WhiskerRefill counts the doses down on every heartworm preventive, thyroid tablet and chronic maintenance script your clinic dispenses. When a bottle is close to empty the owner hears from you first, and the request lands in a queue your technicians already know how to work.
Nobody decides to lose a refill. It goes one bottle at a time, on a busy Tuesday, while the front desk is holding two phone lines and a cat carrier is going the wrong way down the hall.
A six month box of preventive goes home in March. Whether it comes back in September depends on the owner remembering, and roughly a third of them will not.
About $190 of margin per dog, per yearFax tray, portal inbox, voicemail, and the note a technician stuck to the monitor. Each one needs a chart check before a doctor can sign off.
Close to 5 front desk hours a weekA hyperthyroid cat on methimazole misses six weeks. You find out at the next recheck, when the T4 has climbed and the owner is frustrated with the bill.
1 in 6 chronic patients gaps 30 days or moreAn outside pharmacy emails the owner on day 150 of a 180 day supply. Your clinic finds out when the authorization request lands, and by then the sale is decided.
$2,780 a month of script revenue goneThis is the whole product. No modules to buy, no separate client app to talk anybody into downloading.
A nightly export from your practice management system carries every dispensed line: drug, strength, quantity, days supply and the doctor who wrote it. Nothing is retyped, and the historical fills come along so the first queue is useful on day one.
Dose math runs per form, so 12 chewables at one a month is a different clock from 90 tablets given twice a day or 3 mL of transdermal gel. Each patient gets a run out date, and the queue sorts by how close that date is.
Eleven days before the last dose, a text and an email go out under your practice name with the pet's name, the drug and one tap to request the refill. Quiet hours, weekend rules and the wording are all yours to set.
Requests land in a single board with the chart facts attached: last exam date, heartworm test status, last T4, refills remaining on the script. A technician approves, a label prints, and the charge is waiting on the invoice.
The shelf is the point. Every bottle on it is a relationship with a due date, and WhiskerRefill is the calendar that keeps track of all of them at once.
Six things the product does, described the way a practice manager would describe them at a staff meeting.
Chewables, split tablets, transdermal gels, insulin units and compounded suspensions each count down on their own clock. A cat on 2.5 mg of methimazole twice a day gets the same accurate run out date as a dog on one chew a month.
Texts and emails go out under your practice name with the pet's name in the first line, and you edit the wording once for the whole clinic. Quiet hours, weekend suppression and a per owner frequency cap keep the tone right for a client who has three dogs and a diabetic cat.
Every refill request, whether it came from an owner tap, a phone call or an outside pharmacy fax, lands in the same board as Pending, Needs recheck, Approved or Filled. The doctor sees who asked, what was dispensed last time and how many refills the script has left, without opening the chart.
A refill is held automatically when the heartworm test is past due, the annual exam has lapsed or the last T4 is older than the interval your doctors set. The owner gets a message offering the appointment instead of a silent denial, which is how a held refill turns into a booked visit.
Authorization requests from home delivery pharmacies are logged in the same queue with a timer, so nothing sits in a fax tray for three days. You can answer with a matching in house offer before the approval goes out, and the report shows exactly how often that offer is taken.
A one page monthly report shows refill capture rate per veterinarian, per drug class and per reminder channel, next to the dollars those refills carried. Practice managers use it in the doctor meeting to show where preventive compliance actually stands.
These are medians from the 168 practices on the platform, measured against their own numbers from the 90 days before they started.
Owners who get a reminder from their own clinic eleven days out request the refill from that clinic. The recovery comes almost entirely from scripts that used to be sent to a home delivery pharmacy by default.
Authorization requests stop being a paper chase across four channels. One queue with chart facts attached cuts the average handling time on a refill from just over nine minutes to two and a half.
Measured per location on two doctor practices, counting only refills that were filled at the clinic after a WhiskerRefill reminder. Preventives and chronic maintenance drugs carry the bulk of it.
