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Archive for the ‘Management’ Category

Veterinary Veterinary Practice Inventory Control – The Importance of Effective Inventory Management

Sunday, July 4th, 2010 by Dr. Dean Severidt

veterinary-practice-inventory-controlOne of the most expensive aspects of running a veterinary practice is inventory. It is also one of its greatest assets. Veterinary inventory control and management is often overlooked, with focus instead on billing and marketing. Managers must be able understand the owners vision and take the steps to ensure it becomes reality. This includes being able implement new processes and procedures. An effective veterinary manager is able to juggle the everyday needs of the practice as well as oversee inventory control. An ideal candidate will have knowledge of and experience working with drugs, vaccines, regulations and usage.

The manager must be able to understand the importance of inventory as an asset. Mishandled assets result in the loss of profits. Losses may come from incorrect mark ups on the drugs or extended shelf life, which will mean they will be disposed of rather than used. Procedures proven to be effective in managing veterinary inventory control include monitoring the supplies and medications used and ordered on a consistent basis. Frequent communications with the distribution companies, meeting with the sales reps and customizing the order schedule help reduce excess overhead and may help in receiving better pricing.

Inventory control management is only part of the big picture. As the practice grows, the manager’s duties expand. Managing the inventory becomes a task for other staff members, taking time away from their other duties. For successful growth without losing control of expenses, it is crucial to have a veterinary inventory control system that will track and manage this asset. Systems that are fully integrated into existing management software are instrumental in improving cash flow and profitability. Strong inventory and costing systems allow the veterinary manager to analyze the trends and manage the business more efficiently.

Protocols for ordering, receiving and stocking the inventory can be tailored to meet the needs of the practice. The results are reduced inventory costs. These systems are developed to encompass all areas of veterinary inventory control. Some have the ability to connect to the distributor for automated ordering. Others allow for bar code scanning of supplies to ensure loss is minimized. Reporting options allow the manager to analyze all aspects of inventory and its overall effect on the business. Efficient inventory control not only helps reduce costs for inventory, it streamlines and automates processes that would normally require dedicated personnel.

Being A “People” Person

Wednesday, April 28th, 2010 by Dr. Dean Severidt

Have you ever wondered why some veterinarians are very successful as far as keeping clients happy and having profitable average transactions and others either make everyone mad or have horrible average transactions?  There could be many reasons for this, but over my thirty years of experience, I have seen a lot of young veterinarians come and go, some with a lot of success and some with very little.  Last week I talked about the different attitude of professionalism that we see from our veterinarians today and how it does not have the same meaning as it did years ago.

I believe from experience that the number one common denominator that most veterinarians lack is their people skills.  This is their ability to relate to and communicate with clients.  I have overheard veterinarians talking to clients in rooms and can pretty much guarantee that the client has no idea what they were just told. So why would they approve a procedure that they do not really understand? I have learned from firsthand experience as well as watching other veterinarians, that going into a room and talking on a level that the client understands will pretty much always result in the client opting to perform the procedure. Although the old school veterinarians may have not been the smartest people in the world, many of them are extremely down to earth people who are dedicated to their profession and do not feel superior to anyone; this allows them to relate to people at their level. Today I think that schools put so much emphasis on grade point averages that many of the young veterinarians that come out of school are very intelligent. However, although, they are way smarter than I ever dreamed of being, they cannot always relate to people. They can diagnose just about anything and everything, but they cannot explain it or simply will not explain it in simple terms to a client; therefore, leaving the client frustrated and unhappy with the services.  I believe that many do this because they feel so superior to their clients that they have to talk in this way in order to build themselves up.    I hear them complain about how dumb clients are, yet they can be so self absorbed that when it is 6:00 and time for them to go home, they will leave whether someone is standing in the waiting room or not.

I have never put any significance on grade point averages when hiring someone.  My philosophy is that anyone that can get into and get through veterinary school is given the opportunity to be a good veterinarian.  I look for people that can talk simply and do not present themselves as someone special, but just are who they are.  They should carry themselves with confidence but not be condescending.  They will stay for people that are late because they understand that they are doing this job for the client and the pet, and not just for themselves.  Do not get me wrong; there are a lot of good veterinarians coming out of school today, but some lack so much professionalism which carries over and they cannot do the job that someone else can.  Indeed, some knowledge is important to be a veterinarian; however, listening to people, understanding their needs, and truly caring for them and their pet will be much more successful than the smartest person in the world that cannot relate to clients.

