By Jack Peploe, CEO of Veterinary IT Services
Some days, it feels like everything is working against you – an overbooked schedule, sluggish computers, a Wi-Fi outage, and, as if on cue, a determined cat scaling the walls of patient room one.
Now, imagine this: a bustling veterinary practice where staff and technology work seamlessly together. No delays, no hiccups- just smooth operations delivering exceptional care to patients. Your team working without frustration, focused entirely on what they do best: caring for animals. This isn’t just a dream, but a reality within reach when you build the right technological foundation.
Technology plays a pivotal role in the success of modern veterinary practices. Beyond delivering exceptional patient care, it supports efficiency and profitability- a necessity in today’s competitive environment. However, the vast array of options can feel overwhelming. Where should you begin, and how do you ensure your choices create a cohesive, effective system?
The answer lies in building a strong technological foundation. By focusing on the fundamentals, you’ll create a base capable of supporting advanced tools and future growth while minimising inefficiencies and stress. Let’s explore how to establish that foundation for your practice.
To Cloud, or Not to Cloud?
Ever struggled to choose between cloud systems and on-site servers? You’re not alone. Each option comes with distinct advantages and challenges, making it crucial to align your choice with your practice’s needs and goals
Cloud solutions often appeal to practices seeking lower upfront costs, seamless scalability, and remote access. With no need for physical server maintenance, the subscription model simplifies budgeting while enabling teams to work from anywhere – an advantage for multi-location practices and remote staff.
On-site servers, however, remain valuable for practices prioritising direct control over security, data management, and system customisation. While they require higher initial investment and ongoing maintenance, they can offer long-term cost efficiency for those with the IT expertise to manage them effectively.
When weighing your options, consider not just the financial impact but also security needs, disaster recovery strategies, and energy consumption. Both solutions can be robust, but choosing the right fit will ensure your practice operates smoothly and securely.
REMEMBER!
Reliable backups are essential for the continuity of any veterinary practice, especially as the industry becomes increasingly reliant on cloud-based systems. Follow the “321 Rule” for backups: three copies of your data, stored on two different media types, with one offsite copy, and always test your backups to ensure they work. Remember, cloud storage isn’t inherently safe – cyber-attacks, accidental deletion, and data corruption are still risks. Implementing cloud-to-cloud backups adds an extra layer of protection, ensuring your data remains safe and recoverable.
The backbone of your practice: Internet connectivity
Without a stable, high-speed internet connection, even the best technology can falter. Whether it’s practice management software, diagnostic tools, or telemedicine platforms, reliable connectivity ensures seamless operation.
Imagine your team trying to access a patient’s medical records, only to face a frozen screen or sluggish loading times. Frustrating, isn’t it? Such scenarios irritate staff, disappoint clients, and can even impact patient care. That’s why investing in a robust internet connection is non-negotiable.
To safeguard against the unexpected, plan for outages. A backup solution, such as a mobile hotspot or secondary provider, will keep your practice running smoothly in case of disruptions. This small investment can prevent significant headaches.
Streamlining operations with the right systems
What if your technology could eliminate repetitive tasks, improve accuracy, and save time? A well-chosen set of systems can transform your day-to-day operations, freeing up your team to focus on what matters most: patient care.
- Practice Management System (PMS): Your PMS should act as the central hub of your operations, streamlining everything from scheduling and client communication to invoicing and inventory management. Look for one that integrates seamlessly with diagnostic tools, communication platforms, and other technologies your practice uses.
- Diagnostic Equipment: Choose tools that not only support your clinical goals but also integrate with your PMS. This eliminates duplicated work and ensures accurate, efficient data management.
- Communication Tools: Platforms like text messaging systems and online booking portals enhance client satisfaction by making interactions straightforward and timely.
Find out more about PMS…
State of the PMS, version 2
A guide to practice management systems.
Explore a spectrum of viewpoints on innovations and challenges from experts across the veterinary profession, to stay ahead of the curve in the dynamic PMS field.
Empower your team with reliable hardware
No matter how cutting-edge your software is, it won’t perform well without the right hardware to support it.
Choose equipment that can handle the demands of a busy practice:
- Robust computers with adequate processing power.
- Reliable mobile devices for on-the-go tasks.
- Energy-efficient servers to manage your data securely.
Don’t forget to prioritise devices with long warranties and strong customer support and ensure you have reliable support in place. When something goes wrong- as it inevitably will- you’ll have peace of mind knowing help is readily available.
Protecting your data with robust backup systems
What would happen if you lost all your patient records tomorrow? From medical histories to financial details, data is the lifeblood of your practice and losing it could have devastating consequences. That’s why a comprehensive backup strategy is essential.
Cloud-based backups are popular for their convenience and security. Automating the process ensures that critical data is always up to date and protected. But a backup is only part of the solution. A disaster recovery plan that includes clear steps for restoring systems and accessing data quickly will help your practice bounce back from unexpected crises, such as cyberattacks or hardware failures.
Security: Safeguarding patient and practice data
There has been a 75% increase in cyberattacks over the past year. With this significant increase, securing your practice’s data has never been more important. From ransomware to phishing schemes, the threats are real- but so are the solutions.
Start with the basics:
- Implement two-factor authentication, strong firewalls, and antivirus software.
- Train your team regularly on cybersecurity best practices to minimise human error.
- Ensure compliance with local regulations, such as GDPR in the UK, to protect your clients and shield your practice from costly penalties.
Preparing for the future: Scalability and upgrades
Technology evolves rapidly, and so should your systems. Scalability ensures your infrastructure can grow alongside your practice. Cloud-based solutions often excel in this area, allowing you to add users or features without significant hardware investments.
Regular updates to software and equipment are just as important. Updates introduce new features, enhance security, and improve efficiency. A proactive approach to maintenance and upgrades will keep your practice ahead of the curve.
Conclusion: Bringing it all together
Building a modern veterinary practice requires more than adopting the latest gadgets. It’s about creating a technological foundation that supports your team, enhances patient care, and positions your business for long-term success.
Take the time to evaluate your current systems, identify gaps, and invest in solutions that align with your goals. Consulting with IT experts who understand the unique needs of veterinary practices can provide valuable insights and guidance.
Remember, technology isn’t a one-size-fits-all solution. By focusing on the fundamentals and remaining adaptable, your practice will be well-prepared to fetch the future and thrive in a rapidly changing landscape.
Ready to take the first step? Assess your practice’s IT setup today and discover where small changes could make a big impact.
The UK’s most trusted veterinary IT experts. Delivering professional, specialised support for 20+ years.
Hear all things veterinary, in the Modern Veterinary Practice Podcast:
You can catch Jack and other industry leaders, including NVS’s own Nick Tait and the VetIT team at the BSAVA Congress’ Practice Efficiency stream this March!
More about the author:
Jack Peploe, Veterinary IT Expert and CEO of Veterinary IT Services
Jack is a Veterinary IT Expert, Certified Ethical Hacker and CEO of Veterinary IT Services, he has worked alongside the veterinary sector since he set up his first business at age 16. He has made it his mission to help veterinary clinics across the UK utilise their technology so that they can function in a secure, professional and efficient manner, leaving vets to focus on patient care. He is passionate about ensuring he has created something that outlives him and supports other businesses to be efficient and profitable. Jack is an animal lover, describing his labrador Puffin as the apple of his eye.
The article was originally posted in The Cube magazine, February 2025 issue. Click here to read the magazine.
