As someone who works closely with veterinary teams, I’ve had the opportunity to see what helps practices run smoothly—and where inefficiencies creep in. So often, it’s not a lack of effort or good intentions but rather a matter of outdated workflows, underutilized tools, or systems that don’t talk to each other. The good news? Small adjustments can lead to big gains in efficiency.
If you’re looking for ways to streamline your practice while maintaining high-quality care, here are three areas that make a measurable impact:
1. AI-Powered Scribes: Freeing Up Your Focus
The sheer volume of documentation in veterinary medicine can slow everything down. Between writing SOAP notes, summarizing exams, and ensuring accurate medical records, veterinarians often spend as much time in front of a screen as they do with patients. This is where AI-powered scribes come in.
These tools listen as veterinarians conduct exams, extracting relevant details and generating structured SOAP notes in real time. The result? Less time typing, fewer missed details, and more face-to-face interaction with pet owners. Plus, AI scribes help standardize records, ensuring consistency in documentation. The key to maximizing this tool is to make sure it integrates well with your practice workflow and to take the time to refine how your team uses it.
2. Digitized Health Questionnaires: Gathering Information Before the Visit
How often do appointments get bogged down by pet owners trying to remember key details or filling out paperwork while your team waits? One simple change—sending digital health questionnaires ahead of time—can transform the flow of your appointments.
By having clients complete forms before they walk through the door, your team can review medical histories, concerns, and medication updates in advance. This allows for more efficient triaging, faster intake, and more meaningful discussions during the visit. It also reduces the chances of missing critical details, since pet owners can complete the form at their convenience rather than feeling rushed in the waiting room.
If you’re not already doing this, take a look at what forms your practice currently collects and how you could transition them to digital submissions.
3. Team Training: The Overlooked Key to Efficiency
Here’s a mistake I see all the time: A practice invests in great tools—whether it’s a practice management system, client communication platform, or digital scheduling system—but over time, the team falls into habits of using it inefficiently.
One of the best ways to keep your workflows smooth is to set up a structured team training every 6-12 months. This isn’t about formal lectures; it’s about hands-on, practical sessions where you:
✅ Review shortcuts and workflow tips that save time.
✅ Go over new features and updates that your team may not be aware of.
✅ Troubleshoot pain points—sometimes inefficiencies come from small barriers that can be easily fixed.
✅ Get input from your team—what’s working? What’s frustrating?
In almost every practice I’ve worked with, I’ve seen significant time savings simply by helping teams better understand how to use their existing tools. Your practice management system, client messaging platform, or payment system may already have features that could make things easier—you just need to unlock them.
Efficiency Isn’t About Working Harder—It’s About Working Smarter
Every veterinary team is stretched thin. But before looking for new solutions, start by evaluating what’s already in place. Are you maximizing the tools at your disposal? Are your workflows designed to save time instead of adding steps? A few small shifts—embracing AI scribes, using digital health questionnaires, and prioritizing regular team training—can make a meaningful impact on both efficiency and the client experience.
What’s one workflow improvement you’ve implemented in your practice that made a big difference? I’d love to hear your thoughts.
