Often, people don’t realize how most veterinary offices have changed over time. Formerly, the organization relied on mountains of paper–from phone books and customer records on folders to endless faxes and printed contact lists. These are all utilized to keep track of appointments and customer information.
Through technology, animal hospitals are continuously improving their workflow. Utilizing technology at every stage of the pet owners’ visit has an impact on the vet’s service. While veterinarians still need to keep records, they can now track them differently than they did in the past. This can be done by designing a good organizational workflow.
The workflow process explains how the care team should accomplish a goal. With excellent workflows, these goals can be met more quickly, resulting in better quality as well as safer and more consistent care.
- My best patient. Cheerful middle aged male vet in work uniform holding a pug and smiling while standing at veterinary clinic. Pet care concept. Medicine concept. Animal hospital
Listed below are some examples of clinic workflow and some emerging veterinary technologies that can be implemented, too:
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Imply Convenient Communications
A fundamental principle of effective communication is communication as a whole. It’s imperative to be able to talk about internal strategies and plans within the vet clinic, as well as talk to clients about their pet concerns. Unlike before, there are now advanced technological platforms, like Televet Flow, that allow smoother interactions through chats, phone calls, and video calls, resulting in a more accurate flow of understanding, not only internally but between the vet clinic and their clients, too.
Some electronic device in practice offers access to health status, needs, and other information. Staff and attendants can refer to this information to effectively communicate with the clients. Also, technology makes it possible for a technician to be alerted about the prescription order, and then prepare the medication for pick up when the doctor fills out a prescription during the exam. As a result, staff members will save a lot of time and enjoy a more relaxed and efficient office environment.
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Execute Efficient High-Density Scheduling
Another effective workflow strategy is to utilize high-density scheduling, particularly for examination procedures.
Here’s how this kind of scheduling works:
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Each doctor will manage two exam rooms in conjunction with technicians. The clinic staff will schedule patients by doctor.
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During the first shift, the first appointment is scheduled for the first room. Ten minutes after the first room opens, the second one begins.
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Vet technicians can use this zigzag pattern to get each client into a room on time and stagger when the doctor will enter.
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When scheduling exams, receptionists should avoid scheduling more than one 10-minute slot at each beginning and end of each appointment.
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Occasionally, there might be a gap between exams since the doctor can’t be in two places at once.
Essentially, in high-density scheduling, exam rooms are scheduled rather than doctors. As a result of the implementation of high-density scheduling, there will be improved efficiency for veterinary clinics and revenue may increase if there are sustainable resources to implement it, such as enough exam rooms and highly trained staff members.
A veterinarian should be able to attend to two exam rooms for optimal efficiency. They can see four times as many patients per hour – simultaneous appointments in multiple exam rooms – than the average office. Hence, scheduling is a critical aspect to get rid of long queues and waiting times. Thus, as a result of having this organized workflow, the vet clinic can attend to more animals in need.
- I am your friend. Hand of a veterinarian in a protective glove holding a paw of his patient during while working at veterinary clinic. Pet care concept. Medicine concept. Animal hospital
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Diversify Ways To Reach Out To Clients
Creating a strong online presence is vital to run a successful vet clinic. Having your own social media page and website will allow your existing and prospective clients to learn more about your team and your services. Therefore, ensure that your website contains testimonials and satisfied customer reviews to attract new clients.
You can optimize communication time spent updating and maintaining by utilizing one piece of information across multiple channels; link everything together so one post can be generated and posted to your website and several social networks.
Besides your website and client portal, you can provide clients with apps, phone numbers, and email reminders. Client contact is made simple, practical, and routine with a practice information management system (PIMS).
You need to note that your best clients are more likely to contact you by email or through your app when they’re both available to them. As a result, you can manage your time more efficiently and build stronger relationships with your clients.
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Utilize Template-Based Systems
With a template-based approach, you can achieve the necessary level of thoroughness for any health care practice. As a result, crucial steps in the treatment process are less likely to be overlooked.
Your template choice will depend on the patients that you serve and the functionality of your office. Hence, choose a solution that’s based on a flexible template, which resembles clinical charts. This makes it easier for doctors and their teams to communicate and enter patient data.
Like those seen in patients care charts, the templates are designed like separate files, including:
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Messages reminding you of appointments
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Images and other results of tests
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Documentation of vaccinations
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Information about billing
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Conditions and diagnoses
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Notes
Different charting needs can be met with customizable templates.
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Go Paperless
EMRs (electronic medical records) for veterinary practices are now implemented in many vet clinics. In the American Veterinary Medical Association Journal, EMR has been researched and proven to be highly valuable. For instance, veterinarians of all sizes use it for a variety of purposes. Billing, treatment, surgical documentation, automated reminders, and health status can all be included depending on individual practice needs.
With EMRs and electronic health information exchange, you can provide animals with higher-quality care and make improvements to your organization at the same time. Health information systems facilitate better patient care by:
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Providing accurate, complete, and up-to-date information about patients.
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A faster, more coordinated means of accessing patient records.
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Securely sharing patient and clinician electronic health information.
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Improve the diagnosis and care of patients by reducing medical errors.
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Clearer communication between patients and the vet clinic, thereby improving the patient experience.
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Increasing the safety and reliability of prescriptions.
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Promotion of accurate coding and billing using legible, complete documentation.
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Reduced costs due to less paperwork and safer workplaces.
Conclusion
Veterinary technology is experiencing several positive changes. The industry has placed high priorities on client partnership-based communication, efficient scheduling, diversified ways to reach clients, and paperless and template-based systems to ensure optimal workflow. Ultimately, by applying the ways mentioned above, a vet clinic can sustain efficient services to more pets, which will increase customer satisfaction, thereby increasing revenues for the business.
