if a dog eats something at 9pm, the owner goes to your site with one question. is this an emergency, and who do i call? if the site doesn't say, they guess, or they leave a message you hear the next morning.
a retune bot can answer from your own notes. it gives your hours and your emergency number, and it takes a name and a phone number for a call-back. it's free if you run your own copy. it runs on your own computer, with an agent that builds what you ask for.
the practice in the video is bright smiles dental, a family dentist i made up to show the feature. a vet clinic starts from the same template with its own notes.
it fits a clinic that hears the same questions every week. are you open saturday, do you see rabbits, what do i do tonight. the bot answers those from what you type in, and it hands the rest back to you as a call-back.
it's a receptionist, not a vet. it doesn't look at symptoms and decide anything. it doesn't book either, see below.
if most of your calls need a vet to listen first, a chat bot won't take much off the phone.
the template gallery isn't switched on for new accounts by itself. sign up, then email me at olive@reframe.so and say you want templates. once it's on, + create chat opens the gallery, and this is the setup.
retune has ten templates and none of them is for vets, so start from the dental receptionist. it's the closest fit. it already asks for a name, the best phone number and the reason for the visit, one at a time. and it already has a line about emergencies.
you type the clinic name, your website and a few lines, like briefing a new hire. your hours and address, the animals you see, the pet insurance you take and the after-hours emergency number.
then you click fill with ai. it sorts your lines into six details, like hours, services and the emergency policy. you can read and change each one before you click create chatbot.
then fix the dental words. the template says "a dental practice", and its emergency line talks about teeth. in the prompt tab, where the bot's instructions live, change those to your clinic. something like "if a pet is struggling to breathe or has eaten something poisonous, tell them to call the emergency number right away."
the prompt tab also has a library of lines to insert, like "urgent / emergency routing" and "never invent prices or availability".
the chat opens with your welcome line. the bot also asks for their name, a phone number and the reason for the visit, so the clinic always has someone to call back.
put the emergency number in the welcome line too, like "if your pet is in danger right now, call" and then the number. then it's the first thing a worried owner sees, before they type anything.
after that they ask what they came to ask. "are you open sunday?" gets your hours. a question about a sick pet gets your emergency number, if that's what you wrote in the prompt tab.
if someone asks what a dental for their cat costs, the bot doesn't make up a price. it offers to have someone from the clinic call. in the video it does the same with the price of an implant.
their name, phone and reason are saved with the chat. whoever opens the bot's chats in retune in the morning sees what each owner asked before calling back.
the bot answers from your six details and any pages you give it in the train tab. when neither covers a question, it says it isn't sure and offers a call-back. every template is written that way, so it doesn't fill the gap with something made up.
it can still get a question wrong if your notes are unclear. so before pet owners use it, ask it the questions you'd hate to see answered badly, like your holiday hours. what to do when a chatbot gives a customer the wrong answer covers how to test those every time you change something.
it doesn't book. there's no calendar behind this template, so a visit is a request until someone at the clinic confirms it.
the details sit inside the bot's instructions, so keep them short, and change them when your hours change. a full price list or long care guides go in the train tab instead, where the bot reads pages and files.
it keeps the name, phone and reason and whatever the owner types, with the chat. if people tend to paste more than that, tell them in your welcome line not to.
when the bot is right, save it as a template in its settings. a workspace is one clinic's set of bots. the template shows up under my templates in every workspace you own, so a second clinic starts from your vet version, not the dental one. a teammate who didn't save it won't see it in their list.
if your main worry is calls that come in when you're closed, that letter starts there.
if it's useful, take it. if it's missing something, like a vet template of its own, tell me.
olive