How Hefner Road Animal Hospital Saved 70+ Minutes Per Doctor Daily with Digitail
For more than 25 years, Hefner Road Animal Hospital has been a trusted part of the Oklahoma City community. Known for its compassionate team, full-service medical offerings, and commitment to strengthening the human–animal bond, the clinic has long prided itself on providing personalized, high-quality care to pets at every stage of life.
But success brought its own challenges.
As the practice grew, so did the administrative burden. The team at Hefner Road Animal Hospital knew they needed a change. They weren’t just looking for a new veterinary PIMS; they were looking for a new way to work. They wanted to improve operational efficiency, reduce manual administrative work that was consuming valuable time, and create more space to deliver exceptional, personalized care to pet parents and their animals.
How AI Transformed Hefner Road’s Core Workflows
KEY TAKEAWAYS
- Scheduling & Intake:
Clients book through the Pet Parent App with automated reminders and digital intake forms. Data flows directly into medical records, cutting front-desk workload and errors. - AI SOAP Dictation:
Doctors dictate during and after exams, and AI turns speech into structured SOAP notes ready for review, saving hours and enabling same-day record completion. - Client Communication & Follow-Up:
After visits, AI creates record summaries and discharge notes that improve compliance and improve client experiences. Checkout and payments all happen in one, unified platform.
WATCH OUTS & LESSONS LEARNED
- Change management matters:
Even when everyone agrees that change is needed, implementing it creates friction. Clear leadership and designated team champions are essential to coach colleagues through the transition. - Start small, think big:
Focus on one or two high-impact workflows first before expanding. Early successes build trust in the technology and buy-in from staff. - Partnership mindset is everything:
Choose a technology partner, not just a vendor. Regular check-ins ensure the software evolves with your practice’s needs.
The journey to digital transformation wasn’t without challenges. Here’s what Hefner Road Animal Hospital learned along the way:
🧭 Change Management Matters
Clear leadership from practice owners and managers is essential. Designate champions on your team who can coach colleagues through the transition. Celebrate small wins early to build momentum and confidence.
🎯 Start Small, Think Big
Hefner Road Animal Hospital didn’t try to overhaul everything at once. They focused on one or two high-impact workflows first (starting with scheduling and AI dictation) before expanding to other areas.
Identify your biggest pain points and tackle those first. Let your team master one new workflow before introducing the next. Early successes build trust in the technology and buy-in from staff.
🤝 Partnership Mindset is Everything
Technology implementation isn’t a one-time event. It’s an ongoing relationship. Hefner Road Animal Hospital maintained continuous communication with our team, sharing feedback and requesting refinements. Look for providers who actively seek your feedback and iterate on their product.
📈 Measure What Matters
Data tells the story and justifies the investment. Track specific metrics before and after implementation: time spent on documentation, chart completion rates, client communication frequency, and staff overtime hours.
Share results with your team to maintain momentum and identify areas for further improvement.
Hefner Road Animal Hospital’s story is a powerful testament to what’s possible when a dedicated team embraces technology designed to serve, not hinder. By automating the mundane, they unlocked more time for the meaningful, proving that the future of veterinary medicine is not only more efficient but also more human.
