{"id":10520,"date":"2021-08-01T00:00:03","date_gmt":"2021-08-01T07:00:03","guid":{"rendered":"https:\/\/todaysveterinarybusiness.com\/?p=10520"},"modified":"2022-06-15T17:48:00","modified_gmt":"2022-06-15T17:48:00","slug":"make-your-pims-work-for-you","status":"publish","type":"post","link":"https:\/\/navc.sitepreview.app\/todaysveterinarybusiness.com\/make-your-pims-work-for-you\/","title":{"rendered":"Make Your PIMS Work for You"},"content":{"rendered":"

So, you need to pick a new practice information management system, huh? I get it. You\u2019re opening a veterinary practice, or you\u2019re buying an existing clinic and you (or your new team members) hate the current PIMS. Or maybe your servers are old and you\u2019re excited about another software system\u2019s unique features. Or perhaps you\u2019re just a trendsetter<\/a>.<\/p>\n

No matter how smooth a switch in practice software is \u2014 from nothing to something new or from something familiar to something wildly different \u2014 it means change. And change is hard, even when you\u2019re excited about it. You and your team have specific ways of doing things, and software will ease some tasks but require everyone to adjust (even a little) how they do things.<\/p>\n

That\u2019s the bad news: Learning new software comes with hiccups. But let\u2019s be realistic, said Chris Lutz, a senior vice president with the client communication app VitusVet. \u201cMost practices don\u2019t consider changes unless they\u2019re forced to,\u201d he said.<\/p>\n

The good news? New software can be fun, open your practice to new possibilities, and over time, cure the headaches plaguing your processes, profit line and patient care.<\/p>\n

I\u2019d rather you focus on the good news, so hospital owner, associate veterinarian, practice manager or veterinary technician, let\u2019s get in the right mindset and ask the right questions when you sort through the handy-dandy PIMS profiles found at bit.ly\/TVB-PIMS<\/a>. That\u2019s because the journey isn\u2019t about checking a few boxes. It\u2019s about digging into what you, your team and your clients need and want.<\/p>\n

What Do You Want Your Practice Software to Do?<\/h3>\n

Some practice software systems offer not just transaction and electronic medical records management but also financial reports, data analytics, outgoing and incoming client communication tools, marketing features, and wellness plans. Some permit payment processing and online appointment booking. Some integrate with other software, apps and medical equipment to do these things, and some try to manage everything from within a single software suite.<\/p>\n

Which is better: Getting everything from one software solution or getting the best solutions from a mix of providers specializing in particular fields? There isn\u2019t one answer.<\/p>\n

Many users prefer all-in-one solutions. However, Martin Traub-Werner, who worked with veterinarians and software companies as the founder of the data analytics company VetSuccess and is now an executive with prescription services provider Vetsource, pitches the joy of multiple providers.<\/p>\n

\u201cSome people don\u2019t want to switch to a different window or screen [to do different things],\u201d he said. \u201cBut if you want some of the newest, most innovative thinking, it will likely require switching devices.\u201d<\/p>\n

Sit down and ask yourself: What does your practice software do today that\u2019s important? What do you wish new software would do tomorrow? It\u2019s true that you likely can\u2019t have everything on your wish list or that you don\u2019t want to pay extra for every bell and whistle, but you can be intentional and thoughtful about the big changes you desire in protocols and processes.<\/p>\n

\u201cAsk yourself, \u2018What are my goals and objectives?\u2019\u201d said Lutz, from VitusVet.<\/p>\n

The software should serve your vision for your hospital.<\/p>\n

Who\u2019s Asking?<\/h3>\n

You wondered what you want from practice software. Well, what do your coworkers think?<\/p>\n

\u201cThere\u2019s a difference between people,\u201d Lutz said. \u201cAnd given all the capabilities of today\u2019s software, consider what everybody needs the new software to achieve. The veterinarian wants great medical records. The practice manager might be looking for better invoicing and inventory management.\u201d<\/p>\n

If you\u2019re collaborative \u2014 you are, right? \u2014 ask your team members to explain their struggles and successes with your current software.<\/p>\n

There is no unicorn software system that does everything that everyone wants (and perfectly). Still, before signing on the dotted line, you can get closer to what you need by surveying everyone who uses your current PIMS.<\/p>\n

Does It Absolutely\u00a0and Unquestionably\u00a0Need to Do That?<\/h3>\n

You heard about a cool new feature, or you talked with a sales rep about it, or you dreamed up something your new system needs to do. Will you pay anything and give up anything to make it so?<\/p>\n

\u201cYou push all your chips to one side,\u201d Lutz said, alluding to a hyperfocus on a single feature, much like a big bet at a casino. \u201cBut ask yourself, \u2018What am I sacrificing to get that?\u2019\u201d<\/p>\n

Ask around: Are you sure the feature is available only in one system on the market? It\u2019s OK to fall in love with the unique look of a software system or a feature, but don\u2019t lose sight of the big picture. Another system might do something similar or look similar but come in at a lower cost or with features you hadn\u2019t considered.<\/p>\n

