Running a veterinary clinic is more than just providing top-notch care to animals; it’s also about the administrative work that goes into maintaining a successful business. Things like managing appointments, patient records, billing, and client communication. With so many moving parts, keeping everything organized can be overwhelming. That’s where your Practice Managment Information System or PIMS, comes in.
A PIMS is basically your clinic’s digital command center. It helps streamline daily tasks, keeps patient records organized, and ensures everything runs smoothly – whether you’re in an exam room, handling client questions, or making sure your team stays on the same page. Instead of bouncing between spreadsheets, sticky notes, and different software tools, a good practice management software makes your life easier by keeping everything streamlined and connected.
But with so many options out there, how do you know which PIMS is right for your clinic? In this guide, we’ll break it all down:
Whether you’re switching from an outdated system or looking for your first PIMS, this guide will help you find the perfect fit – one that works for you, your team, and your clients.
A veterinary PIMS (Practice Information Management System) is a digital tool designed to streamline the daily operations of a veterinary practice. It serves as a central hub where clinics can manage everything from patient records and scheduling to billing, inventory, and client communication — all in one place.
Instead of relying on separate systems for different tasks, a well-designed veterinary practice management system keeps everything organized and accessible, making it easier for veterinary teams to handle their workload efficiently.
Every veterinary practice operates differently, but the core functions of a practice management software remain the same:
By centralizing these functions, a practice management software helps reduce administrative burden, improves accuracy in record-keeping, and allows veterinary teams to focus on patient care – all without a need to manage and pay for multiple systems.
A PIMS veterinary system is designed to handle the day-to-day operations of a clinic, keeping everything organized and running smoothly. But what does that actually look like in practice? Let’s look at how a PIMS might fit into your typical workday:
Keeping track of patient histories, lab results, and prescriptions can get overwhelming, especially when you’re treating dozens of animals each day. A PIMS stores and organizes all patient records digitally, so everything you need is at your fingertips.
Example: A dog comes in for an ear infection. With a practice management system, you can quickly pull up her full medical history, see past treatments, review test results, and check if she has any allergies – all before you even step into the exam room!
A practice management system automates scheduling and sends reminders to clients, reducing missed appointments and last-minute cancellations.
Example: A client calls in to book a wellness check for their cat. Instead of writing it down and hoping they remember, your practice management software automatically sends them a text and email reminder a day before the appointment – keeping your schedule on track.
Invoicing and payment processing can be time-consuming. A PIMS generates invoices automatically, tracks payments, and even integrates with online payment options for a smoother checkout experience.
Example: A pet owner is picking up their dog’s medication, but they’re in a hurry and don’t want to stop at the front desk. With a PIMS, their payment is processed automatically using the card on file, allowing for a quick, hassle-free transaction – no delays, no extra steps.
Tracking supplies manually can lead to shortages or overstocking. A PIMS can monitor inventory levels in real time, alerting you when it’s time to restock.
Example: Your clinic is running low on a commonly used antibiotic. Instead of scrambling to order more at the last minute, your practice management system sends an automatic reorder notification before you run out – ensuring you always have what you need on hand.
Many modern PIMS solutions include built-in telemedicine and communication tools, allowing vets to follow up with clients, provide virtual consultations, or answer quick questions without an in-person visit.
Example: A concerned pet owner messages your clinic about their dog’s post-surgery recovery. Instead of waiting for a callback, your PIMS lets them send pictures and chat with the vet through a secure client portal – providing peace of mind and reducing unnecessary visits.
Many modern PIMS platforms are cloud-based, meaning you can access patient records, appointment schedules, and financial reports from any device, anywhere.
Example: A mobile vet is on the road all day, visiting multiple clients. Instead of carrying stacks of paper records, they use a cloud-based PIMS on their tablet to pull up patient histories, create invoices, and process payments on the spot – making every visit more efficient.
A veterinary PIMS software takes the everyday tasks that keep a clinic running – scheduling, record-keeping, billing, and communication – and makes them easier, faster, and more reliable. Whether you’re in the clinic or on the go, having a centralized system means less time spent on admin work and more time where it matters.
With so many veterinary PIMS software options available, choosing the right one comes down to what best fits your clinic’s needs. Some systems focus on AI-powered automation, while others prioritize workflow customization, cloud accessibility, or multi-location management.
To help you make an informed choice, here’s a look at five leading veterinary software solutions and how they compare.
👉 Looking for a broader comparison of veterinary software? Check out our in-depth guide for an in-depth look at the best tools available.
Digitail is a fully integrated, cloud-based solution designed to handle every aspect of clinic management — from medical records and scheduling to invoicing, inventory, and client communication. By automating repetitive tasks and keeping everything connected, it helps veterinary teams focus on patient care rather than admin work.
Best for: Clinics that want an easy-to-use, all-in-one system that enhances efficiency, collaboration, and client experience.
