Getting the whole team involved
Of course, when practice life is busy, getting the team to buy in to the concept of data analytics is not always easy. But buy-in is crucial. If staff are on board, the benefits of data analytics will be maximised. What’s more, by involving the whole team, from management to clinical staff and reception, practices that fully embrace data analytics in the everyday, tend to run more efficiently. They are also more likely to have an engaged, motivated, collaborative work force that understand the ‘why’ behind many practice decisions.
Humans are naturally resistant to change and when data analytics, reports and revenue are mentioned staff may feel apprehensive. Whether that is due to concerns about how the data is used or worries over revenue tracking, transparency and openness are key.
One of the best ways to overcome concerns is to involve the whole team, making sure that they understand the value, as well as the process, of running reports.
For data analytics to be truly effective, it needs to be seamlessly integrated into the daily routines of the practice and just another part of everyday practice life. This involves creating a culture where data is valued, regularly used and acted on.
The first step in becoming ‘data proficient’ is to work out what is important to both the practice as a whole but also the individual team members. The sheer volume of data that is now available at the touch of a button, or click of a mouse, can be overwhelming. So, focus on what is relevant by setting clear objectives and concentrating on key metrics that directly impact practice performance. Start with one or two key areas until everyone is comfortable with the ideas and grow your data analytics from there.
Remember that different employees will have different priorities. A team meeting to introduce the concept of data analytics, and discuss ideas and how it may benefit the whole team is a good starting point.
Ensuring the smooth running of the practice pharmacy may fall under the remit of one of the nursing team or a suitably qualified person (SQP) responsible for its management and compliance.
Whether there is a dedicated pharmacy room, or just some shelf space between the consulting rooms, without efficient stock control, shortages of medication or unused stock going out of date can impact both the clinical team and practice profits.
Example: using data analytics to highlight areas of peak demand can help reduce stock shortages, support improved client satisfaction and clinical outcomes, as well as save costs on emergency orders.
Data analytics is a key component of practising evidence-based medicine. From analysing patient histories and diagnostic test results to treatment outcomes and complication rates from surgical procedures, a data-driven approach to patient care helps maintain high clinical standards.
Example: using data analytics to evaluate the impact of antibiotics on healing of cat bite wounds might guide an evidence-based decision to reduce antibiotic use in these cases.
Managing the diary efficiently is a central part of the reception team’s role and a lack of available appointments can be a daily challenge.
Example: use data analytics to pinpoint peak times and missed appointments. The reception team can then adjust schedules, to free up appointments and reduce client waiting times.
Effective management relies heavily on informed decision-making at all levels. Data analytics plays a pivotal role in this by providing actionable insights into various operational aspects.
Example: data analytics can identify trends such as seasonal drops in sales. This information can be used to adjust marketing strategies, leading to an increase in monthly revenue.
So, staff understand the concept, and now its time to book some training. This will help the whole team get the most out of the practice management system and optimise the role out of a data analytics plan.
In-practice training from your PMS provider, to cover the basics is usually the first step. This may be followed by online training, offering individuals more personalised guidance to suit the needs of their role.
Team meeting: introduce the concept of data analytics and its benefits to the entire team. Ensure that everyone understands the goals.
Assign roles: delegate specific responsibilities to team members based on their expertise and interests.
Schedule training: set team members up for success by providing appropriate training sessions to build proficiency.
Invest in appropriate technology: implement the right tools and technologies that facilitate data analytics.
Review regularly: schedule regular meetings to share data insights, identify trends and adjust strategies. Regular meetings also help foster a collaborative environment.
Integrating data analytics into veterinary practice does not need to be intimidating. By fostering a culture of data-driven decision-making, involving the entire team, and regularly reviewing key metrics, practices can navigate challenges more effectively and capitalise on opportunities for growth. Ultimately, the use of data analytics can result in a more streamlined, profitable and patient-centred practice, that benefits everyone.
