8 Practice Management Software Must-Haves for Specialists
The right practice management software can streamline day-to-day operations while improving veterinary clinic patient care and client communication. But while general practices can choose from many available software solutions, specialists may struggle to find a program with the functionality they need to thrive.
Software needs vary considerably between small single-discipline clinics, multi-location hospitals, large multi-disciplinary teams, and different specialties. Whatever your animal health niche, here are the top features to look for in a practice management system to meet your unique needs.
1. Remote accessibility
Veterinary specialists and their teams are in high demand and may attend conferences, present at meetings, participate in research, consult remotely, or travel to provide care. Wherever you are, cloud-based practice management software (PIMS) allows access to electronic medical records (EMR) and treatment plans on an internet-connected device. Unlike server-based systems, cloud solutions enable team members to update medical records whenever and wherever.
2. Advanced charting and templates
User-friendly charting systems with customizable SOAP templates are essential for busy specialists. Whether you're charting skin lesions for a dermatology case, imaging results for orthopedic procedures, or chemotherapy side effects for an oncology case, having specialty-specific EMR templates—and the ability to quickly upload external drawings or documents without a scanner—makes updating medical records efficient and painless. Additionally, many software solutions offer helpful EMR integrations, such as AI-assisted dictation and scribing.
3. Automation
Automation can drastically reduce the administrative burden on already overworked teams. Automated appointment scheduling, reminders, invoicing, and instructions can simplify workflows. They can also help veterinary professionals quickly check more items off their to-do lists. Specialty teams can use automated follow-up templates customized for specific procedures or conditions to send emails with one click, reducing time spent on the phone.
4. Two-way communication
Specialty care patients often have complex conditions, which can be difficult for pet parents to understand. Clear and continuous client communication is critical to treatment plan compliance but can take up a significant portion of the team’s day. A PIMS that offers built-in or app-based two-way digital communications makes it easy to email or text pet owners without leaving the main patient screen or slowing down team members.
5. Integrated diagnostics and imaging
Specialty practices rely heavily on diagnostics and often use many different laboratories and imaging modalities to get the needed information. Look for a practice management system with integrations for your current in-house and reference labs, allowing automatic uploading and data analysis within the patient record.
6. Comprehensive payment options
Complex specialty treatments usually cost more than general veterinary medicine services. A payment processing and invoicing system that supports multiple financing options, including online payments, payment plans, third-party financing, and pet insurance, is critical to ensure pet parents can afford the care their furry pals need. The system should also have easy-to-use estimation tools that support pre-made bundles so you can easily inform pet owners of costs upfront.
7. Available telemedicine
Telehealth consulting helps specialists reach more pet owners and referring veterinarians, regardless of their physical location. Systems with built-in telehealth capabilities eliminate the need for manual record-keeping and keep your cases and workload in one place. Telemedicine is also helpful for chronic conditions because asynchronous monitoring and communication are often more convenient for the vet and the pet owner.
8. Reliable customer support
Specialty practices often use software unconventionally, so you might need help setting up and optimizing new software for your clinic. Choosing a software provider with reliable customer support and training availability ensures minimal disruptions to day-to-day operations. Plus, someone is always there if you need urgent help with a software problem.
When evaluating veterinary practice management software, consider how it fits into your specialty’s unique needs. The right PIMS will help you streamline in-house processes that currently slow you down and improve the ones that work well. Set aside time to book demos and ask questions to learn how other specialists have fared. With the right software, your veterinary clinic can elevate patient and client care and improve hospital efficiency.
