View from the Board: Considerations for choosing veterinary practice management software

Veterinary practices require specialized management tools to streamline operations, improve service delivery, and enhance client satisfaction. As veterinary medicine becomes more advanced, veterinary practice management software (VPMS) has become an essential tool for managing administrative tasks such as patient records, billing, inventory management, and communication.

However, with the wide variety of options available, choosing the right software for a veterinary practice can be a daunting task. This article explores the key factors to consider when choosing a veterinary practice management system and compares the pros and cons of some of the top-rated solutions available today: Vetport, EzyVet, Covetrus Impromed, Shepherd, Instinct, Covetrus Pulse, Digital, IDEXX Neo, and IDEXX Cornerstone.

(Disclaimer: This article is strictly opinion and AAHA does not officially endorse any particular brand of VPMS)

Key factors to consider when choosing veterinary practice management software

When evaluating veterinary practice management software, several factors should be considered to ensure that the software is  compatible with the practice’s specific needs. The following are the key factors to consider and evaluate:

1. Ease of use: A user-friendly interface is crucial for ensuring smooth operation within a busy veterinary The software should be intuitive and easy to navigate, reducing the time spent on training and minimizing the risk of operational errors.
2. Customization and flexibility: Each veterinary practice has unique needs depending on its size, type (e.g., small animal, large animal, or mixed practice), and scope of services. A good veterinary software system should offer customizable features that can be tailored to fit the practice’s specific workflows.
3. Integration with other systems: Veterinary practices often use a variety of tools, such as laboratory systems, digital radiography systems, or inventory management tools. The ability to integrate with these external systems is essential for improving efficiency and avoiding the need for duplicate data entry.
4. Mobile accessibility: As many veterinary practices involve fieldwork or multiple locations, mobile accessibility is a key Cloud-based systems with mobile compatibility can give staff the flexibility to access patient records and manage tasks on the go.
5. Customer support: Robust customer support is essential in ensuring smooth software operation and troubleshooting any issues that Practices should consider the level of customer support provided by the software provider, including the availability of phone support, training resources, and user communities.
6. Pricing structure: The cost of the software should be considered in relation to the features it offers and the size of the veterinary practice. Some systems charge a flat monthly fee, while others may have usage-based pricing or initial setup fees. It is essential to compare pricing options to find a system that provides good value for the practice’s needs.

Comparison of top veterinary practice management software

Vetport

Pros:
Cloud-Based: Vetport is a cloud-based system, offering flexibility and remote access from any device with an internet connection.
Customizable: The software allows for significant customization, including tailored templates and workflows to match the specific needs of a practice.
Easy Integration: Vetport integrates well with third-party systems, such as laboratory equipment and diagnostic Affordable: It offers competitive pricing and is ideal for smaller practices or those with limited budgets.
Potential Cons:
Limited Features for Larger Practices: While Vetport is a great option for smaller practices, it may lack some advanced features required by larger, multi-location operations.
Interface Can Be Clunky: Some users report that the interface can be unintuitive, leading to a steeper learning curve for staff.

EzyVet

Pros:
Comprehensive Feature Set: EzyVet offers a robust set of features, including patient records management, inventory control, billing, and reporting.
Customizable: Invoices and Reports: EzyVet allows for customized invoices and reporting, providing greater flexibility for practice.
Great Customer Support: EzyVet is known for its strong customer support, offering online training and responsive technical assistance.
Potential Cons:
Cost: EzyVet is one of the more expensive options on the market, making it less appealing for smaller practices. Complexity: Due to its broad feature set, some users find the system overwhelming and difficult to learn, requiring extensive training.

Covetrus Impromed

Pros:
Integrated E-commerce: Covetrus Impromed integrates with Covetrus’s e-commerce platform, allowing practices to easily sell products online and manage inventory.
Comprehensive Features: The software includes features such as patient management, appointment scheduling, inventory control, and financial reporting.
Potential Cons:
Pricing Complexity: The pricing model for Covetrus Impromed can be complicated and may include hidden costs for certain features.
Not as Intuitive: Some users have noted that Covetrus Impromed can be challenging to navigate, particularly for practices transitioning from simpler software systems.

Shepherd

Pros:
Cloud-Based and Mobile-Friendly: Shepherd offers a highly flexible, cloud-based solution that is accessible on mobile devices. Integrated Payments: The software integrates with payment systems, simplifying financial transactions and reducing administrative burdens. Customizable and User-Friendly: Shepherd’s interface is intuitive and customizable, making it easy for staff to get up and running quickly.
Potential Cons:
Limited Reporting Features: While Shepherd excels in many areas, its reporting tools are somewhat limited, which could be a drawback for practices requiring more advanced analytics. Customer Support Delays: Some users have reported slower response times when seeking customer support.