👉 Want to see how Digitail compares to other practice management systems? Visit our comparison page to explore the differences and find the best fit for your clinic.
Why wait any longer? Explore how Digitail can work for you and your team!
ezyVet is designed for mid-to-large veterinary practices that need custom workflows, lab integrations, and in-depth reporting. If your clinic is handling high patient volume or operates across multiple locations, this platform offers strong customization options to match your needs.
Best for: Mid-to-large veterinary practices that need detailed reporting, integrations, and workflow automation.
Not every clinic needs a system packed with advanced customization and complex integrations. If you prefer a straightforward, easy-to-use platform that covers the essentials without unnecessary extras, Shepherd is worth considering.
Best for: Clinics that want a streamlined, easy-to-use system without unnecessary complexity.
Vetspire blends practice management with powerful data analytics, making it a strong choice for clinics that want to track performance trends and optimize workflows. Its comprehensive patient record management allows for detailed tracking of medical histories, supporting continuity of care and quick access to critical information.
Best for: Clinics that prioritize workflow efficiency and seamless system integration while optimizing medical record management.
Provet Cloud is a flexible, cloud-based PIMS that works well for clinics of all sizes, particularly those that expect to scale their operations over time. It offers customizable features and strong client communication tools. While Provet Cloud excels in flexibility and integrations, it does not include AI-driven automation, meaning all workflows remain fully manual.
Best for: Growing clinics that need a scalable and adaptable PIMS.
Not all veterinary practice management systems (PIMS) are created equal. The best system for your clinic isn’t just about having the most features — it’s about finding one that fits seamlessly into your workflow, supports your team, and enhances efficiency without adding unnecessary complexity.
To help you navigate your options, here’s a step-by-step guide on what to look for and how to choose the right system for your practice.
Before diving into software comparisons, take a step back and identify what your practice truly needs. Consider:
By outlining your must-have features early, you’ll be able to filter out solutions that don’t align with your workflow.
A PIMS should make your life easier, not harder. If it takes hours to figure out how to book an appointment or pull up a patient record, it’s not the right fit. Look for software that has a clean, intuitive design and doesn’t require a steep learning curve. A good rule of thumb? If your team can start using it with minimal training, that’s a good sign.
No-shows and last-minute cancellations can throw off your entire day. A system with built-in scheduling and automatic reminders (via text, email, or app notifications) helps reduce those gaps in your schedule. Bonus points if it lets clients book appointments online—many pet owners prefer the convenience of scheduling without making a call.
Accurate record-keeping is essential, but it shouldn’t slow you down. A strong practice management software will have centralized patient records that store medical histories, lab results, and imaging in one place. If you use SOAP notes, look for a system that allows custom templates and voice-to-text options to make note-taking more efficient.
Billing is one of those tasks that can be seamless or a complete headache, depending on your system. A clinic management tool with automated invoicing, easy payment processing, and integration with accounting software will save you and your team a ton of time. If you want to offer flexible payment options (such as online payments or financing), make sure your PIMS supports those features.
Running out of a critical medication or overstocking on slow-moving supplies? An inventory tracking system within your software helps you avoid both. Some systems even include automated reorder alerts so you’re never caught off guard. If your clinic dispenses a lot of medications, look for software that can track expiration dates and alert you when stock is running low.
Not every client needs to come in for a visit. If your clinic offers telemedicine or remote consultations, a practice management software with secure messaging, video calls, and digital prescription management can be a game-changer. Even if telemedicine isn’t a priority, strong client communication tools (like automated follow-ups and post-visit summaries) can improve the client experience.
If you want to access patient records from anywhere, a cloud-based PIMS is the way to go. Cloud-based solutions allow you to log in from any device, whether you’re working from home, running a mobile practice, or need to check something outside clinic hours. Just make sure the software follows strong security protocols to keep sensitive data protected.
Even the most intuitive software can come with a learning curve. Look for a provider that offers solid customer support, training resources, and onboarding assistance. Whether it’s live chat, phone support, or an online help center, having access to reliable support can make all the difference when questions come up.
PIMS solutions vary in pricing, so it’s important to find one that aligns with your budget while still offering essential features.
A PIMS might look great on paper, but how does it actually feel to use? Many providers offer free trials or demo sessions – take full advantage of them!
Ask yourself:
Getting hands-on experience is the best way to avoid buyer’s regret.
Even the most feature-packed software is only as good as the support behind it. Before committing, check:
Having reliable support ensures that if an issue arises, you’re not left troubleshooting on your own.
There’s no one-size-fits-all solution. What works for a large hospital might not be ideal for a small clinic. That’s why testing different options and ensuring they align with your workflow is so important.
Key takeaway: The best PIMS is the one that makes your daily operations easier, not harder. By choosing a system that fits your needs, integrates with your tools, and is intuitive to use, you’ll set your practice up for long-term success.
Book a demo today and explore how Digitail allows you to run your entire practice with one single tool.
