By Jessica Marshall, Training and Implementation Manager at VetIT.
Part three in our series of blog posts exploring why embracing a new practice management system (PMS) is not only a lot easier than you think but can also be highly beneficial for your practice.
Are you hesitant about upgrading your practice management system? Perhaps you’re concerned about the complexity of transferring all your data, the hassle of getting your team trained on the software or maybe the issue comes down to the potential disruptions to your clinical work.
Top tips to overcome the challenges of the transition period
#1 Effective communication with your team
Start by holding regular meetings to discuss the upcoming changes and encourage open dialogue where team members can voice concerns and ask questions. Share a detailed timeline of the transition process, including key dates for data migration, training sessions, and the go-live date.
Providing clear and consistent updates will help alleviate anxiety and ensure everyone is on the same page. Consider appointing a transition coordinator within your team to act as a liaison between your team and your new software provider.
#2 Careful planning
Careful planning is the backbone of a smooth transition and will hopefully help relieve some of the unknown stresses that crop up on the implementation day. Work with your new software provider to develop a detailed migration plan that outlines each step of the process, from data extraction to final verification. This plan should also include a contingency strategy to address any potential issues that may arise. Additionally, allocate time for extensive training tailored to different roles within your practice, to ensure the whole team is comfortable with the new system before the go-live date.
#3 Clear communication with your new and old software providers
Maintaining clear communication with both your new and old software providers is essential for a seamless transition, it will help prevent misunderstandings and ensure that both providers are aligned with your transition goals.
It’s crucial to make sure your old software provider is aware of the transition timeline and understands the deadlines for final data extraction. Similarly, ensure that you schedule regular check-ins with your new software provider to discuss progress, address concerns, and make adjustments as needed.
#4 Make the most of the ongoing support offered by your new software provider
Ongoing support from your new software provider is invaluable during the transition period and beyond. It can address any teething problems; help identify areas where additional training might be needed and provide opportunities to explore advanced features that can further enhance your practice’s efficiency and patient care.
Ensure your team knows where to find those all-important support resources and how to access them. Whether that’s asking questions via phone or email, or accessing online support guides, tips and videos.
Switching your veterinary PMS might seem daunting, but with careful planning, effective training, and ongoing support, the transition can be smooth and highly beneficial. Embrace the change and discover the many advantages a new PMS can bring to your practice and your patients!
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If you’d like to talk to one of VetIT’s Technology Consultants about how our tech can help your practice, please click here to book a demo.
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What’s next? Find out more in our blog post series:
Why switching your PMS is worth it! (Part one) – Dispelling the myths
Why switching your PMS is worth it! (Part three) – Top tips to overcome the challenges of the transition period
The article was originally posted in The Cube magazine, June 2024 issue. Click here to read the magazine.
