The tools available to support patient care are more powerful than ever. But while clinical capabilities have evolved, many practices are still relying on outdated systems behind the scenes.
In this post, we’ll look at some common types of outdated technology still used in veterinary practices today and explore how updating your systems can unlock better workflows, happier teams, and stronger business performance.
Key takeaways
- Outdated tech leads to inefficiencies, missed revenue, and frustrating client and team experiences.
- Tools like paper records, whiteboards, and on-premise software can’t keep up with the demands of a modern veterinary practice.
- Upgrading to cloud-based, integrated software can streamline operations, improve patient care, and boost your bottom line.
1. Paper records and filing cabinets
Paper-based medical records are slow to access, easy to misplace, and nearly impossible to share efficiently between staff members. They also take up precious real estate that could probably be put to better use.
Every time your team has to dig through a filing cabinet, wait for a chart to be returned, or decipher someone’s questionable handwriting, you’re losing time that could be channeled into something more productive.
The fix
It’s time to go digital. Cloud-based practice management systems - including ezyVet! - typically include an electronic medical records system, allowing you to access, search, and share patient histories in a couple of clicks. Remote access via the cloud means you can manage your records from any internet-connected device, regardless of where you’re physically located.
2. On-premise practice management software
Legacy, on-premise systems were the standard for years - and for some practices, they may still feel reliable. But as the demands of veterinary care evolve, these systems can start to hold you back. They often require dedicated IT support, regular hardware upkeep, and manual software updates, all of which take time and money to manage.
On the other hand, modern cloud-based systems offer greater flexibility and lower ongoing costs. They can be accessed from anywhere, making it easier to review cases after hours or support remote work. Cloud systems also scale with your business, automatically back up your data, and eliminate the need for clunky installations or version upgrades.
It’s not just about staying current - it’s about creating a more connected, cost-effective, and resilient practice for the long haul.
The fix
Consider exploring a cloud-based practice management system. These platforms provide remote access and automatic updates and typically offer more reliable data security and built-in backups. They also reduce the need for costly IT support and can scale as your practice grows.
If you’re thinking about making the switch, book a demo with a reputable provider - and come prepared with questions. Ask about data migration, training and support, integration options, and what’s involved in day-to-day use. The right system should not only meet your current needs but also grow with your clinic over time.
3. Manual appointment scheduling
Is your team still managing appointments entirely over the phone?
In today’s world, convenience is king. While phone bookings might work for some clients, today’s pet owners increasingly expect the same level of convenience they get from other service providers, like booking a haircut, ordering takeout, or managing a doctor’s appointment online. If your practice doesn’t offer online scheduling, clients may put off booking - or choose a clinic that makes the process easier.
Manual scheduling also puts unnecessary pressure on your front desk team. Fielding calls, writing things down, confirming times - it all adds up, and it leaves more room for miscommunication or missed appointments.
The fix
Vello, a powerful new client communications tool built specifically for IDEXX practice management software, enables pet owners to request appointments while streamlining client communication. You’ll reduce no-shows, increase client satisfaction, and give your front desk team the gift of fewer phone calls.
4. Spreadsheet-based inventory tracking
Still using spreadsheets to manage key parts of your practice? You’re not alone - but it may be holding you back.
Spreadsheets can be handy for tracking just about anything, from inventory and controlled drugs to staff rosters, budgets, and training logs. And if you’ve built a system that “works,” it can be tempting to keep sticking with it. But the reality is, spreadsheets weren’t designed to handle the complex, real-time needs of a busy modern veterinary practice.
They’re time-consuming to update, prone to errors, and easy to forget about until something goes wrong. Worse still, they often live in one person’s head - or on one person’s desktop - making collaboration tricky and continuity nearly impossible when someone’s off sick or moves on.
The fix
Switch to an inventory management system that’s integrated with your practice software. Track product usage automatically, get alerts when stock runs low, and reduce costly over-ordering and stockouts. Your bottom line will thank you.
5. Standalone diagnostic equipment
You might have state-of-the-art analyzers in your clinic—but if they’re not integrated with your practice management software, you’re not getting the most out of them.