How Much Change Is Involved?<\/h3>\n

Everybody understands that switching software requires changes. But how many changes are too many? \u201cA common fear we hear is that adopting new technology creates additional work for the team,\u201d Lutz said.<\/p>\n

But what about the opportunity of long-term improvements in medical outcomes, financial results, and client and team member happiness?<\/p>\n

If you are concerned about how a particular PIMS might change the workflow at the front desk and in exam and treatment rooms<\/a>, ask the question upfront. Some providers will personalize the software to match your practice\u2019s workflow. Others present compelling reasons for changing your workflow to improve patient care, staff efficiency or financial results. And some providers might say in the nicest possible way, \u201cYou need to change, and we\u2019ll help you learn to do it.\u201d<\/p>\n

Veterinary teams are full of routine lovers and change lovers. Figure out what everybody can tolerate in the short term as they adjust to the new long-term solution. Be understanding and accept a bit of complaining from folks used to doing things one way. Demand that the software provider sell your team (and you) on how things will be better tomorrow after a few annoying changes today.<\/p>\n

How Important Is Technical Support to You?<\/h3>\n

Every PIMS company promises troubleshooting and customer service. You likely can call people on the phone, maybe do a webchat and definitely email the software provider.<\/p>\n

But what is the relationship like after you sign the contract? You can either trust what companies say about how they\u2019ll be there for you or you can ask colleagues about their experiences. Have the company provide the names and contact information of practice teams that started from scratch with the software or switched to it. How fast and thoroughly were technical problems resolved, questions answered and new functions implemented?<\/p>\n

As for technical support, you\u2019ll want someone who understands your unique business situation, said Stacee Santi<\/a>, DVM, the CEO and founder of the software company Vet2Pet.<\/p>\n

\u201cI want someone who is going to be easily accessible and understands my problem,\u201d she said, \u201cand I don\u2019t want to explain it to someone who has no idea what it\u2019s like to work in a veterinary hospital.\u201d<\/p>\n

Will You Check in on Your\u00a0System Regularly?<\/h3>\n

Practice software is not about \u201cset it and forget it,\u201d according to Lutz. You revisit your medical protocols<\/a> regularly, right? Someone at your practice is responsible for checking on equipment maintenance. Do the same for the technology behind your client marketing, electronic medical records, transactions and data.<\/p>\n

\u201cThe most forward-thinking practices seem to take stock each year,\u201d Lutz said. \u201cThey make sure that they\u2019re both up to date and not overpaying.\u201d<\/p>\n

Hold on. That doesn\u2019t mean you\u2019re going to switch your practice software every year. Just check on whether you see the expected results, ask your team members what they think, and explore how the cost compares with older or newer products on the market.<\/p>\n

Purchasing a software system is a big decision. You won\u2019t be wrong if you feel overwhelmed or dread making the move. Take a breath and find ways to be excited. Think about how a new PIMS can improve your world. See what\u2019s out there. Enjoy the next step.<\/p>\n

\n

YOUR GUIDE TO PIMS SYSTEMS<\/span><\/h3>\n

Click here<\/a> for a free PDF profiling 25 practice information management software (PIMS) systems.<\/p>\n

\n

UPDATES, UPDATES, UPDATES<\/span><\/h3>\n

Once upon a time, updates to server-based practice software had to be done in person using physical media. Now, just about every device we have asks us to set up automatic updates, usually during off-hours.<\/p>\n

The updates seem to happen all the time, which is a good thing, said Stacee Santi, DVM, the founder of app builder Vet2Pet.<\/p>\n

\u201cThese should be constant slow releases, not every one to two years,\u201d Dr. Santi said.<\/p>\n

Technology is constantly changing. You should expect your software to do the same. The problem, of course, is the slim possibility that an update\u2019s download and installation could fail or take longer than expected, bleeding into your hospital\u2019s open hours.<\/p>\n

If you\u2019re worried about the risk, ask your providers whether they recommend manual (your choice) or automatic (set it and forget it) software updates. Also, ask them to explain their recommendations and whether your system will be offline during an update.<\/p>\n","protected":false},"excerpt":{"rendered":"

If you are concerned about how a particular PIMS might change the workflow at the front desk and in exam and treatment rooms, ask the question upfront.<\/p>\n","protected":false},"author":189,"featured_media":10523,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"iawp_total_views":0,"footnotes":""},"categories":[323],"tags":[],"class_list":["post-10520","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-august-september-2021","column-features","clinical_topics-innovation-technology"],"acf":{"hide_sidebar":false,"hide_sidebar_ad":false,"hide_all_ads":false},"yoast_head":"\nMake Your PIMS Work for You | Today's Veterinary Business<\/title>\n<meta name=\"description\" content=\"Aim high when shopping for a new practice software system, but keep your expectations in check and prepare your team for adjustments.\" \/>\n<meta name=\"robots\" content=\"noindex, follow, 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