By Sagar Shankaran, Founder of CallSphere
Rabies certificates arrive as faxes, ballpoint forms and blurry photos. The error rate hand-keying introduces at a boarding desk, and what changed in 2026.
Key takeaways
How many of the vaccination records sitting in your boarding software right now were typed in by a nineteen-year-old at the front desk while a Newfoundland leaned into her hip and the phone rang twice?
That is not a rhetorical jab. It is a real audit question, and the answer at most grooming salons, daycares and boarding kennels in the country is "all of them." Every rabies expiration date, every bordetella due date, every DHPP record in Gingr or PetExec or MoeGo or DaySmart got there because a human read a piece of paper and typed a date into a field.
Look at what actually arrives when you ask a client for shot records before a Thanksgiving boarding stay:
Your front desk person has to turn all six of those into three date fields. She has about ninety seconds, because there is a dog on the scale and a groomer waiting on a mat release form. This is where the error gets made.
They are not random. They are the same five, over and over. Reading the date the vaccine was given as the date it expires. Reading a 3-year rabies as a 1-year, so you turn away a client who was perfectly current. Reading a 1-year as a 3-year, which is the one that hurts. Transposing the year on a January record. And typing the rabies tag number into the certificate field, which means the record you produce for an inspector does not match the certificate on file at the clinic.
The cost of a keying error here is not the two minutes to fix it — it is that a dog with a lapsed rabies vaccination spent five nights in your kennel, and your state boarding license, your insurance carrier and your county health officer all take that seriously in a way they do not take a typo. If that dog nips a kennel tech during a Christmas-week stay, the conversation stops being about your paperwork habits and starts being about a quarantine order.
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State licensing programs — Colorado's PACFA is the one most operators know by name, but nearly every state has an equivalent inspection for boarding and daycare facilities — send someone to look at exactly this. They pull a handful of files and compare the record in your software to the certificate you have on file. Mismatches are a finding. A pattern of mismatches is a bigger one.
flowchart TD
A["Record arrives: fax, phone photo, or portal screenshot"] --> B["Reader pulls pet name, vaccine, date given, expiry, clinic"]
B --> C{"Confident on every field?"}
C -->|No| D["Front desk reviews image side by side"]
C -->|Yes| E["Written to the vaccination record, image attached"]
D --> E
E --> F{"Expires before the last night of the stay?"}
F -->|Yes| G["Text client: booster needed before drop-off"]
F -->|No| H["Booking cleared, kennel run assigned"]
Document reading is not new. What is new in 2026 is that it finally handles the inputs real businesses actually receive rather than the clean ones a demo uses. A phone photo shot at an angle in bad light. A fax that has been through two machines. A handwritten ballpoint entry in the margin of a preprinted form. The model reads the thing itself instead of requiring somebody to retype it into a clean field first.
For a boarding operation that means a client can text a photo of the certificate to your business line at 9:40 on a Sunday night, and by the time your front desk opens Monday the pet's file already has: vaccine name, date administered, date due, issuing clinic, whether a veterinarian's signature is present, and the original image attached to the record so an inspector can see the source. Anything the reader is not sure about is held in a short review queue with the image opened right next to the field it could not resolve.
That last detail is what makes it safe. The system does not silently guess. It reads what it can read, and it hands you the ones it cannot with the exact spot on the page circled.
Second week of November. You have 140 reservations on the books for Thanksgiving week and roughly 90 of them need a record updated, because the last time these dogs boarded was July and half the bordetella doses have rolled over.
The old way: your client care lead blocks out Tuesday afternoon, calls or emails ninety clients, then spends the following ten days keying whatever comes back between check-ins. The new way: the outreach goes out Monday, the records land all week as photos and faxes, and each one gets read and filed on arrival. Tuesday afternoon your lead is not keying — she is working a queue of eleven flagged records, which takes forty minutes, plus a list of nineteen dogs whose rabies expires mid-stay and who need a vet appointment before the 24th. That list is the actually valuable output, and today almost nobody generates it in time, because you only find the lapse at drop-off when the client is already in the parking lot with a packed crate.
Assumptions, illustrative: a facility handling 1,100 vaccination documents a year across boarding, daycare and grooming; 4.5 minutes to locate, read and key each one at a loaded front-desk cost of $21 an hour; a keying error rate of about 2% under real front-desk conditions; and a review-only workflow that takes 45 seconds on the flagged 15% and zero on the rest.
| Measure | Keyed by hand | Read and reviewed |
|---|---|---|
| Documents per year | 1,100 | 1,100 |
| Minutes of front-desk time each | 4.5 | 0.6 (blended) |
| Annual hours | 82.5 | 11.0 |
| Annual labor at $21/hr | $1,733 | $231 |
| Records with a wrong date | ~22 | ~4 |
| Lapses caught before drop-off | Whatever gets noticed | Flagged at booking |
The $1,500 of labor is nice. The eighteen fewer wrong dates is the line that matters, and it is the one to put in front of your insurance agent at renewal. To measure your own starting point, pull twenty random files this week and compare the expiration date in your software to the certificate image. Most operators who do this exercise for the first time are unpleasantly surprised at what they find.
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Three places, and none of them are negotiable.
First, the accept-or-refuse decision. A reader can tell you a rabies vaccination expired on 3 November. It should never be the thing that decides whether a dog gets to stay in your building. That is a policy call with liability attached and it belongs to a manager who can also weigh that this is a fourteen-year regular whose vet appointment is on the 27th.
Second, anything that looks altered. Certificates do get doctored, usually clumsily, by clients who do not want to pay for a booster before a holiday trip. The reader will happily read a changed date as a real one. A human eye on anything where the digits look retouched is still the only defense.
Third, titer letters and medical exemptions. A letter from a veterinarian explaining that a senior dog is medically exempt from a rabies booster is a document your state may or may not accept, and the answer depends on your state's rules and your own policy. Do not automate that. Route it to a person, every time.
The reading part is independent of your software — it produces the fields, and how they land in your system is a separate question. Plenty of operators start by having the read results dropped into a spreadsheet that the front desk works from, with the image linked. That gets you most of the benefit without touching your booking system at all.
It goes into the review queue with the reason attached — glare across the date line, page cut off, handwriting illegible. Your front desk then does what they do today: text the client and ask for a better photo. The win is that the ask happens on the day the record arrives, not three weeks later at drop-off.
Pet records are not covered by HIPAA, but the certificate has the owner's name, address and often a phone number on it. Treat the images the way you treat credit card receipts: keep them inside your booking system or a controlled folder, not on the front-desk iPad camera roll, and have a retention rule that matches your state's record-keeping requirement for boarding facilities.
Yes, and it is the natural second use. The card where an owner writes "1 cup am, 3/4 cup pm, 1/2 pill with cheese at 7" is exactly the kind of ugly input that got usable this year. Same rule applies: read it, attach the original photo to the run card, and have a kennel tech confirm anything involving medication before the first feeding.
Most of the vaccination scramble starts as a phone call — a client asking what shots you need for a Thanksgiving stay at eight on a Sunday evening. CallSphere builds AI voice and chat agents that answer your line and website chat 24/7, tell callers your exact vaccination policy in your own words, book the boarding or grooming appointment, and capture the client's details so the record request goes out the same night instead of the following week.
Written by
Sagar Shankaran· Founder, CallSphere
LinkedInSagar Shankaran is the founder of CallSphere, where he builds production AI voice and chat agents deployed across healthcare, hospitality, real estate, and home services. He writes about agentic AI, LLM engineering, and shipping voice agents that handle real calls in production.
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