Still relying on paper in your practice? Clipboards at reception, filing cabinets full of patient records, sticky notes on monitors - it’s familiar, but it slows down workflows, increases the chance of errors, and frustrates clients.
Going paperless doesn’t have to mean a sudden overhaul that disrupts your entire practice. Most practices will never be 100% paper-free - and that’s okay. The goal is to reduce paper where it slows you down and focus on digital workflows that save time, improve accuracy, and enhance the client experience.
With the right approach, you can streamline operations, keep your team aligned, and give clients the experience they expect. Here’s how to make it happen, step by step.
Key takeaways
Start small: Digitize high-impact areas such as forms, medical records, and invoicing before expanding to the rest of your workflows.
Follow a structured roadmap: Audit your current processes, train your team, then optimize for efficiency and automation.
Avoid common pitfalls: Pace the transition, secure staff buy-in, and review progress regularly.
Why go paperless?
Moving away from paper delivers several advantages:
Save time: Digital systems eliminate the need to search through files or re-enter data.
Improve accuracy: Electronic records reduce errors caused by handwriting or misplaced paperwork.
Enhance client experience: Digital forms, invoices, and communications provide faster, more professional interactions.
Support compliance: Secure digital storage makes it easier to meet record-keeping and reporting requirements.
Reduce waste: Using less paper contributes to sustainability and reduces operating costs.
Where to start
Transitioning to a paperless practice can feel daunting if you try to tackle everything at once. A more effective approach is to focus first on areas where digitization has the greatest impact.
1. Forms and consent
Consent forms, intake paperwork, and new client registrations are all well-suited to digital replacement. With ezyVet’s electronic signatures, clients can complete and sign forms online before their visit. Information is stored directly in the patient record, removing the need for scanning, filing, or data re-entry.
Action step: Identify your most frequently used forms and enable digital equivalents within your practice management software. Roll them out one at a time to allow staff to adapt.
2. Medical records and diagnostics
Centralizing SOAP notes, lab results, imaging, and treatment histories in a digital platform ensures that information is accessible in real time. With ezyVet’s diagnostics integrations, results from external labs feed directly into the patient record - eliminating the need for printed reports or manual uploads. This creates a complete, paperless patient history from start to finish.
Action step: Start by digitizing new records from today forward. For older files, prioritize active patients first rather than attempting to convert all historic records immediately.
3. Invoices and communications
Paper invoices and printed reminders slow down the checkout process and add unnecessary admin. With ezyVet’s email and SMS communication tools, practices can send invoices, reminders, and follow-ups instantly, all tracked within the system. Clients get the convenience of digital communication, and your staff save time.
Action step: Default to digital invoices and communications, providing printed copies only on request. Track adoption rates and adjust based on client feedback.
4. Internal workflows
Sticky notes on monitors and whiteboards in treatment areas may seem harmless, but they create risk when information is misplaced or overlooked. ezyVet’s internal memo system allows staff to send secure messages directly within the software, while patient care software such as SmartFlow and Vet Radar can be used to replace physical whiteboards with a real-time digital dashboard. This keeps communication clear and ensures nothing slips through the cracks.
Action step: Phase out sticky notes and physical whiteboards by standardizing all internal communications and patient tracking within the system.
The 3-step roadmap
Going paperless is most successful when it’s approached as a structured process rather than a single project.
Step 1: Digitize
Audit your processes: Map out where paper is still in use, from forms and records to invoices and internal communications.
Prioritize by impact: Start with the workflows that cause the most inefficiency or client frustration. For many practices, that means forms, records, and billing.
Leverage integrations: Use features like diagnostics integrations and the patient care board to replace paper-heavy processes end-to-end.
Handle legacy files sensibly: Focus on digitizing records for active patients first. Older files can be archived and digitized on demand.
Step 2: Train
Appoint champions: Assign a staff member from each role—reception, technicians, veterinarians—to act as the go-to person for questions and feedback.
Make it relatable: Show how digital tools mirror existing habits. For example, explain that memos replace sticky notes or that the patient care board replaces the whiteboard.
Keep training practical: Short, role-specific sessions work better than one long information dump.
Encourage feedback: Create an open channel where staff can raise concerns and suggest improvements.
Step 3: Optimize
Review regularly: After a few months, evaluate how the new workflows are performing. Are forms being completed faster? Are lab results automatically available in records?
Add automation: Once the basics are in place, build efficiency further with automated reminders, electronic follow-ups, and scheduled reporting.
Measure success: Track metrics such as reduced paper usage, fewer missed communications, and faster turnaround times. Share these results with the team to reinforce progress.
Common pitfalls to avoid
While the benefits of going paperless are clear, there are challenges to watch out for:
Trying to do too much at once: Digitizing every workflow simultaneously can overwhelm staff and lead to errors. Focus on phased adoption.
Lack of staff buy-in: If the team isn’t engaged, adoption will stall. Involve them early, explain the benefits, and provide ongoing support.
Failing to monitor progress: Without measuring results, it’s easy to lose momentum. Schedule periodic reviews to track improvements and identify next steps.
Frequently asked questions
1. How do veterinary practices start going paperless?
The easiest way to begin is by digitizing the areas that cause the most inefficiency - such as client intake forms, medical records, or invoicing. Choosing practice management software with built-in digital tools allows practices to transition step by step rather than all at once.
2. What are the benefits of a paperless veterinary practice?
Paperless practices save time, reduce administrative errors, and deliver a smoother client experience. Digital workflows also make compliance easier, strengthen data security, and reduce operating costs by cutting down on printing and storage.
3. Do I need to scan all my old veterinary records to go paperless?
Not necessarily. A practical approach is to digitize records for active patients first and archive older files as needed. This reduces the upfront workload and ensures your team spends time on records that matter most to current operations.
4. Is going paperless secure for veterinary practices?
Yes - if managed correctly. Cloud-based practice management systems offer features like encrypted storage, role-based access, and automatic backups, which are typically more secure than paper files stored onsite. Choosing the right software partner is key.
5. How can veterinary staff adapt to a paperless system?
Staff adoption is best achieved through clear training, appointing champions within each role, and introducing changes gradually. Regular feedback and ongoing support help the team feel confident with new digital workflows.
Conclusion
Transitioning to a paperless veterinary practice is not about eliminating every sheet of paper overnight. It’s about taking deliberate steps to improve efficiency, accuracy, and client experience while reducing waste.
By starting with high-impact areas like forms, medical records, communications, and internal workflows, practices can make the shift in a manageable and sustainable way.
Is your current system helping or hindering your move to a paperless practice? Discover how ezyVet can simplify the transition with electronic signatures, integrated diagnostics, digital communications, and internal collaboration tool - all in one platform. Book your FREE demo!