Thyroid, cardiac, seizure and diabetic patients get a second nudge and a held refill guard when labs lapse. Fewer 30 day gaps means fewer rechecks that start with a dose reset.
Three clinics that were happy to put their names to it, in their own words, with the numbers they pulled from their own reports.
We used to call it client preference when a preventive went to home delivery. It was not preference, it was whoever asked first. Our refill capture on heartworm chews went from 58 percent to 84 percent in two cycles, and I did not add a single hour of staff time to get there.
The lab guard is the part I did not expect to care about. A methimazole refill now stops if the T4 is over seven months old, and the owner gets offered the recheck instead of a denial. We booked 41 of those appointments last quarter that would have been a phone tag loop before.
I run inventory for a three doctor hospital and I used to order preventives on a feeling. Now I can see what is coming due in the next 45 days by drug and by strength, so my shelf matches the queue. Short dating losses on Simparica and Heartgard dropped to almost nothing.
Unlimited users on every plan, because the client service coordinator who answers the phone should not need a seat license to approve a refill.
A single location with one or two doctors and one pharmacy shelf to keep honest.
$45per month
The busy independent hospital with three to eight doctors and a real chronic caseload.
$95per month
Two to twelve locations under one owner, one medical director and shared protocols.
$199per month
Every plan is billed monthly in US dollars and can be cancelled at any time. No annual contract, no setup fee, no per user charge. Reminder volumes above your plan are never cut off: we tell you and move you up at the start of the next cycle.
Asked by practice owners, practice managers and the technician who will actually live in the queue.
One Clinic covers a single practice location, unlimited active prescriptions, and up to 1,200 owner reminders each month by text and email. Every user at that address is included, so your client service coordinators do not need their own seats. The price is $45 per month in US dollars and it does not change when your patient count grows. If you pass 1,200 reminders in a month we move you to the Practice plan at the start of the next cycle and tell you before we do.
Most clinics are sending live reminders within five business days. Day one is a nightly export from your practice management system, day two is a review of the drug list and the dose math with your inventory lead, and the rest is choosing quiet hours and reminder wording. We do the mapping work and hand back a queue already populated with your real refill dates. Nobody on your team types in a patient list.
Records sit on US hosted infrastructure with encryption in transit and at rest, and every clinic is isolated in its own tenant. We hold only what the dose math needs: patient name, species, drug, strength, quantity dispensed, last fill date and one owner contact method. We never sell or share clinic data and we run no advertising trackers. You can export everything to CSV whenever you want, and a deletion request clears your tenant within 30 days.
WhiskerRefill reads a nightly export from Cornerstone, AVImark, ezyVet, Covetrus Pulse and IDEXX Neo, and it accepts a plain CSV from anything else. Approved refills come back as an invoice ready line so nobody rekeys a charge at the front desk. If your system offers a direct API we use it, and if it does not, a scheduled file drop keeps the queue current every morning. Either path is set up for you during onboarding.
Every plan is billed monthly and you can cancel at any time from the account screen or by email. There is no annual contract, no cancellation fee and no notice period. Your final month runs to its normal end date, then the account turns read only for 30 days so you can pull your exports. After that window we delete the tenant for good.
It is not, and this is the objection we hear most often on a first call. The reorder usually goes outside because the outside pharmacy asked first, not because the owner shopped on price. When a text arrives from your clinic name eleven days before the last dose, with one tap to request the refill from you, a large share of that business comes back in house. Clinics running WhiskerRefill recover an average of 34 percent of the refills that used to be filled somewhere else, inside two cycles.
Reporting on the pharmacy shelf, the refill desk, and the rules that govern both inside independent small animal clinics. Three of the current reports are below, and the rest of the issue is one click away.
Written and fact checked by Jimenez Julien, who also builds the product. No sponsored posts, no guest placements.
Send the shape of your practice and we will walk your own numbers with you: how many chronic patients you carry, what your preventive capture rate is now, and what the first ninety days would move.
One reply from a person, inside one business day. Prefer plain email? Write to jimenezjulien42@gmail.com.
