01
No-shows & late cancels
A missed adjustment breaks a whole care plan. A no-showed wellness visit is an empty exam room you can't refill at 20 minutes' notice — unless a system is working the waitlist for you.
🐾 Built for clinics, not call centers
Your front desk is drowning. Your schedule has holes in it.
Vaivin answers every inquiry in under a minute, fills cancellations from your waitlist, chases vaccine and adjustment recalls automatically, and brings lapsed patients back — so your team can focus on the animals and people in the room, not the phone.
7:42 PM — after hoursNew client texts about a limping dog. Vaivin replies, triages urgency, and books the first open slot. No voicemail. No lost client.
Vaivin LLC — Frisco, Texas. Owner-operated. When you call or text (214) 744-3297, you reach the owner, not a call center. Nothing is ever sent to your customers until you've approved the exact wording in writing.
Talk to a real person — no forms required
Questions about your clinic, your software, or whether Vaivin fits? Call or text us and you'll get a straight answer. Text is fastest during the day; leave a voicemail after hours and we'll call you back the next business morning.
Call or text — your choice
Tap Call to talk now, or tap Text to start a conversation on your phone. Prefer email? [email protected] or [email protected] — both reach the same inbox.
No pressure and no obligation — the audit is free either way.
Three leaks every clinic knows by heart
Different patients, same problem: the care is excellent — it's everything around the appointment that breaks down.
02
Recalls that never go out
Rabies boosters, annual exams, dental cleanings, patients who vanished after visit three of twelve. They're all sitting in your software right now — revenue and better outcomes, if anyone had time to chase them.
03
The phone vs. the front desk
Your best receptionist can't check in a nervous cat owner, answer a pricing call, and confirm tomorrow's schedule at the same time. Something drops — usually the new client who called twice and gave up.
Pick your practice. See your playbook.
Same Vaivin engine, different workflows — because a vaccine recall and a care-plan check-in are not the same conversation.
Instant reply, day or night
Website, Google, and text inquiries answered in under 60 seconds with your services, price ranges you approve, and a booking link. After-hours sick-pet messages get an urgency check and your emergency guidance — never a dead voicemail box.
Confirmations that cut no-shows
Two-way text confirmations with easy rescheduling. Unconfirmed appointments get a friendly nudge, and open slots are offered to your waitlist automatically.
Vaccines, exams & dentals on autopilot
Due and overdue lists pulled on schedule: rabies and vaccine boosters, annual wellness, senior panels, dental cleanings, and refill reminders — each with one-tap booking.
Post-visit care without the sticky notes
Next-day surgery check-ins, medication follow-ups, and lab-result notifications in your voice. Happy clients get a review request at exactly the right moment.
From “how much is a visit?” to booked
Instant answers to the questions that stall new patients — first-visit cost, insurance you accept, what to expect — plus intake forms sent and completed before they walk in.
Keep patients on the plan
Visit 4 of 12 is where people drift. Vaivin confirms each appointment, rebooks misses the same day, and sends plan-progress check-ins that keep momentum (and outcomes) up.
Win back dormant patients
Patients who finished care — or quietly disappeared — get a well-timed, personal-feeling check-in when a flare-up is most likely, with easy online rebooking.
Fewer phone interruptions
Directions, hours, reschedules, and “can I come in today?” handled by text. Your CA spends time on patients in the office, not playing phone tag between adjustments.
One Tuesday, with Vaivin running
Nothing exotic — just the follow-up your team always meant to do, done every time.
Confirmations go outToday's 18 appointments get two-way texts. Two reschedules happen before your doors open — both slots offered to the waitlist.
A cancellation gets refilledA 2 PM dental / adjustment slot opens. Vaivin texts the top waitlist matches; it's claimed in 9 minutes.
Recall batch sends34 overdue vaccine reminders (or 22 lapsed care-plan patients) get a personal nudge with one-tap booking.
After-hours inquiry, answeredA new client finds you on Google after dinner. They get answers and a booked first visit — not your voicemail greeting.
What are empty slots actually costing you?
Drag the sliders to your real numbers. This is a plain estimate — your audit replaces it with your actual data.
Estimate assumes reminders, easy rescheduling, and waitlist backfill recover about 40% of lost slots. Individual results vary — that's what the audit measures.
Estimated value sitting in empty slots
$4,446/mo
Plausible recovery with Vaivin
$1,778/mo
Against $499/mo, plus a one-time $49 fee to start. Even recovering a fraction of your empty slots covers the service — recalls and reactivations are upside on top.
Get my exact numbers →Everything included
One system, set up for your clinic, managed every month. You approve the messages — we build, run, and tune them.
- Instant lead response
Under-60-second replies to web, Google, and text inquiries — 24/7, in your clinic's voice. - Reminders, confirmations & waitlist backfill
Two-way confirmations, same-day rebooking, and automatic offers when slots open. - Recall & reactivation campaigns
Vaccine/wellness/dental recalls for vets; care-plan and dormant-patient reactivation for chiropractors. - Post-visit follow-up & reviews
Check-ins after surgery or a first adjustment series, plus review requests timed to happy moments. - Monthly tuning & report
A plain-English report: bookings recovered, recalls booked, no-show trend — and what we adjusted.
How it works
Audit
We map where inquiries, recalls, and appointments leak today — your software, your schedule, your real no-show rate. You get the findings either way.
Setup sprint
We build your replies, reminders, recalls, and follow-ups, connect them to the tools you already use, and you approve every message before anything sends.
Managed monthly
Vaivin runs it daily. You get a monthly report and steady tuning — no new software for your team to learn, no extra logins to babysit.
Clinic owners ask us
Does this replace our practice software?
No. Vaivin sits on top of what you already run — your practice management / scheduling software stays the source of truth. The audit confirms compatibility before we build anything.
Will messages sound like a robot?
Every template is written in your clinic's voice and approved by you first. Clients and patients hear from “the clinic,” with clear, human wording — and anything sensitive routes straight to your team.
What about emergencies and medical questions?
Vaivin never gives medical or veterinary advice. Urgent messages get your emergency protocol and are flagged to your team immediately; clinical questions go to a human, fast.
We have one front-desk person. Is this overkill?
That's exactly who benefits most. Vaivin takes the repetitive chasing — confirmations, recalls, rebooks — so your one person can handle the clients and patients in front of them.
Is there a contract?
No long-term contract. After the setup sprint it's month-to-month at $499/month, plus the one-time $49 fee paid at signup. If it isn't earning its keep, you can walk away.
Start with the free workflow audit
Tell us a little about your clinic. Tapping send opens your email with everything pre-filled to [email protected] and [email protected] — no account, no obligation, and we'll reply with what we find. Rather just talk? Call or text (214) 744-3297 and we'll book your audit on the spot.