The Operator’s Lab · Pack 01
The AI Recall Pack
Recover $3,200 in missed recall revenue per month, using the Recall Triage Framework and a 12-prompt operator system. Built for Veterinary Practice Managers. Installs in 20 minutes. Runs in a 90-minute Tuesday block.
Section 1 · The math
Why $3,200 per month.
The pack is sized against a specific practice profile. Yours will differ. The math holds for most 1–3 location independent practices.
| Variable | Value |
|---|---|
| Active clients | 1,500 |
| Lapsed past 12 months | ~10% |
| Contactable (phone or email) | 60% |
| Reactivation rate with a real recall SOP | 15–25% |
| Average client transaction | $187 |
| Result: 18 reactivations × $187 | $3,366 / month |
We use $3,200 as the refund trigger because we round against ourselves, not for ourselves.
Section 2 · The framework
The Recall Triage Framework.
Every lapsed client sorts into exactly one of four cohorts. The cohort dictates channel, copy, and effort. This is the deliverable. The rest of the pack is mechanics for running it on your list.
| Cohort | Definition | Channel cascade |
|---|---|---|
| Lapsed Active | 3–12 months since last visit; phone or email present; no flags | SMS → email (+3d if no reply) |
| Lapsed At-Risk | 12–24 months; needs a medical reason, not a relationship line | SMS → email (+3d) → voicemail (+7d if LTV > $500) |
| Lapsed Lost | 24+ months; treat as win-back, low effort | Single SMS + 60-word email |
| Wrong-Number | Data hygiene failure | Scrub first; re-triage |
Section 3 · What’s inside
Eight components. One pack.
The Recall Triage Framework cheat sheet
One page. 4 cohorts. Channel cascade. Cadence rules.
12 prompts, in 4 phases
Phase A: list hygiene (3). Phase B: cohort outreach (5). Phase C: escalation + inbound (3). Phase D: weekly report (1).
Claude Project setup guide
System prompt + 3 knowledge files. 20-min install. ChatGPT Custom GPT instructions also included.
The 20-Minute Tuesday Block
The 90-minute weekly cadence the pack runs on. Timestamped to the minute.
The Weekly Recall Report template
What you run Friday afternoon. ≤350 words. Tracks the refund trigger.
The workflow diagram
One page. Real boxes and arrows. Labeled with real software names.
The 9-minute Loom walkthrough
Live install and first run on sample data.
The troubleshooting page
The five most common install issues and how to fix them.
Section 4 · How it works
Three steps. Every week.
STEP 01
Install (20 minutes, once)
Create a Claude Project. Paste the system prompt. Fill in your practice profile (10 fields). Attach three knowledge files. Done.
STEP 02
Run the Tuesday Block (90 min/week)
Pull your PMS export at 1:15 PM. Run the prompts in order. By 2:45 you’re handing drafts off to your front desk lead or queuing them in your comms tool.
STEP 03
Read the Friday report
Run Prompt 12 on the week’s activity log. The report fits on one screen. Tracks against the $3,200/30-day trigger and surfaces three moves for next week.
The 12-prompt system that runs the Tuesday Recall Block.
Section 5 · What this pack is not
Four things this pack does not do.
- Not a software replacement. Your PMS — ezyVet, Cornerstone, AVImark, IDEXX — stays. So does your comms tool if you have one.
- Not a marketing campaign generator. It does outbound recall. It does not write blog posts, social posts, or seasonal promotions.
- Not a clinical assistant. It does not interpret medical records or suggest treatment.
- Not a magic bullet for clients who left 24+ months ago. Lapsed Lost reactivates at 3–8% in our reading of the public data. We don’t pretend otherwise.
If you need any of those, this is the wrong product.
Section 6 · The refund commitment
A real refund, with a real trigger.
Refund terms
Trigger: $3,200 in recovered recall revenue across any rolling 30-day window in your first 90 days of using the pack.
Measurement: You measure it, on your PMS, with a 7-day attribution window from message send. We don’t audit. We trust your numbers.
How to claim: Email refund@efficientaiworks.com with one line — “Pack 1 didn’t hit trigger.” Full refund within 5 business days. No usage requirement. No questions.
A real refund commitment costs real refunds. We budget for 5–10% of buyers to claim. If we see > 15%, the pack has a problem and we rewrite it.
Section 7 · Buy
The AI Recall Pack.
Instant download. The master document, the workflow diagram, the three Claude Project knowledge files, the Loom walkthrough link, and the troubleshooting page.
- Master document (the pack itself, in full)
- Workflow diagram (one page, real labels)
- Three Claude Project knowledge files
- 9-minute Loom walkthrough
- Direct email to the lab for setup questions
- Free updates to v1.x and v1.y for 12 months
- $3,200/30-day refund trigger
Section 8 · FAQ
Three questions only.
Does it work with my PMS?
Any PMS that exports a CSV with client name, pet name, last visit date, and either phone or email. That’s every major system. If your export is messy, Prompt 1 is built to ask you what’s missing — it does not guess.
What if I already use iRecall, PetDesk, or Vetstoria?
Most of our buyers do. The pack handles the recall content and triage — what each cohort gets, in what cadence, with what copy. Your existing tool handles the sending. The two layers stack.
What’s the difference between this and a Notion SOP template?
A Notion template is a static document. This is an active operator system that reads your list, sorts it, drafts copy per cohort, routes inbound replies, and reports against the refund trigger weekly. Different category.