An on-site server or the cloud? Some veterinary practices have used server software for years and are comfortable with it. It works fine for their needs, so they see no reason to change. (In other words, it ain’t broke, so don’t fix it.) On the other hand, some practices want to switch to a cloud-based practice management software platform for better scalability, cost savings, efficiency or flexibility, but they worry about potential workflow disruptions.
Let’s face it, change is often hard, so the idea of switching software platforms can unsettle doctors and staff members alike. But if you go for it, what’s the best way to swap software? Planning and preparation.
Veterinary practices that painlessly transition from server software to cloud software follow these five best practices.
1. Research Thoroughly
As with any business decision, veterinary practices should explore the options. In evaluating whether a software platform meets your hospital’s needs and priorities, you should give special consideration to must-have requirements and nice-to-have features. This step requires understanding the software’s capabilities and asking pertinent questions to avoid unforeseen issues during the conversion.
Veterinary practices typically find the best software fit if they:
- Identify their priorities.
- Investigate software options.
- Create a short list of software candidates.
- Test each platform.
- Ask how the software will accommodate their unique needs.
If you fear losing control or ownership of your data when moving to the cloud, be sure to discuss the issue with the software provider to determine its policies. Most companies say practices retain possession of their data, even when the vendor stores it in the cloud.
2. Communicate Effectively
Practices that transition successfully work hard up front to get everyone on board. They initially heard:
- “Why are we moving to the cloud?”
- “What will we be able to accomplish that we haven’t before?”
- “How will it make our lives easier?”
Consider appointing a team member — a subject matter expert — to guide the conversion and provide tips and training to the staff. Getting everyone on board and establishing transparent communication channels from the outset minimizes confusion and reduces roadblocks during the initial phases of the transition.
3. Work on Your Data
The most successful transitions occur when practices prioritize cleaning up their data before the conversion rather than during or after. Those hospitals make sure inventory items are categorized accurately and that client and patient information is organized in the correct fields to facilitate smoother mapping. Addressing data discrepancies beforehand prevents potential complications and ensures a more efficient transition. It also makes using the new software easier from the start since everything has been arranged correctly and is easily found.
4. Train Efficiently
Successful software transitions also optimize training sessions. Scheduling one- to two-hour classes, with a day in between, minimizes disruptions to operations while allowing team members to try out the new platform. Some practices complete hands-on training and enhance knowledge retention by carving out time through extended lunch hours. Remember to tailor the training to what works best for your practice and for different staff roles.
Multiple sessions for larger groups to ensure a comprehensive understanding and adoption of new workflows have proven effective. The trainer can assign tasks, such as creating a client appointment and prescribing medication. More practice with the software helps ensure a smooth go-live day.
5. Strategically Schedule a Go-Live Date
Minimizing disruptions and alleviating staff anxiety is key when moving to cloud software. Practices don’t have to shut down for a day when they switch over, but they should avoid launching software during the busiest time of the month or the busiest day of the week. The go-live moment should occur on a lighter day to allow team members to acclimate to the software without the added pressure of a busy workload. Practices can also schedule extended appointment times and downtime between appointments to allow more time for task completion and to ensure a smoother transition.
In addition, consider working with a conversion specialist between the enrollment and launch to ensure the process moves along expediently and the practice is ready for the scheduled launch.
Veterinary practices leveraging the benefits of cloud-based software need not fear the transition. With proper communication, planning and training, they can manage it effectively. Then, the advantages of cloud software can help them adapt and thrive in an ever-evolving digital landscape.
5 REASONS TO SOAR TO THE CLOUD
- Simplified hardware: On-site software often requires hardware specifications for each workstation, as well as a separate server for data storage. Cloud software eliminates the need for server setups, and unless a practice has very old desktop or laptop computers, cloud software can run on most any computer or tablet.
- Streamlined backups: With cloud software, the responsibility for backups shifts from the practice to the software provider, alleviating concerns about data loss and ensuring seamless backup processes. Users don’t have to manually initiate backups because the step occurs automatically in the background.
- Heightened security: Storing data in the cloud is safer than physically storing it on-site. Data kept in your hospital is vulnerable to natural disasters or theft, whereas cloud storage offered by software providers often utilizes the same server technology used by government agencies. Veterinary practices help protect their data when they follow best practices, such as performing timely hardware updates and securing passwords. The peace of mind that comes from knowing data is securely stored in the cloud and may be easily accessed is invaluable.
- Cost efficiency: Some veterinary practices choose to migrate to cloud software to save money. They can seamlessly add new users without having to purchase expensive workstations, making cloud software an affordable yet scalable solution for growing hospitals. The monthly software subscription fee also covers technical support and software updates, so depending on the practice, those features may reduce or eliminate costs. Energy consumption may also decline, along with significant time delays due to the need for system upgrades. Fewer delays result in more efficient operations overall.
- Enhanced flexibility: We live in an increasingly remote world that requires flexibility. Cloud-based solutions offer the advantage of accessibility from any location that has internet connectivity, whether an office, home, car or vacation destination. Simply log in from a computer, tablet and even a smartphone.