Integrating the use of practice management software and electronic health record systems can provide a means to enable a veterinary clinic to more efficiently manage the requirements of day-to-day operations.

Practice Management Software (PMS)

Used mainly within small to medium-sized offices, PMS software is available for use as:

• Desktop-only
  • Used on one computer
  • Used by sharing access
• Client-server
  • Allows multiple users
  • Requires specific dedicated server equipment for software use
  • Individual workstations have ability to access server
  • Cost of running a server can be high
• 
  • Decreases need for a dedicated server
  • Can be considered a security risk as it removes patient data from business premises

PMS can be used within a veterinary clinic to complete administrative and financial tasks such as:

• Patient tracking
• Scheduling appointments
• Registering patients
• Billing and payment services
  • Insurance
  • Patient statements
• Processing and submitting insurance claims
  • Patient coordination
  • Third party payments
• Generating reports
• Tracking inventory and purchase needs

Electronic Medical Records Systems (EMR)

EMR offers the digital format ability to electronically collect and store patient health data. Access to EMR information is provided through shared network connected systems operated through the local network or through cloud software maintenance and data storage. Reading and writing information for an EMR is also possible through handwriting-capable tablets and smartphones.
EMRs may include access to patient data such as:

• Demographics
• Medical history
• Medication
• Allergies
• Immunizations
• Laboratory test results
• Radiology images
• Clinical signs
• Physical information
• Client billing information

Implementation of Systems
Incorporating the systems into a business cannot be completed overnight. For instance, it takes time to:

• Research in order to determine the systems that are right for the business
• Determine if the existing programs are compatible for use with new systems
• Train staff to use the software correctly
• Consolidate the office and patient data and information gathered before the new systems are implemented
• Convert current patient records into digital data that is compatible with the system

Fortunately, outside sources are available to help with setting up the system and training the staff to make the transition easier.

Benefits
Clinics utilizing electronic PMS and EMR systems see benefits that include:

 

• Cutting down or eliminating the redundant paperwork from daily operations
• Reduction in medical errors caused by poor penmanship on paper records
• Provides standardized:
  • Forms
  • Terminology
  • Data input
  • Abbreviations
• Reduces time spent on record management
• Provides medical information in the clinic at the touch of a button
• Enables access of records:
  • Between veterinary offices
  • When away from the office or outside of hours of operation
• Facilitates data collection and improves report generation
  • Provides statistical information
  • Improves management
  • Enables communicable disease surveillance
• Increases ability to update patient information
• Provides ability to track prescription use and result information
• Improves billing methods
• Improves client communication
• Allows veterinarians more time to devote to practicing medicine by reducing time previously spent recording patient information

Integrating software systems that provide support for administrative, financial, and clinical matters can directly benefit a veterinary clinic by improving office efficiency and client communications.

For additional office management tips, please contact your Covetrus representative at 855.724.3461.

Sources:

https://www.healthit.gov/providers-professionals

https://expansionadvance.com/resources/veterinarian.html

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