones that kind of fall through the cracks."
"We're gonna fix that with AI."
Alerts to the front desk and Dr. K, with AI-booked appointments marked in the notes.
So people "don't have to call and talk to me," except urgent cases. Today, online requests still need a call-back to confirm a time.
"Um, I would say about a good eighty percent are [scheduling]."
At least four urgent calls a day, and cost is what stops people.
"Money is their barrier, honestly."
The clinic's price sheet gives rough estimates only; Sai photographed it as a possible AI answer source.
She declined to try the demo but was positive about the AI assistant.
"I like it."
Today's path comes from Recordings 2, 3, 5 and 7. The proposed decision tree was agreed in Recordings 2 and 7.
Auto-attendant, set up "just three days ago" for all three clinics. Emergencies are told to call Q Veterinary Hospital.
"If not an emergency, press one to leave a voicemail." The voicemail can't book.
"Nobody leaves voicemails, right?" Scheduling calls still arrive up to 7:30–8 because people don't see the closing hours.
Rafaela answers, often with two or three lines going and others on hold, while also handling walk-ins.
After about three rings, the phone rings everywhere and the back picks up.
Callbacks get missed: "a lot of the times I was too busy" (Ryan).
As described by Ryan and Rafaela. The curve shows the shape they described, not measured volume.
"Heavy in the morning up until noon… a lull from noon to three, and then after three or four, it'll start picking up." (Ryan, Rec 6)
Busiest on Monday, Friday and Saturday. Closed Sunday, so Monday starts with a rush (Rec 5).
Nagaraju: "We have thirty percent no-show rates… every clinic has twenty to thirty percent." Walk-ins fill the gap, so the AI shouldn't over-offer walk-ins (Rec 2, Rec 7).
Sai's three main features from Recording 7, the extras the team added, and the marketing work from Recording 1.
"Especially for after-hours when most of the calls… go to voicemail right now." It checks the Vetspire schedule and books, answers refill questions through the Vetspire API, and forwards urgent calls. Bilingual English/Spanish.
Rec 7A text after the visit, triggered by the receptionist, linking to Google Maps or the website. It tracks who already reviewed, and asks at most once a year per client.
Rec 7The AI calls about upcoming vaccinations and books during the call.
Rec 7Follow-up calls for sick patients, which today "don't always happen."
Rec 6For heartworm prevention: check the file, ask which product and "one month or six months?", order it and print the label. Whether the API can print still needs checking.
Rec 2A production-tag audit for reports, and help entering line items, which is the techs' most time-consuming task.
Rec 6Sai has Manager access. Fresh photos (100+ beats fewer than 10) and frequent posts, since a post lasts about a week.
Rec 1The Q Vet landing page is temporary. "If you can make it a full website, do it."
Rec 1Sai built one and wants Ryan's opinion.
Rec 6Calls go to voicemail, the auto-attendant can't book, and nobody leaves voicemails.
Two or three lines with callers on hold, everybody answers after three rings, about 80% of calls are scheduling, and callbacks get missed.
The sick/wellness mix, walk-ins as cover for 20–30% no-shows, and clients loyal to a doctor and location. Three options, sister clinics, and the online portal stays.
Many of the front desk's clients speak Spanish.
Cloud-based, printing over a network printer. Sai has super-user access; the API key comes after he learns the flow. Gaps: production reporting and line items.
The GBP is neglected (last post "eight years ago"), there's vendor frustration, the urgent-care page is temporary, and the new Aldine site is waiting for feedback.
It reopened last week after 3–4 months closed, "starting out kind of at ground zero." It's also the emergency transfer target.
Sai is a starter; PostcardMania has been around "twenty, thirty years" and mainly sends postcard mailers. The plan is to pitch about 50% of what clinics pay on average.
Solid tags were spoken in English; dashed tags are translated from Telugu.
Number one was… a AI receptionist… especially for after-hours when most of the calls… go to voicemail right now.
He is taking money but not doing anything.
Nobody leaves voicemails, right?
Money is their barrier, honestly.
We're gonna fix that with AI.
Veterinary medicine is on demand. It's not like a human medicine.
Look how rubbish it is.
It said 'Nagaraju' properly. Even I was shocked.
Typically, we like to give them a call two days after. Uh, it doesn't always happen.
English to Spanish is very important.
Um, I would say about a good eighty percent are [scheduling].
Give us a chance of two, three, four months… if there is no difference we can part in a friendly way.
They're starting out kind of at ground zero, almost like a new clinic.
Once a year is better, 'cause they will come for every booster appointment.
He wants to create an AI Rafaela.
That'll help her immensely.
Initially you have to — you are a starter.
The two biggest reports… doctor production and then probably our controlled drug usage.
Can you do this landing page too? If you can make it a full website, do it.
I like it.
Where the recordings don't name an owner, the item sits in a shared backlog. Tick items off as they're done; ticks are saved in this browser only.
Owner not named in the recordings
Owner not named in the recordings
Things the recordings didn't settle.
This is the share of spoken content rendered with confidence. ElevenLabs Scribe v2's mean word confidence ranged from 0.93 (Recordings 1–3) to 0.99 (Recording 7).