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The Covetrus 2023 Veterinary Industry Trends survey confirmed that becoming more sustainable and paperless was a top priority for many practices. However, the aspiration to ‘go paperless’ involves a lot more than simply reducing your printing.
Instead, it entails the complete digitisation of patient records, appointments, communication, and administrative processes.
While the thought of switching from a paper-based workflow can be daunting, there are many benefits to transitioning to a digitally connected vet practice.
These include:
Technology is the key that unlocks all these benefits and sets a practice up for future success.
Many veterinary practices still rely heavily on paper for record-keeping, appointment scheduling, and communication. However, going paperless in a vet practice means transitioning to digital solutions for all these tasks.
This involves the use of software and technology to store patient records electronically, schedule appointments online, and use communication tools like email and messaging apps.
There are, however, some common concerns and misconceptions about going paperless in a vet practice.
These include the fear of losing data, incurring security breaches, or overloading staff with excessive change. However, with proper technology support and training, these concerns are mitigated.
Making the switch to a paperless veterinary practice offers several benefits. It helps reduce your environmental impact and cut costs by eliminating the need for paper, printing, and physical storage.
It also improves efficiencies by streamlining the processes in your practice and creating quicker access to patient records and information.
One of the biggest reasons for veterinary practices to consider a switch to a paperless environment is the big reduction in their carbon footprint.
Traditional paper-based practices consume large amounts of resources, including in the production of paper and ink and the energy used in printing and transporting documents.
Aside from the production costs, the NSW Environmental Protection Authority (EPA) estimates that a typical office waste bin contains 76% paper, 12% food waste, and 6% glass and plastic – most of which ends up in landfills.
Digital record-keeping, on the other hand, can help your clinic minimise its environmental impact and lift your vet practice sustainability.
A move to a paperless veterinary practice transforms a clinic’s day-to-day operations, which leads to increased efficiency and organisation.
Digital records are accessible instantly, which provides faster access to information and enables veterinary staff to quickly retrieve patient data, history, and test results during appointments.
A digital workflow is also more streamlined, as electronic health records and practice management systems (PMS) create better coordination among staff and result in smoother operations.
The risk of misplacing or losing patient files can be virtually eliminated with digital records, which ensures that critical information is always at hand.
The adoption of cloud-based PMS is a game-changer for veterinary practices.
These systems offer real-time accessibility to patient records, which makes it easier for veterinarians and pet parents to stay connected with their pets’ healthcare.
A cloud-based PMS, in particular, gives veterinarians access to patient records from anywhere there is an internet connection. This ensures that crucial patient information is never out of reach.
A PMS also lets multiple team members collaborate on a single patient’s file at the same time, which enhances communication and decision-making.
Going paperless can offer significant cost savings for veterinary practices, which can be reallocated to improve patient care and expand services. This is realised through reduced stationery costs by eliminating paper, printer maintenance, and ink purchases.
Paperless practices can repurpose their physical storage areas too. Areas that were previously allocated to filing cabinets and stationery cupboards, for example, can be freed up for other more valuable purposes.
Together, streamlined processes and reduced paper-related expenses can help reduce a practice’s overall operational costs.
In fast-paced veterinary clinics, instant access to patient information is critical.
Digital patient records are the cornerstone of efficient and accurate healthcare delivery, as they give a comprehensive history of a pet’s health, including medical records, diagnostic reports, and treatment plans.
With just a few clicks, veterinary staff can access this vital information and make well-informed decisions for better patient care.
This digitisation of patient records is made possible through a PMS, which acts as the central hub for all clinic operations. It seamlessly integrates patient records, appointment scheduling, billing, and more.
A PMS streamlines administrative tasks and ensures that patient records are organised, easily accessible, and secure.
Transitioning to a paperless practice doesn’t mean you have to abandon your existing paper records. Scanners are essential tools that convert physical documents into digital formats for future use.
All that’s required is for paper documents like medical charts, invoices, and consent forms to be scanned and stored electronically within your PMS – ready for instant retrieval.
Cloud-based storage gives easy access to digital documents from any device with an internet connection, which promotes flexibility and mobility for all veterinary staff.
Leading cloud services incorporate robust security measures and automated backups too, which ensures the safety and integrity of sensitive patient and customer data.
Traditional appointment books are becoming relics of the past as digital scheduling tools take centre stage.
Integrated into a PMS, these tools offer real-time scheduling, which reduces scheduling conflicts and improves the accuracy of appointments. They also help veterinary practices optimise their appointment slots, which results in a more efficient use of staff time.
Electronic reminders are another big plus for both veterinary clinics and pet parents. For example, they help reduce no-shows by sending automated reminders for appointments, vaccinations, and follow-up visits.
