{"id":22133,"date":"2022-08-01T00:00:49","date_gmt":"2022-08-01T00:00:49","guid":{"rendered":"https:\/\/todaysveterinarybusiness.com\/?p=22133"},"modified":"2022-07-26T18:16:48","modified_gmt":"2022-07-26T18:16:48","slug":"efficiency-apps-johnson-0822","status":"publish","type":"post","link":"https:\/\/navc.sitepreview.app\/todaysveterinarybusiness.com\/efficiency-apps-johnson-0822\/","title":{"rendered":"5 Ways to Improve Your Clinic\u2019s Efficiency"},"content":{"rendered":"

In the face of staff shortages and overwhelming workloads, there\u2019s no better time than now to explore ideas for overcoming inefficiencies in your veterinary practice. According to a June 2022 report from the Veterinary Hospital Managers Association, only 1 in 5 practices said their veterinarians were \u201cvery efficient\u201d and couldn\u2019t see anymore cases. Here are a few solutions that can improve productivity throughout your clinic and enhance the bottom line.<\/p>\n

1. Counting Capsules<\/strong><\/h3>\n

I remember the first time I tried to count a 1,000-pill bottle. It looked half full to me, but how can one be sure? I weighed the bottle, but what would that tell me? So then, I started: \u201cOne, two, three \u2026 25 \u2026 75.\u201d The phone rang, and I jotted down 123. Back to counting. 312, or was it 314? What did Susan just say? Oh, gosh, do I start over? Aargh!<\/p>\n

Counting pills is inefficient, time-consuming and, let\u2019s face it, not always accurate. The solution? I discovered the Pilleye mobile app. It counts every pill. After installing Pilleye on a tablet or smartphone, lay the drugs flat on the countertop and take a photo. The app automatically displays the number of pills. Just like that! Type a description below the image (for example, \u201cCephalexin, 500 mg\u201d), and off you go. Inventorying pills is done efficiently, accurately and fast. White pills on a white counter? No problem. Round or square? It works.<\/p>\n

Similar apps include Pillphill and MediScanner. If you have a vast pharmacy, check out a pill-counting machine like the Vivid Rx.<\/p>\n

An inventory count doesn\u2019t have to consume an entire day. If you\u2019re thinking, \u201cWhy should I count my inventory in the first place?\u201d check out Practice Smarter columnist Mark Opperman\u2019s advice at bit.ly\/TVB-Inventory<\/a>.<\/p>\n

2. The Price Is Right<\/strong><\/h3>\n

According to another VHMA survey, conducted in 2021, the average practice manager spends two hours a week buying supplies or supervising their purchase. That\u2019s a lot of time.<\/p>\n

Many of us are cost-conscious, and the prices of veterinary drugs and medical supplies are going up, as is everything else. But how much time do you take to compare vendor prices? If you\u2019re not comparing, how much money do you lose by not buying the identical product from someone offering a cash-back discount? I recommend the Vetcove app, which checks the prices charged by distributors, manufacturers and diagnostic labs \u2014 from Covetrus, Patterson Veterinary Supply and Midwest Veterinary Supply to Pharmsource, MWI Animal Health and Boehringer Ingelheim. You\u2019ll see who has the lowest price and what\u2019s in stock and discover promotions and coupons.<\/p>\n

Group purchasing organizations are another option. Learn more about them at bit.ly\/TVB-gpo<\/a>.<\/p>\n

3. Shift the Burden<\/strong><\/h3>\n

Three out of four practice managers oversee staff scheduling, the 2021 VHMA survey found. The task takes, on average, an hour a week.<\/p>\n

Using the proper tools, you can easily delegate staff scheduling to an office manager or, in a bigger practice, a lead technician for veterinary technician schedules and the lead customer service representative for CSR schedules<\/a>. While you can choose from many apps, let\u2019s explore a few.<\/p>\n

One I like is Homebase, an app that allows you to manage the schedule in layers. Only permitted people can see the draft version, and once the practice manager approves the schedule, it\u2019s published to all employees with the push of a button. In addition, Homebase features an electronic timecard and can push notifications to smartphones.<\/p>\n

You can create schedule templates in Homebase and copy them week to week. Team members can post their availability and preferred workdays. Vacation time is updated automatically when an employee requests it. Homebase also serves as a communication platform (like Slack) so people can chat, send messages and trade shifts.<\/p>\n

Similar apps include Buddy Punch and Deputy.<\/p>\n

4. Capture All Charges<\/strong><\/h3>\n

With client payments, the options appear endless: check, cash, credit card, CareCredit, Scratchpay and many more. Throw in coupons or discounts and your receptionist has more work to do in the practice information management software.<\/p>\n

If you\u2019ve never sat in your receptionists\u2019 seats, I invite you to try. They make the job look easy: Smile, acknowledge the pet, chat with the client, report the amount owed, ask about the form of payment, and print or email the receipt. It\u2019s fairly straightforward. However, add to the equation a leash-pulling dog, screaming kids, irritated clients waiting in line, a technician asking a question and a doctor announcing a nail trim discount. Soon, chaos can ensue. Many mistakes happen when someone feels rushed or is disorganized.<\/p>\n

Therefore, payment integration with your PIMS is a must. The fees will pay for themselves through better customer service and by saving time for your receptionists and the person doing your day-end closeout.<\/p>\n

The common mistakes I see in a non-integrated clinic are:<\/p>\n