The Tails Intake Agent helps automate your clinic's patient intake process by using AI to collect and organize information before appointments. This guide walks you through configuring intake rules and settings for different visit types.
π What You'll Learn
How to access Tails Intake Agent settings
Setting up clinic-wide general rules
Configuring visit type-specific intake rules
Using the preview feature to test your settings
Managing and organizing your intake rules
πImportant: The Tails Intake Agent feature must be enabled for your clinic before you can access these settings. Contact your Digitail administrator if you don't see this option.
π Accessing Tails Intake Agent Settings
Navigate to the Profile Image (top right corner) β Administration β Tails Agents Settings
From the Agents Landing Page, click on the Tails Intake Agent card
π Understanding the Tails Intake Settings Interface
The Tails Intake Settings page is divided into two main sections:
1. Clinic General Rules Section
Global rules that apply to all visit types
General intake instructions for the AI agent
2. Visit Type Configuration Area
Left Column: Visit Type Selector and rule organization
Right Column: Intake Rules Manager for selected visit types
βοΈ Setting Up Clinic General Rules
In the Clinic General Rules Editor section, click in the text area
Enter your general intake instructions such as:
"Collect Pet Parent contact information and emergency contact"
"Ask about Patient's vaccination history and current flea/tick prevention"
"Confirm Pet Parent understands our payment policies and accepts estimates"
Click Save to apply your changes
πPro Tip: Keep general rules broad and applicable to all visit types. Specific instructions should be added to individual visit type rules instead.
βοΈ Configuring Visit Type-Specific Rules
Selecting Visit Types
In the left column, use the Visit Type Selector dropdown
Select one or multiple visit types you want to configure
The right column will update to show rules for your selected visit types
Viewing Existing Rules by Groups
The system organizes your intake rules into groups based on which visit types share the same rules:
Review the grouped rules displayed below the visit type selector
Click on any group to quickly select all visit types in that group
Different colored badges indicate various rule statuses
π Managing Intake Rules for Selected Visit Types
Creating New Rules
With your visit types selected, the rules editor will appear on the right
Enter your specific intake instructions in the text area, such as:
Wellness Exams: "Ask about appetite, energy level, bowel movements, and any behavioral changes"
Surgery Appointments: "Confirm Patient has been fasting since last night and ask about last water intake"
Emergency Visits: "Get detailed description of symptoms, when they started, and current severity level"
Dental Procedures: "Ask about dental history, bad breath, difficulty eating, and last dental cleaning"
Click Save Rules to apply changes
Editing Existing Rules
Select the visit types with existing rules
Modify the rules in the text editor
Click Save Rules to update
Deleting Rules
Select the visit types whose rules you want to remove
Click the Delete Rules button (trash icon)
Confirm the deletion when prompted
π Using the Preview Feature
The Preview feature lets you test how your intake rules will work before going live.
Select your visit types and ensure rules are configured
Click the Show Preview button
Review the preview in the modal that opens
Test different scenarios to ensure your rules work as intended
β οΈ Managing Unsaved Changes
If you try to switch visit types with unsaved changes, you'll see a confirmation modal with options:
Save and Change β Saves changes, then switches visit types
Discard and Change β Abandons changes and switches
Cancel β Stays on the current selection
π Clearing Visit Type Selection
Click the Return button located above the Visit Types
Confirm if prompted due to unsaved changes
The rules editor will return to its default state
π Best Practices for Intake Rules
π‘ Important Considerations:
Be specific but concise - clear instructions help the AI provide better assistance
Test your rules using the preview feature before going live
Group similar visit types to reduce duplication
Review and update rules based on feedback
π Effective Rule Writing Tips
Use clear, actionable language
β "Ask Pet Parent to list all current medications, dosages, and frequency"
β "Get medication info"
β "Confirm Patient's last meal time and ask if they've had any water since midnight"
β "Check fasting status"
Be specific about timing/context
β "Ask when symptoms started and if theyβre getting better or worse"
β "Ask about symptoms"
β "For puppies under 6 months: Ask about vaccination schedule and worming history"
β "Check vaccine status"
Prioritize critical information per visit type
Emergency visits: Start with chief complaint, duration, and severity
Surgery prep: Focus on fasting compliance and current health status
Wellness exams: Cover routine health indicators and preventive care
Follow-ups: Ask about progress since last visit and medication compliance
Think workflow
Write rules that create the information your veterinarians need
Think about what saves time during the appointment
Include questions that help with treatment planning
π§ Troubleshooting Common Issues
Rules Not Saving
Check your internet connection
Ensure you have proper permissions to modify intake settings
Try refreshing the page and attempting to save again
Visit Types Not Loading
Confirm visit types are configured under Administration β Visit Types
Contact support if the issue persists
Preview Not Working
Ensure you have rules configured for the selected visit types
Check that browser popup settings don't block theΒ preview modal
π Related Articles
π Quick Reference Checklist
Use this checklist to ensure your Tails Intake Agent is properly configured:
Clinic General Rules are set up with foundational instructions
β Visit type-specific rules are configured for each appointment type
β Rules have been tested using the preview feature
β Staff have been trained on how the intake information will be presented
β Rules are regularly reviewed and updated based on clinic needs
πNeed Help? If you encounter issues with Tails Intake Agent settings, contact Digitail support with specific details about your configuration and any error messages you're seeing.