Practical Fixes for Hidden Time Wasters in Veterinary Practices

Last week, we looked at the hidden time wasters that creep into veterinary practices – duplicated data entry, clunky workarounds, slow tech, constant interruptions, and unclear task ownership.

Spotting them is the first step. But the real value comes from fixing them. When you reclaim lost hours, you free up your team to focus on what matters most: caring for patients and building stronger client relationships.

Here are some practical solutions every veterinary practice can start implementing today.

1. Streamline Data Entry

Duplicated data entry is more than an annoyance – it’s a drain on time and a source of errors.

• Integrate your systems: Make sure your PMS, lab, imaging, and insurance platforms are connected. Many modern solutions offer integrations that reduce (or even eliminate) duplicate input.

• Automate routine updates: Appointment reminders, payment confirmations, vaccination due dates – all of these can be handled automatically through your PMS or add-on tools.

• Audit your workflows: Sit down with your team and map out where duplication happens. You’ll often find it’s a legacy habit rather than a genuine need.

2. Replace Workarounds with Reliable Systems

Workarounds usually happen when staff don’t trust the systems in place.

• Fix the root cause: If your shared drive crashes regularly, invest in secure cloud storage. If forms constantly need scanning, switch to digital forms with e-signatures.

• Standardise processes: Everyone should use the same system, not their own “personal hacks.” Consistency is key to efficiency.

• Train your team: Sometimes, staff rely on workarounds because they’ve never been shown a better way. Invest in training so everyone knows how to use your systems properly.

3. Fix “Slow Tech” Once and For All

Technology should support your practice, not hold it back.

• Measure performance: Track login times, Wi-Fi black spots, and system delays. Data helps you make a stronger case for investment.

• Proactive maintenance: Schedule regular system updates and IT health checks instead of waiting for something to break.

• Upgrade strategically: A new PC or better Wi-Fi coverage might feel like a big cost, but if it saves your vets 10 minutes a day, it pays for itself many times over.

4. Reduce Interruptions with Smarter Processes

Interruptions are part of practice life – but they don’t need to dominate.

• Call management tools: Digital phone systems with call queuing and automated messaging mean reception doesn’t have to juggle multiple ringing phones.

• Protected time: Give vets and nurses uninterrupted blocks for consults, procedures, AND admin. Even 30–60 minutes of focused time can transform productivity.

• Escalation rules: Not every problem needs an immediate answer. Define what requires interrupting a consult and what can wait, so your team doesn’t lose focus unnecessarily.

5. Clarify Roles and Responsibilities

Clear ownership makes everything run smoother.

• Assign recurring tasks: Stock orders, equipment checks, and insurance follow-ups should all have a named owner.
• Use visible task boards: Whether digital or physical, a shared tracker means everyone knows who’s doing what.

• Build accountability: Celebrate when tasks are done well and on time. This isn’t about blame – it’s about creating consistency and pride in the work.

Why Fixing Inefficiencies Matters

When you eliminate hidden time wasters, the benefits ripple through your practice:

✔ Happier staff: Less frustration and fewer bottlenecks.
✔ Better client experiences: No more delays, lost forms, or repeated questions.
✔ Improved patient care: More time and energy focused where it matters most.
✔ Financial health: Time is money, and reclaiming it improves the bottom line.

Efficiency isn’t about squeezing every last second – it’s about creating a practice that runs smoothly, sustainably, and with less stress for everyone involved.