Summer in veterinary care doesn’t just get busy — it gets relentless. Between last-minute travel prep, medication refills, and packed appointment schedules, phones ring nonstop and teams are stretched thin.
But “busy” doesn’t have to mean overwhelmed.
With the right systems in place, practices can reduce manual tasks, lower phone volume, and give time back to their teams — without sacrificing patient care.
Think of this as your summer efficiency blueprint: simple, practical ways to create breathing room when you need it most.
1. The phone fatigue cure: Stop the 4:00 p.m. refill rush
Every refill request that comes through the phone pulls a technician or receptionist away from other priorities, often for 5-10 minutes at a time. Multiply that across a full day, and it can add up to hours.
Now imagine shifting even a portion of those requests to digital tools.
When clients use your online store or mobile app for refills, requests go directly into the workflow which means no hold times, no manual entry, and fewer interruptions for your staff.
Even moving just 20% of refill requests online can reclaim hours of staff time each week.
Make it easy: Give your team the words
Your front desk plays a critical role in driving this shift. A simple, consistent message can make all the difference. When a client calls in to request a refill, try this to let them know they can request refills on the app to help reduce phone calls:
I can absolutely help with that! For next time, did you know you can request refills in just a couple of taps through our app anytime day or night? Want me to send you the link?
Small moments like this build new habits for clients — and fewer phone calls for your team.
2. The AutoShip safety net: Vacation-proof your clients
Summer travel is great for clients, but it often leads to missed doses, delayed refills, and last-minute rushes.
That’s where AutoShip becomes more than a convenience: it becomes a safety net.
By enrolling clients in AutoShip, you help ensure medications and essentials arrive exactly when they’re needed, even if a client is out of town or distracted by travel plans.
Position it as a benefit, not a feature
Instead of focusing on the mechanics, frame AutoShip around peace of mind:
With everything going on this summer, AutoShip makes one less thing to worry about. Your pet’s medications will show up right when you need them so you never miss a dose.
3. The “batch, don’t bounce” workflow: Protect focus on busy days
One of the biggest hidden drains on efficiency isn’t just the volume of work — it’s the constant switching between it. While multitasking can seem efficient on the surface, research suggests that repeatedly switching back and forth between tasks can cost as much as 40% of someone’s productive time.
A typical day can feel like a loop of interruptions: answering a call, checking a prescription, helping a client at the desk, then jumping back into a refill request. On paper, each task is manageable. But together, the stop-and-start nature of the work makes everything take longer and feel more overwhelming.
That’s where a simple shift can make a meaningful difference: batching similar tasks instead of bouncing between them allows staff to stay in the same mindset long enough to work more efficiently and with fewer disruptions.
For example:
- Review and approve prescriptions in batches.
- Try adding a few 5-10 minute schedule blocks for batching tasks.
- Return client messages all at once.
- Process pharmacy-related tasks in a single workflow.
The result is a day that feels less reactive and more controlled. Less jumping between tasks, more steady progress. And ultimately, a team that can move through a busy season with a little more focus and a lot less fatigue.
While some requests are time-sensitive and client interruptions are inevitable, if you can work towards the first two steps or block out some time for task-batching in the schedule, you’ll already be on your way. And, by using digital tools, you can start to train your clients to use these channels, which ultimately helps streamline your workflows.
When requests are already flowing through digital channels, batching becomes even easier giving your team a clearer, more manageable workflow from start to finish.
Turn busy season around: Put your summer efficiency plan into action
Ready to take the pressure off your team this summer?
Start by making it easier for clients to help themselves — and for your staff to stay focused on what matters most. From digital refill requests to AutoShip and ready-to-use front desk scripts, the right tools can make an immediate difference.
Vetsource customers can find scripts and other resources in the Practice Toolkit (linked in the help center in Practice Home).
Summer busy season doesn’t have to feel overwhelming. With the right systems in place, it can simply feel managed.
