Transitioning to a New Practice Management Software: A Step-by-Step Guide

Switching to a new practice management software (PMS) can feel daunting for veterinary clinics. However, sometimes it’s a necessary step to take. With proper planning, the transition can be smooth and uncomplicated, significantly enhancing your clinic’s efficiency, patient care, and overall client experiences. Here’s a guide to help make the switch successful.

VetBadger understands the challenge of choosing a new practice management software. One of our founders owns and runs her own veterinary practice, so we truly get it. If you’re looking for a great platform that supports you, connect with us for a free live demo to learn more.

Why Transition to a New PMS?

As much work as you put into picking your clinic’s PMS, there still may come a time when you need to switch. This could happen for any number of reasons:

• Your practice has grown, and your current system can’t keep up.
• You bring on staff and need more robust systems and capabilities.
• You decide to expand the scope of what you offer, such as telemedicine.
• Your current system keeps charging more for features you need.
• You simply don’t like the one you picked!

No matter the reason, transitioning to a new practice management software that will do all you need it to do can streamline daily operations, improve patient outcomes, and create a more organized workflow.

Here is our step-by-step guide to making the switch.

1. Assess Your Needs

Before selecting a new platform, conduct a thorough assessment of your practice's needs. Connect with your entire team, including veterinarians, technicians, receptionists, and administrative staff, to identify the most important required features.

Create a list of must-have features and nice-to-haves as you narrow your options. Consider aspects such as:

• Appointment scheduling and reminders
• Electronic medical records (EMR)
• Integrated texting capabilities
• Inventory management
• Reporting and analytics
• Mobile access for off-site care
• Automated workflows
• Payment portal
• Bookkeeping integration

2. Consider Ease of Use for Your Entire Team

Investing the time and energy to switch your clinic’s PMS needs to be worth the effort for everyone involved. Be sure to ask questions such as the following:

• Can my staff easily navigate the system?
• Will the new software support team assist you through the transition?
• Does the provider offer comprehensive training to ensure your staff is proficient in using the new system?
• Can each clinic role utilize the new system to do their jobs?
• Will new hires have access to training after our initial onboarding time?

Transitioning to a new practice management software is only worth it if the PMS can work for your whole clinic. So be sure to carefully assess a potential platform’s ability to meet the needs of each role in your practice.

3. Plan the Transition Timeline

A clear transition plan is key to minimizing downtime. Designate a project manager or point person to oversee the process which typically includes the following components:

• Data Migration: Ensure that patient records, appointment histories, and billing information will safely transfer to the new system. Work closely with both your old and new software providers to execute this.
• Training Period: Schedule staff training sessions to get everyone comfortable with the new system. Hands-on practice will help reduce errors and improve efficiency.
• Go-Live Day: Choose a time for the transition when the clinic’s workload is lighter, such as over a weekend or during slower business periods.

4. Communicate

Perhaps the most valuable thing you can do when transitioning to a new PMS for your veterinary clinic is to over-communicate with your team and your clients. By sending consistent updates and reminders, you’ll help ensure that everyone is on the same page.

In particular, be sure to clearly and repeatedly communicate any steps your team or clients need to take, such as setting up login credentials for the new system. This communication should help create a much smoother go-live day.

VetBadger Helps from Start to Finish

Transitioning to a new practice management software can feel overwhelming, but with careful planning and communication, it can significantly improve the way your veterinary clinic operates.

The VetBadger team helps you have a seamless switchover to our software to make sure everyone feels comfortable and confident using the platform. Connect with us today for a personalized live demonstration to learn more.