Chapter 5: Your Toolkit, Your Rules

Practice management software

This is the decision that touches every other part of the practice, and the tool you choose should mean you're not stuck stitching together multiple other subscriptions to fill the gaps.

What cloud-based actually means: your data lives on remote servers rather than a single on-site computer. Your uptime and backup practices are only as good as your vendor's.

10 questions to ask in every software demo:

1. How do I actually complete a specific workflow in this software?
2. How long does it take for a diagnostic result to sync to the patient record?
3. What tasks can genuinely be automated?
4. What does onboarding actually look like?
5. How much staff time will onboarding require?
6. What support do I get after the sale?
7. How does this integrate with the other tools I'm planning to use?
8. Where specifically will this save time?
9. Where specifically will this help revenue?
10. What's actually included in the price?

Downloadable: PIMS Vendor Comparison Worksheet

Red flags in PIMS contracts: auto-renewal clauses with a narrow cancellation window, fees to export your own data, multi-year lock-in with no early-exit option, vague rights for the vendor to use your data, and support tiers that gate basic functionality.

Downloadable: Data Migration Checklist

IT hardware

Cloud-based systems run on most reasonably modern hardware, which gives you flexibility: front desk fixed stations with larger monitors, tablets for clinical staff at point of care, and a workstation for the practice manager suited for reporting.

Also plan for: networking equipment (routers, switches, secure Wi-Fi), printers/scanners (including label printers for medications and samples), security systems (cameras, alarms), and payment terminals integrated with your PIMS.

Internet connection

Minimum download speeds: 20 Mbps for small practices, 50 Mbps+ for larger ones. Use a wired connection for consistency and a strong Wi-Fi network alongside it for mobile devices moving through the clinic.

Diagnostics hardware

NectarVet integrates directly with IDEXX, Zoetis, Antech, and QSM Diagnostics and others, lab orders and results flow straight into patient records without manual entry.

Related: The Ultimate List of Essential Veterinary Equipment and Tools

Integrations ecosystem

Client engagement: Twilio and Mango Phones. Payments: NectarPay. Inventory: Vetcove. AI: NectarNotes and Ask Coco. Controlled drugs: VetSnap. Reputation: ReviewTree.

Related: What's New in AI for Startup Veterinary Practices

NectarVet's New Clinic Program: reduced rates while the client base builds, no setup or training fees, onboarding in under 15 minutes.