Starting a veterinary practice, like most businesses, involves considerable set-up expenses. From securing a location and purchasing medical equipment to hiring staff and marketing your services, the costs quickly add up.
As you move through your list of wants and needs, make sure to consider the one clinic necessity that can contribute to savings in several critical areas. That necessity: your veterinary practice management software (PIMS).
In particular, a cloud-based PIMS offers numerous advantages that can help new practices reduce setup costs and manage their operations more efficiently.
6 money-saving tips when choosing veterinary software for your startup practice
1. Go to the cloud
Compared to the upfront costs of a traditional, on-premise PIMS – including servers, hardware, and IT infrastructure – cloud-based software eliminates these initial expenses. With a cloud-based solution, all you need are a computer and an internet connection. The software is hosted on the provider’s secure servers, meaning you can avoid the much of the capital expenditure associated with setting up and maintaining an in-house IT system.
2. Seek out subscription-based pricing
A subscription model allows you to spread out the cost over time. Instead of paying a large sum at the beginning, you pay a manageable monthly or annual fee. This pricing structure is particularly advantageous for startups with limited initial funds, allowing you to allocate your budget more effectively and invest in other critical areas of your practice.
3. Reduce IT maintenance costs
Maintaining an on-premise system requires you to oversee IT support to handle updates, security, and troubleshooting. Cloud-based PIMS providers handle all maintenance and updates, ensuring that your software is always up-to-date with the latest features and security protocols. So there’s no need to hire in-house IT staff or costly external IT support services.
4. Learn about scalability
As your startup practice grows, your needs will evolve. Look for a PIMS that is designed to scale effortlessly along with you. This means you can start with only the basic features you need, then add more advanced functionalities as your practice expands. This scalability means you only pay for what you need, when you need it, avoiding unnecessary expenses on features you don’t currently require.
5. Look for remote accessibility capabilities
Cloud-based software can be accessed from anywhere with an internet connection. This flexibility may be invaluable for new practices that may not yet have a fully staffed clinic. You can manage appointments, access patient records, and perform other essential tasks remotely. This can also reduce the need for a large office space initially, further cutting down on setup costs.
👉 How a startup practice made Provet Cloud "the pillar of how we operate"
6. Prioritize data security
Data security is a critical concern for any veterinary practice. Cloud-based PIMS providers invest heavily in advanced security measures, including encryption, regular backups, and compliance with industry standards. This level of security would be prohibitively expensive for a new practice to implement on its own. By using cloud-based software, you benefit from enterprise-level security without the associated costs.
Key features to look for in veterinary software for your startup practice
When selecting a PIMS for your startup, look for certain features that can help you maximize cost savings and efficiency when you’ve finally opened your practice, including:
Comprehensive appointment scheduling
Efficient scheduling is crucial for managing your time and resources. Look for software that offers intuitive, flexible scheduling options that integrate with your clinic's workflow. Features like online booking, automated reminders, and calendar sync can reduce no-shows and optimize appointment management.
Electronic medical records (EMR)
A robust EMR system helps streamline patient care by centralizing all patient information in one place. EMRs offer real-time access to patient records, making it easier to provide timely and accurate care. This can enhance productivity and reduce the time spent on administrative tasks.
Inventory management
Effective inventory management prevents overstocking and stockouts, both of which can be costly. Look for software that provides real-time tracking, automated reordering, and detailed reporting – or seamlessly integrates with inventory management solutions that offer these benefits. These features can help you maintain optimal inventory levels, reducing waste and saving money.
Integrated payments
An integrated payments solution – with features like automated billing and electronic invoicing – can improve cash flow and reduce administrative burdens. This integration should support various payment methods and offer features like electronic invoicing, tokenized card-on-file, payment tracking, and financial reporting. This ensures that you get paid promptly and can keep accurate financial records.
Client communication tools
Strong client communication is key to building a loyal customer base. Most PIMS offer integrated communication tools, including email, SMS, and mobile app notifications. Automated reminders, follow-ups, and educational content can enhance client engagement and satisfaction, contributing to the growth of your practice.
Analytics and reporting
Data-driven decision-making is essential for any successful business. Look for software that provides detailed analytics and reporting on key performance indicators (KPIs) like appointment volume, revenue, client retention, and more. These insights can help you identify areas for improvement and make informed strategic decisions.
Built for growth: Scaling with cloud-based veterinary software
One of the most significant advantages of cloud-based PIMS is its ability to scale with your practice. Here’s how it can support your growth:
Flexible subscription plans
As your practice grows, you can easily upgrade your subscription plan to access additional features and support more users. This flexibility allows you to tailor the software to your evolving needs without major disruptions or costs.
Modular integration capabilities
Most, if not all, PIMS providers will tout their system’s ability to integrate with third-party tools – such as accounting software, telemedicine services, online pharmacies, and diagnostic labs. But some PIMS are limited in available integrations. A better PIMS solution will feature an open API, which is a configuration within the software that gives developers complete freedom to create integrations that meet the unique needs of the veterinary practice.
🤔 Should your veterinary software have an open API?
Continuous updates and improvements
Good software providers regularly release updates and new features based on user feedback and industry trends. This means your PIMS will continue to evolve and improve, ensuring you always have access to the latest technology and best practices.
Enhanced collaboration
As your team grows, your PIMS should facilitate seamless collaboration, allowing team members to access shared records and communicate in real-time, regardless of their location. This improves coordination and ensures that everyone is on the same page, enhancing overall productivity and patient care.
Key takeaways
- Starting a veterinary practice is a significant financial undertaking, but the right veterinary practice management software can help you save on setup costs and manage your operations more efficiently.
- By offering lower initial investment, subscription-based pricing, reduced IT maintenance costs, and scalability, cloud-based PIMS provides a cost-effective solution for new practice owners.
- Key features like comprehensive scheduling, electronic medical records, inventory management, billing and invoicing, client communication tools, and analytics further enhance efficiency and cost savings.
- As your practice grows, the flexibility, integration capabilities, continuous updates, and enhanced collaboration offered by cloud-based PIMS ensure that your software can scale with your needs, supporting your practice’s long-term success.
