Dispelling the myth: Why switching your PMS is worth it!
by Jessica Marshall, Training and Implementation Manager at VetIT
Transformational technology
In this article, Jessica Marshall, Training and Implementation Manager at VetIT, explores why embracing a new practice management system (PMS) is not only a lot easier than you think but can also be highly beneficial for your practice.
Are you hesitant about upgrading your practice management system? Perhaps you're concerned about the complexity of transferring all your data, the hassle of getting your team trained on the software or maybe the issue comes down to the potential disruptions to your clinical work.
The data you hold in your system is vital to the day-to-day running of your practice, so it's natural to worry about getting all that essential information extracted from your current system and converted over to be compatible with your new system.And there’s no getting away from it, this can be a complex process with no room for error. But this is where the expertise and experience of your new software provider comes into play. They will break the process down into manageable stages, ensuring each phase undergoes thorough checking before moving on to the next. During these stages, you'll start to get a much better idea of how your new PMS will look and function.What’s more, implementation days will be supported by in-person assistance from your new software provider, they are there to guide you through the process and answer any questions and concerns you may have, helping you feel at ease.
Introducing completely new software to your team can seem like a daunting task, especially when some of your team might be less tech-savvy than others and therefore more likely to find the whole process quite stressful. And what about the effect on your practice’s productivity while you’re trying to get to grips with the new system? Is it going to cost you clinic time and therefore money?The key here is that your new software provider will provide a comprehensive training plan for your team. This will help you make a smooth transition to the new system and make sure your team feel prepared and confident in using the new software.
Your new software provider will provide a comprehensive training plan for your team. This will help you make a smooth transition to the new system and make sure your team feel prepared and confident in using the new software.
Similar to data migration, your new software provider will break the training down into manageable segments tailored to your practice and team. Taking a role-specific approach to training ensures that everyone gets a general system overview but is not overwhelmed by details outside their core job functions.Additionally, most software providers will give you access to a training system for your team to use outside formal training sessions. This can be really useful for helping colleagues to learn at their own pace, especially for those who prefer to get stuck in and try it for themselves.
It's important to remember that you’re not going to be experts on the new software on day one, it’s going to take a bit of time for your team to learn all of the ins and outs. Your new software provider will offer you post-implementation support and training which will cover any queries that you might have in the days and weeks after the transition. It will also include training on the additional functions and customisation options that are going to really set your new software apart from your old system.
It's important to remember that you’re not going to be experts on the new software on day one, it’s going to take a bit of time for your team to learn all of the ins and outs. Your new software provider will offer you post-implementation support and training…
As we’ve already touched on above, another major concern in switching to a new system is the amount of disruption it’s going to cause to your clinical work. As we know full well, animals don’t work to a schedule and being shut down for any length of time is just not practical and of course has financial ramifications too.
The solution? It’s basically an all-hands-on-deck approach from both your team and your new software providers to minimise downtime. Your new software provider will advise you to keep the implementation days as light as possible with clinical work, this is to minimise stress on the day and ensure that you have staff available for data checking.
Clear communication between your practice and your new and old software providers is key. The final data cut is usually done the night before or the morning of the go-live date and your team needs to be aware that anything after this will not be imported over. Prompt and efficient action by the software team minimises disruptions, and once the new system has been thoroughly checked, it’s ready to go live.
So, what exactly are the benefits and do they outweigh any temporary challenges during the transition period?
Firstly, improved efficiency is a significant advantage. A state-of-the-art system can automate routine tasks, streamline workflows, and reduce administrative burdens, allowing your team to focus more on providing excellent patient care and less on paperwork.
Additionally, enhanced client experience is a key benefit. With features such as online appointment booking, automatic appointment reminders, access to pet health information, and blog posts, you can make it easier for pet owners to engage with your practice.Furthermore, the latest systems offer advanced analytics and reporting tools, empowering you to make data-driven decisions and improve profitability. Whilst integrations with third-party software, services and business tools can further streamline your operations and enhance the user experience. VetIT for example, integrates with wholesale online ordering partners such as NVS, external laboratory services including NationWide Laboratories, as well as popular software for accounting, client communication and insurance.
Switching to a cloud-based PMS adds even more advantages and flexibility. Your team can access the system from any device, including tablets and smartphones and any location with an internet connection. Apps such as VetIT’s On The Road (OTR), take this flexibility to another level allowing you to seamlessly operate on yards and farms even without an internet connection, syncing with the main PMS as soon as you regain connectivity. What’s more, cloud-based systems ensure that your data is automatically backed up and secure and regular software updates and maintenance are handled directly by the software provider.Ultimately, the switch to a new management system enables you to stay competitive, adapt to changing industry trends, and provide the highest level of care to your clients and animal patients.
Careful planning is the backbone of a smooth transition and will hopefully help relieve some of the unknown stresses that crop up on the implementation day.
Start by holding regular meetings to discuss the upcoming changes and encourage open dialogue where team members can voice concerns and ask questions. Share a detailed timeline of the transition process, including key dates for data migration, training sessions, and the go-live date. Providing clear and consistent updates will help alleviate anxiety and ensure everyone is on the same page. Consider appointing a transition coordinator within your team to act as a liaison between your team and your new software provider.
Careful planning is the backbone of a smooth transition and will hopefully help relieve some of the unknown stresses that crop up on the implementation day. Work with your new software provider to develop a detailed migration plan that outlines each step of the process, from data extraction to final verification. This plan should also include a contingency strategy to address any potential issues that may arise. Additionally, allocate time for extensive training tailored to different roles within your practice, to ensure the whole team is comfortable with the new system before the go-live date.
Maintaining clear communication with both your new and old software providers is essential for a seamless transition, it will help prevent misunderstandings and ensure that both providers are aligned with your transition goals.It’s crucial to make sure your old software provider is aware of the transition timeline and understands the deadlines for final data extraction. Similarly, ensure that you schedule regular check-ins with your new software provider to discuss progress, address concerns, and make adjustments as needed.
Ongoing support from your new software provider is invaluable during the transition period and beyond. It can address any teething problems; help identify areas where additional training might be needed and provide opportunities to explore advanced features that can further enhance your practice’s efficiency and patient care. Ensure your team knows where to find those all-important support resources and how to access them. Whether that’s asking questions via phone or email, or accessing online support guides, tips and videos.Switching your veterinary PMS might seem daunting, but with careful planning, effective training, and ongoing support, the transition can be smooth and highly beneficial. Embrace the change and discover the many advantages a new PMS can bring to your practice and your patients!
If you’d like to talk to one of VetIT's Technology Consultants about how our tech can help your practice, please click here to book a demo.
Disclaimer - At VetIT, we have a deep understanding of the challenges and needs of our clients, thanks to our close relationship and ongoing communication with them. We've supported our clients every step of the way, from system implementation or transition from their previous PMS to achieving their objectives. As a result, the recommendations provided in this article are based on our expertise and knowledge gained from collaboration with our clients. While the challenges and solutions presented in this article may be relevant to many veterinary practices, we acknowledge that every practice is unique and may have its own specific requirements and circumstances.