Take, for instance, the case study of Woofy’s on Kuhls, a forward-thinking veterinary clinic in Highfields, near Toowoomba, that leverages digital reminders to help them maintain their existing client base and attract new clients.
Effective communication within a practice’s veterinary team is essential for providing the best possible patient care.
Digital communication methods, like messages in Covetrus Ascend, enable team members to collaborate seamlessly. They can discuss cases, share updates, and exchange information in real-time, which directly improves coordination and patient care.
However, going paperless doesn’t only streamline internal communication – it also reduces the reliance on traditional paper-based methods.
With digital communication, there’s no need any longer for physical mail, which is less environmentally friendly and is slower than electronic communication.
The success of transitioning to a paperless veterinary practice relies heavily on staff preparedness. Comprehensive training is essential to ensure that everyone on your team can use the new digital tools and workflows effectively.
Some of the key aspects are:
To facilitate a smooth transition, it’s also important your staff are given comprehensive resources and tips to help them in their day-to-day activities.
These could include:
Transitioning an entire veterinary practice to a paperless model can be daunting.
To mitigate potential challenges and ensure a smooth transition to a new PMS, consider starting with a pilot, following these steps:
Gradual adoption helps you and your team to pinpoint challenges and bottlenecks that may arise during the transition to a paperless practice.
It will help make sure that staff members become comfortable with the new system at their own pace, which will reduce the potential for errors and disruptions.
When you’re going paperless in your practice, it’s critical to safeguard patient and client data. Veterinary practices should take the following measures:
While transitioning to a paperless veterinary practice brings numerous advantages, it’s important to acknowledge that some team members may be resistant to change.
1. Clear communication: Open and transparent communication is key. Clearly explain the reasons for the change and emphasise the benefits to your staff and patients.
Ensure that everyone understands the vision and goals of the paperless transition.
2. Involvement and input: Involve staff in the decision-making process as much as possible.
Encourage them to share their concerns and ideas and make them feel like active participants in the transition.
3. Training and support: Provide comprehensive training and ongoing support, including drawing on resources from your technology partner.
Ensure that staff members are confident in using the new digital tools and address any questions or concerns right away to reduce potential stress and anxiety.
4. Small wins: Acknowledge and celebrate small successes along your practice’s paperless journey.
Recognise achievements, no matter how small, to boost your team’s morale and motivation.
5. Change champions: Change champions within your practice can become superusers and inspire and motivate their colleagues.
They can serve as role models for embracing your new paperless workflow.
Technical challenges can arise during the transition to a paperless veterinary practice. Here are some common issues and how to resolve them:
As veterinary practices increasingly embrace paperless solutions, it’s essential to recognise the broader environmental impact and the opportunity to promote vet practice sustainability.
Here are five ways a paperless practice can contribute to environmental responsibility and additional sustainable practices:
1. Reduced carbon footprint: Going paperless significantly reduces a practice’s carbon footprint by minimising the use of paper, ink, and energy. This reduced consumption of resources is a big step towards environmental responsibility.
2. Energy efficiency: To further decrease your practice’s environmental impact, consider implementing energy-efficient steps within your clinic.
For example, invest in energy-efficient appliances and lighting, use natural lighting when possible, and implement smart temperature control systems to reduce energy consumption.
3. Waste reduction: Beyond paper, veterinary practices can take additional steps to reduce their waste output.
For example, choose eco-friendly packaging for medications and products, recycle whenever possible, and implement a waste reduction strategy.
4. Promote sustainable products: Choose sustainable and eco-friendly products when you buy your veterinary supplies. Choose suppliers and manufacturers that prioritise environmentally responsible practices.
5. Educate staff and clients: Raise awareness among your staff and clients about your practice’s commitment to sustainability.
Educate them about the environmental benefits of going paperless and encourage responsible waste disposal.
By embracing a transition to paperless, veterinary practice owners, veterinarians, practice managers, and vet nurses can adopt more sustainable practices within their clinics.
This will enhance the quality of care they provide to their patients and contribute to a more sustainable and efficient future for the veterinary profession and the planet.
Paperless veterinary practice management software has emerged as a game-changer in the veterinary industry, and it offers many significant benefits to practice owners and managers who are looking for solutions to the challenges they are facing.
This post first appeared on the Covetrus Blog: Going paperless in your veterinary practice: A sustainable approach for the future
Josh Littler is the Asia Pacific Marketing Manager at Covetrus Technology Solutions. He has been in the veterinary industry for nearly four years and is driven by providing value to the industry in the form of podcasts, articles, webinars, videos and industry reports. He has a deep empathy for the challenges that the industry is facing and aims to support veterinary professionals through education. Feel free to get in touch with Josh if you’d like to contribute to Covetrus’ articles.
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