When lab results have to be manually entered into the system (or printed, filed, and forgotten), your team loses valuable time and increases the risk of transcription errors. It also creates bottlenecks - especially when results aren’t instantly visible in the patient record, or the team has to chase down paperwork to keep the case moving forward.
Disconnected systems make it harder to deliver timely, coordinated care and can frustrate both staff and clients.
The fix
Use diagnostic equipment that integrates directly with your PIMS. Results sync automatically with patient records, alerts can be triggered in real time, and your clinical team can make faster, more informed decisions. It’s better for workflow, better for accuracy, and better for patient care.
6. Clunky payment and billing systems
A complicated checkout process slows down your team and frustrates your clients. When staff are switching between programs, printing invoices, or scribbling notes on sticky pads, the risk of error goes up—and so does the friction.
Billing is one of the most common sources of complaints in veterinary clinics. Outdated systems can lead to long queues, incorrect charges, and limited payment options, leaving a poor final impression after what might have been an otherwise smooth appointment.
The fix
Integrated billing tools within your practice management system can streamline the entire process. When invoicing, inventory, and medical records are connected, charges are automatically captured and reflected on the invoice - reducing manual input and helping ensure accuracy.
Adding flexible payment options - like contactless terminals, mobile payments, or prepayment links - can also improve client satisfaction and help your team wrap up visits more efficiently. Learn more about ezyVet’s payment integrations here!
7. Dry-erase whiteboards for patient and workflow tracking
Ah, the beloved whiteboard. It’s been a fixture in treatment rooms and surgical suites for years. But in a fast-paced, multi-person environment, relying on a wall-mounted board introduces some serious limitations.
Information gets smudged, outdated, or accidentally erased. Only the people physically near the board can see it. And if someone forgets to update it? Chaos. The lack of visibility across the team leads to missed handovers, double-bookings, and communication breakdowns - none of which help patient care or staff morale.
The fix
Switch to electronic whiteboards and patient care software that updates in real time and is accessible from any device. These tools give your entire team visibility into patient status, appointments, room usage, and treatment plans - without needing to walk to the back room or decode someone’s handwriting.
FAQ: Outdated technology in veterinary practices
How does outdated technology affect veterinary clinic efficiency?
Outdated tools like paper files, whiteboards, and disconnected systems create bottlenecks, slow down workflows, and increase the risk of human error. They force your team to spend more time on admin and less time with patients.
What are signs that my veterinary software is outdated?
If your system is slow, can’t be accessed remotely, doesn’t integrate with other tools, or requires constant IT support, it’s time for an upgrade. If your staff has workarounds for basic tasks, that’s another big red flag.
Is cloud-based veterinary software secure?
Yes. In fact, most reputable cloud-based systems are more secure than on-premise ones. They use encryption, automatic backups, and strict access controls to protect sensitive data.
How can I upgrade my clinic’s technology without disrupting the team?
Start by identifying your biggest pain points - whether it’s scheduling, billing, or patient records. Work with a provider that offers strong onboarding support and training to help your team transition smoothly.
Why should I replace dry-erase boards with digital tools?
Because they’re outdated, unreliable, and only offer a limited view of what’s happening in the clinic. Digital whiteboards provide real-time visibility, reduce miscommunication, and keep your team aligned across departments.
What’s the best all-in-one solution for modern veterinary practices?
Look for cloud-based practice management software that combines scheduling, billing, inventory, diagnostics, client communication, and reporting into one streamlined platform. Bonus points if it works across multiple devices.
Conclusion
Running a veterinary clinic is hard enough without your tools working against you. The truth is, if you’re still relying on outdated technology - whether it’s paper files, a physical server, or a dusty old whiteboard - you’re adding unnecessary friction to every part of your day.
Modern veterinary software doesn’t just make things faster. It makes your practice more connected, more profitable, and more enjoyable to work in. And most importantly, it helps you deliver better care to the patients who need you.
Book a FREE demo to discover how upgrading your practice management software can add value to your business!