Efficiency in veterinary practices has always been about balancing high-quality patient care with the realities of a fast-paced environment. The right tools can make a significant difference, and one of the biggest factors I look at when evaluating software is whether or not it integrates with your practice management system (PMS).

One of the most common questions I get from veterinary teams is:
“How do we know if a tool is worth investing in, and does it really need to integrate?”

My answer? Integration isn’t always necessary—but when it’s available and the tool is comparable to a non-integrated alternative, I always recommend going with integration.

At Tapir, when we help practices improve efficiency, one of the first things we do is look at where teams are losing time. It’s almost always in manual, repetitive tasks—entering notes, copying and pasting data, tracking down emails, or searching for information that should already be available. That’s why, whenever possible, we recommend leveraging tools that integrate with your PMS to create smoother workflows.

The Power of Integration: When It Matters Most

When a tool integrates with your PMS, it means that data flows automatically instead of requiring manual input. This can save an incredible amount of time and reduce errors.

One of the most frequent questions I get during my lectures is:
“What are the best integrations to prioritize? We can’t integrate everything, so where should we start?”

Here’s where integration makes the biggest impact:

1. AI Scribes That Write Directly into Your Medical Records

I’ve talked a lot about AI scribes in my lectures because they are a game-changer for veterinary efficiency. But where they really shine is when they integrate directly into your electronic medical records (EMR).

Think about it:

🚀 Instead of recording the visit, reviewing the transcript, and then copying and pasting everything into the patient file, an integrated AI scribe can automatically generate and insert the note into the correct fields in your PMS.
🚀 This saves time, eliminates the risk of missing important details, and reduces mental fatigue for veterinarians who are already juggling a packed schedule.

If an AI scribe can sync directly with your records, it’s going to be significantly more efficient than one that requires extra steps.

2. Form Responses That Write Directly Into the PMS

At Tapir, we always ask, “How much time is your team spending on data entry?”

Most practices don’t realize how much inefficiency comes from manually entering client forms. If you’re waiting for a client to fill out a pre-visit questionnaire, then searching through emails or PDFs to upload it to the patient record, that’s a huge waste of time.

When evaluating digital forms, look for ones that:

✅ Write responses directly into the PMS instead of sending an email that has to be manually entered
✅ Automatically populate relevant medical notes for a more streamlined workflow
✅ Are mobile-friendly so clients can fill them out before the appointment

This is something practice managers often ask me about, because they know their teams are overwhelmed with paperwork. Integrating your digital forms removes that extra step and keeps everything organized in one place.

3. Two-Way Communication Tools That Sync with Patient Records

During my lectures, one of the biggest frustrations I hear from veterinary teams is:
“We text and email clients all the time, but it’s exhausting to manually document everything. Is there an easier way?”

Yes! Two-way texting and email platforms that integrate with your PMS are the solution.

Instead of: A client texting with a CSR, and then the team having to copy the conversation into the medical record…

An integrated system:

✅ Syncs the conversation automatically to the patient’s file
✅ Ensures everyone on the team can see previous interactions without searching through emails
✅ Saves time and frustration by keeping all communication in one place

If you’re already using a client communication platform, check if integration is an option—you might be missing out on a huge efficiency boost. P.S. Not every text needs to be logged in the PMS, typically only medically revelant ones do (another story, for another day).

4. Online Pharmacies That Sync with Your PMS

This is one of the most common areas where I see inefficiency in veterinary practices.

If you’re manually searching for patient information, entering it into a separate system, or retyping medication details, you’re wasting valuable time and increasing the risk of errors.

With an integrated online pharmacy, you can:

🔹 Search for the patient’s name without manually entering data
🔹 Prescribe medication with pre-filled details instead of typing everything out
🔹 Track refill history in one place, so your team isn’t jumping between systems

At Tapir, when we help veterinary teams optimize workflows, online pharmacy integration is often one of the biggest efficiency wins. It reduces frustration for both staff and pet owners, leading to better compliance and smoother operations.

When Integration Isn’t Necessary (or Worth the Cost)

One of the biggest misconceptions I hear in my lectures is:
“If a tool doesn’t integrate, is it even worth using?”

My answer? Absolutely—but with the right mindset.

While integration is powerful, some of the best technology out there doesn’t integrate yet because integration is expensive. Some of the most innovative startups in veterinary technology simply don’t have the resources to build integrations right away—but that doesn’t mean their tools aren’t valuable.

At Tapir, when we evaluate new technology, we always ask:

📌 Does this tool actually save time, even without integration?
📌 Is it improving efficiency in a way that justifies an extra step?
📌 Are there comparable tools that DO integrate? If so, is the integration worth the cost?

For example, if an AI scribe doesn’t integrate but still drastically reduces documentation time, it’s still a win. However, if another scribe offers comparable functionality AND integrates, I’ll always recommend the integrated version.

Choosing the Right Tools for Your Practice

The goal of any veterinary practice should be to work smarter, not harder. At Tapir, we help practices evaluate and implement the best technology to maximize efficiency.

🚀 Tools that integrate with your PMS can:

✅ Save time by reducing manual data entry
✅ Improve accuracy by automatically syncing records
✅ Enhance client experience by streamlining communication and care

🚀 But even non-integrated tools can be valuable if they solve a real problem and improve efficiency in meaningful ways.

When your technology is working for you (not against you), your team can focus on what matters most—caring for patients and serving clients.