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Improving the Workflow Efficiency at Your Veterinary Practice

There is often a lot going on in a veterinary office. Most of the time, the veterinarian on duty and the staff need every spare moment to help as many patients as possible.

Additionally, to succeed, stretched practices must closely monitor every dollar. The struggle between time and money is real throughout most veterinary offices.

The good news is that automation has more chances than ever before to save time and money. Today, veterinarians may discover daily economies through streamlining internal operations. One of them may be learning how to use paperless technology to reduce time at check-in, discharge, and everything in between. Another might be gaining much-needed money by capturing additional charges. When used appropriately, these technologies can help you and your staff treat patients better while still getting you home on time.

Workflow in the Veterinary Industry

The term “workflow” in a business context refers to the processes that move work from its inception to its conclusion. Workflow in a veterinary clinic refers to what occurs from when a patient enters the facility until they leave.

It would be more accurate to describe the existing workflow at veterinary hospitals as a workaround. Workarounds are the procedures you develop to get around a flaw or restriction in the tools you employ. There are probably a million of them that you already have in place. It’s time to swap them out with something superior.


Evaluating Your Workflow Efficiency

The efficient operation of your veterinary business is dependent on its workflow. A few little errors in that procedure might cause the entire day to be off, costing more money and upsetting clients. Even the most well-intentioned practice owners can have workflow inefficiencies, so if you’re having trouble with it, you’re not alone. Here are some actionable evaluation tips to consider while assessing your current situation and what you can do to fix them before you veer off track.


Begin with Listening

Do you have practice management staff that work out of an office? By implementing embedded days where management work on the clinic floor, you may change that for the following month. Get ready to discover how your staff succeed and fail in their regular job.


Do Your Staff Understand What is Required of Them?

The success of your practice depends on having a precise grasp of each person’s roles, obligations, and expectations. Team members who are unclear about roles and responsibilities are more likely to experience annoying redundancies and expensive bottlenecks.


Is Work Being Done Twice?

Repeated and overlapping jobs are among the most significant detriments to productivity. This issue may be upsetting to both your personnel and your customers. For instance, it will ruin the experience and give the impression that your office is unprofessional if a client needs to repeat the same information to many employees.


Do You Make and Adhere to a Consistent Schedule?

If you don’t have an order, you’ll inevitably be inefficient regarding scheduling. Additionally, crucial duties may fall between the gaps, harming your practice. Make scheduling a top priority to prevent this. List all daily responsibilities in priority order, along with deadlines for completion. The scheduling of patients should be extremely well-organized, ideally with the aid of scheduling software.


Is Communication on Your Team as Effective as it can be?

Without clear, two-way communication, your workflows won’t operate at their peak efficiency. That covers communication among co-workers as well as between management and direct reporting.


Does Your Workforce Suit the Culture of Your Business?

Admitting that some of your staff members could harm your business and prevent you from achieving tremendous success is challenging but necessary. Unhappy team members contribute to low productivity and ineffectiveness, slowing your practice. Be prepared to look your team in the eye and decide whether to collaborate with them or make the required staffing adjustments.


Construct a Workflow Advisory Board

Create a dedicated committee that meets once a month to address issues. You may track bugs through a shared Google Sheet, reviewing one row at a time. Continuous improvement is essential since the workflow is constantly changing.


Resource for Veterinary Workflow Solution

Plexi developed from practical experience in veterinary clinics and believed that a computerized scheduling and workflow solution might enhance productivity, patient care, and financial success. It is assisting in bringing the advantages of the digital era to veterinary practice thanks to its decades of experience creating software for other areas.

Plexi equips your practice staff with the resources required to provide the best possible patient care while instantly improving productivity, scheduling, workflow, billing, and profitability. It centralizes information about patient care, and its traffic light and reminders systems let your whole team know precisely what has to be done for each patient and when from wherever in the office or remotely.

Thanks to Plexi, your team can provide the ideal treatment for your patients and their owners. Plexi lets you become paperless and gets rid of whiteboards. It has never been simpler or more satisfying to monitor a patient’s progress when a customer phones in or to identify impending and past-due treatments.

Any size of veterinary business can benefit significantly from Plexi. It is ideal for multi-site group practices, referral centres, and first-opinion clinics.



You will see a lot of good improvements as your practice continues to adjust to its new workflow environment. The better structure and the opportunity to spend more time with patients and parents will inspire them. We suggest you adopt the practice of constant improvement. This improvement is accomplished by holding routine brief “touch base” sessions to discuss issues and recognize achievements. To learn more about the benefits of your new system and possible areas for development, you might want to be more formal and conduct staff and/or customer surveys.

With a little study and some flexibility, you can remove paper sign-in forms and treatment sheets, save time, and capture costs. Additionally, you may modify many of these tools based on your practice’s particular requirements and pain spots.