The Added Benefits of A Paperless Veterinary Practice

Wednesday, March 31st, 2010 by Dr. Dean Severidt

Not only will going paperless save paper, but there are many more savings associated with turning your veterinary practice into a paperless practice .

If you are unable to view the embedded video, click here .

If you are on the fence on whether or not to convert your practice to a paperless practice, then now is the time.  The hardest part is just doing it and once you do, I know you won’t regret your decision.  Has your veterinary practice recently gone paperless?  I would love to hear about it.

Techniques for a Successful Business and a Successful Veterinary Practice

Sunday, March 28th, 2010 by Dr. Dean Severidt

Stethoscope and computer

Increased information, technological advancements and shifts in focus all affect the success of a veterinary practice. As a result of these changes, many owners are beginning to rethink their business philosophy. The question remains, where to start? If a business plan was created when the practice started, this may be a good time to review it.  Have the goals changed? Consider the original plan and begin noting the changes and updates. A fully functional business plan with a mission statement and goals clearly defined will provide focus and help with decision-making process when updating different aspects of the business.

If the veterinary practice has not yet become computerized , it is time begin planning for the proper implementation strategy. Technology will help increase productivity of staff members and streamline processes. Software packages developed especially for the industry will help with inventory control, billing, medical records and marketing. Profitability is enhanced as more can be done in a shorter time with fewer staff members. The reporting capabilities that are included help owners and managers monitor the increased efficiency and enable them to modify processes to help reach greater levels of profitability. Inventory supply versus demand, overhead costs as it relates to revenue and the per client expense can all be monitored.

Five and ten year plans help keep the focus in line with current business needs and often are created with an exit strategy. Partnerships, satellite offices, and real estate investments are frequently included in long-term plans. A focus on customer service is at the foundation of

clear-board

veterinary practice success. On-going communication with clients, updated care techniques, and on-site services contribute to superior service levels. Practices that excel in this area retain a larger percentage of clients and are referred more frequently. Building a loyal customer base ensures sustainability. It also maximizes marketing dollars and stimulates practice growth.

Despite specializing in a few areas, it is best to continue offering a full range of services. Many clients prefer to have all of their needs taken care of by a single veterinary practice. This convenience will help retention levels. Ongoing internal communications are also required to maintain superior customer service. Standardized job descriptions that are updated as the practice grows and changes ensure everyone understands their roles and how they contribute to the business. Performance appraisals provide objective feedback to continue to increase productivity levels.

Is Your Practice Paperless?

Sunday, March 21st, 2010 by Dr. Dean Severidt

charts2 Today we are going to talk about being paperless in your practice.  If you aren’t paperless yet you are missing out on a great time saving device as well as being more organized than you could possibly be when you have a lot of paper.  I have been paperless since 1993 and would not practice in a facility that was still using paper.  Too many things get lost and it is almost impossible to read 99% of the veterinarians hand writing.  It also looks very unprofessional in my opinion when you print off hand written records.  I had the first AAHA approved paperless medical records back in the early 1990’s.

Many people ask me “How do I go paperless?” and I just say "do it".  There is never a good or bad time to do it you just have to make the decision to do it.  The first thing is I would make sure you have a computer system software management package that will allow this.  I have used the old PSI (Cornerstone) dos version, E Friends, and now currently using DVMax .  They all worked for me but I believe DVMax is the best medical record of any of them.  There are a lot of software packages and I am sure that most of them will allow this today.  You then need to decide what to do with all the old records.  You can use both systems till you have your paper files empty and every time someone comes in scan all of the records into a file.  The other possibility is to scan all records from then start.  The problem with this is you may scan a lot of records of clients that may never come back again.  Remember anything you do not scan has to be saved somewhere for 7 years.

0508less

Most of the programs today take blood work results from in house or from an outside laboratory and download them into the medical records.  There is never a chance of blood work being lost or misplaced.  When someone has a question for a Doctor about a patient the Doctor can go in the record from any computer and look it up while he/she is talking to the client.  A receptionist doesn’t have to put the client on hold, pull a file, find the Doctor and give him/her the file, and then wait while the Doctor goes through all the paper work.  Most of the programs put charges in as you enter medical records so fewer charges will get missed.

The advantages far outweigh the disadvantages and so I don’t know why everyone doesn’t go paperless.  I assume soon it will be mandatory for clinics to be paperless.  It doesn’t do a patient any good if there are multiple pages of records that no one can read.  Make a decision to change and go paperless and you will agree it will be one of the best decisions you have ever made in your practice.


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