Instinct

Pros:
Veterinary-Specific Design: Instinct is designed specifically for veterinary practices, offering tailored features for managing appointments, patient records, and medical histories.
User-Friendly Interface: The system is highly intuitive and easy to navigate, reducing training time for staff.
Excellent Customer Support: Instinct provides strong customer support with comprehensive training resources.

Potential Cons:
Pricing: Instinct’s pricing can be high, particularly for small to mid-sized practices, making it less affordable for smaller operations.
Limited Customization: While Instinct is easy to use, it offers limited customization options compared to other systems.

Covetrus Pulse

Pros:
Cloud-Based: Like its counterpart, Impromed, Covetrus Pulse is cloud-based, providing access from anywhere at any time.
Intuitive User Interface: The user interface is clean and easy to navigate, offering a smooth experience for staff members.
Integration with Covetrus E-Commerce: Pulse integrates well with Covetrus’s online pharmacy platform, streamlining inventory and product sales.

Potential Cons:
Limited Reporting and Analytics: Pulse’s reporting capabilities are not as advanced as some other software systems, which may be a drawback for practices that require in-depth analytics.
Scalability Issues: It may not be suitable for larger practices or multi-location operations due to limited scalability.

Digital

Pros:
Cloud-Based and Secure: Digital is a highly secure, cloud-based system that offers easy access to practice data and patient records.
Excellent Integration Options: Digital integrates with a variety of third-party systems, including laboratory equipment, payment processors, and telemedicine
Affordable Pricing: Digital offers a cost-effective solution for small practices and startups.
Potential Cons:
Limited Features for Larger Practices: Digital may lack the advanced features needed for larger veterinary operations, such as multi-location support.
User Interface Needs Improvement: The interface may feel outdated compared to other, more modern systems.

IDEXX Neo

Pros:
Strong Integration with IDEXX Products: IDEXX Neo integrates seamlessly with IDEXX laboratory and diagnostic products, providing a unified platform for veterinary practices.
Intuitive and User-Friendly: The software offers a simple, clean interface that is easy to use, even for staff with minimal technical expertise.
Comprehensive Features: IDEXX Neo includes appointment scheduling, patient records management, invoicing, and reporting, making it a well-rounded solution.
Potential Cons:
Cost: IDEXX Neo is generally considered expensive, which may limit its appeal to smaller practices.
Limited Customization: The software may not be as flexible in terms of customization compared to some other systems.

IDEXX Cornerstone

Pros:
Comprehensive Features: IDEXX Cornerstone offers a full suite of features for managing patient records, billing, inventory, and appointments, making it a powerful tool for practices of all sizes.
Seamless Integration with IDEXX Products: Like Neo, Cornerstone integrates smoothly with IDEXX diagnostic tools and lab services.
Customer Support: IDEXX is known for providing excellent customer support, including training resources and troubleshooting assistance.

Potential Cons:
High Cost: Cornerstone is one of the more expensive veterinary practice management systems, making it less suitable for smaller practices.
Complex Interface: While feature-rich, Cornerstone’s interface can be overwhelming for new users, requiring significant training.

In conclusion, choosing the right veterinary practice management software depends on various factors such as the size of the practice, budget, and specific needs. Vetport and Digital are excellent choices for smaller practices with limited budgets, while EzyVet, Covetrus Impromed, and IDEXX Cornerstone cater to larger practices that require more advanced features. Software systems like Shepherd and Instinct offer user-friendly interfaces and flexibility, while Covetrus Pulse and IDEXX Neo excel in integration with diagnostic products. By carefully weighing the pros and potential cons of these software options, veterinary practices can select the system that best aligns with their operational goals and ensures optimal patient care and practice efficiency.

Gregory Carastro, LVT, is a director on the AAHA Board. He is the hospital administrator and director of human resources at the Veterinary Medical Center of Long Island. He has over 20 years of experience as a licensed Veterinary Technician and Hospital administrator in the Long Island Veterinary Community.

Photo credit: © American Animal Hospital Association

Disclaimer: Trends content is meant to inform, educate, and inspire by providing an array of diverse viewpoints. Any content published should not be viewed as an official stance, position, or endorsement by the American Animal Hospital Association (AAHA) or its Board of Directors.