GettyImages/urbancow Effective inventory management is key to running a successful veterinary practice. Whether keeping track of medical supplies, medications, or office items, a solid practice inventory management system (PIMS) helps things run smoothly, controls costs, and ensures quality care. As more veterinary practices embrace cloud-based solutions, integrated inventory management systems are changing how clinics operate. Let’s do a deep dive into the key features, benefits, and considerations when it comes to choosing a PIMS. Cloud-based systems Pros Cloud-based inventory management systems have gained popularity due to their flexibility and scalability, making them a practical choice for veterinary practices. These systems offer numerous advantages that enhance operational efficiency. One key benefit is accessibility. Cloud systems allow staff to access inventory data from any device with an internet connection, ensuring real-time updates and seamless collaboration across teams, regardless of the location. Another advantage is data security. Most cloud providers employ comprehensive security measures, such as data encryption and regular backups, to safeguard sensitive inventory data from breaches or loss. Additionally, scalability makes cloud-based systems a practical choice for growing practices. These systems can easily adjust to new locations or bigger inventory needs, giving you the flexibility to support business growth. Cons A significant limitation of cloud-based inventory management systems is their dependence on internet connectivity. Without a stable internet connection, access to inventory data can be disrupted, which may hinder operations during downtime. You would also want to consider potential downtime for unexpected outages or regular maintenance. Subscription costs are another consideration. Unlike one-time purchases of traditional software, cloud solutions can sometimes require ongoing subscription fees, which can increase over time and impact budgeting. In contrast to data security, some practices express concerns about data ownership. Entrusting sensitive inventory data to an external provider can be a source of worry for practices that prefer complete control over their information. Non-cloud-based Pros Non-cloud-based (on-premises) inventory management systems have some clear benefits compared to cloud-based systems. For one, they give you more control over your data since everything is stored locally, reducing the risk of external breaches. Secondly, some systems do not require an internet connection, so they keep working even offline. Additionally, you typically pay a one-time fee for some systems, which can be more cost-effective in the long term compared to recurring subscription expenses. These systems are also easier to customize to fit your needs, and you do not have to depend on third-party providers for updates or system downtime. Cons However, there can also be some significant downsides to non-cloud-based systems. First, the initial setup can be pricey because you need to buy hardware and software and cover IT infrastructure costs. Expanding the system later can be expensive and complicated, which means you will need IT support for updates, troubleshooting, additional equipment, and backups. These systems can also be vulnerable to local disasters, such as fire, theft, or water damage, risking data loss unless you have off-site backups. Another downside is integration with other software can be tricky, and unlike cloud-based systems, you cannot access them remotely, which limits flexibility. Help keep your practice efficient with the help of advanced inventory systems that can provide real-time tracking and insights. GettyImages/Nazar_AB Reporting and analytics An extensive inventory system equips veterinary practices with powerful reporting and analytics tools, enabling them to easily make data-driven decisions. Customizable reports are especially valuable, allowing practices to monitor inventory levels, track product usage, and identify which items are fast or slow movers. These insights help clinics pinpoint inefficiencies and optimize inventory management effortlessly. Analytics are crucial in cost savings by supporting smarter purchasing decisions and reducing waste. Forecasting tools further enhance inventory planning by predicting future needs based on past trends, seasonal fluctuations, and client behavior. This level of insight ensures inventory remains balanced, improving both operational efficiency and the clinic’s bottom line. Live reports and tracking Advanced inventory systems provide real-time tracking and insights that will significantly enhance efficiency. For example, identifying underutilized items helps clinics reduce storage costs and make room for high-demand products, while focusing on fast-moving, high-margin items can directly boost revenue. This proactive approach minimizes waste and ensures resources are allocated efficiently. Additionally, real-time updates foster better transparency among team members, as everyone can access the latest inventory data. This transparency and automation reduces administrative burdens, enabling veterinary practices to focus more on delivering exceptional patient care while maintaining a well-organized and efficient inventory system. As stated previously, real-time tracking and reporting are essential for modern inventory management. These features enable practices to monitor inventory levels and usage continuously, ensuring they have the up-to-date information needed to avoid stockouts or overstocking. A user-friendly inventory management system offers an easy-to-use interface no matter the technical skill level of your staff. GettyImages/Eclipse_Images Advanced inventory features Inventory management systems come with many features that make managing stock easier and more accurate. One key feature is the ability to set reorder points, which helps maintain minimum stock levels and triggers reordering before you run out. Another important feature is expiration date tracking, which helps monitor product shelf life, reduce waste, ease reordering, and ensure compliance with industry standards by preventing the dispensing of expired medications. Lot number tracking is also crucial, as it helps you record the lot numbers for compliance and quality assurance. For example, if you have a patient that has an adverse reaction to an injection or medication, you will be able to easily report it to the manufacturer. That said, you would also want to consider your vaccines and how the lot numbers are tracked within your PIMS. Lastly, customizable codes let clinics adjust the system to fit their needs, like organizing items by department or category. With some systems, you can also select your code numbers to easily create groups and link inventory items to your service codes. Automated alerts Automated reorder alerts streamline the process by notifying staff when inventory levels fall below set thresholds, allowing for timely restocking. Innovative inventory management systems are great at sending automated alerts when stock levels drop below set thresholds. This feature helps veterinary practices keep their inventory levels just right. These notifications will ultimately help prevent stockouts, which could lead to shortages of essential supplies or medications and mess with patient care. Having automated alerts gives staff a heads-up to restock before things run out. Many newer systems also automatically create purchase orders when an inventory item hits its reorder point, saving time, cutting down on administrative work, and ensuring restocking happens without delays. However, it is important to consider the time it takes to initially set up preferences, such as defining reorder points by using sales history and adjusting inventory levels and pricing. While this setup process can take some time upfront, it ultimately streamlines operations and reduces the need for manual intervention, making inventory management more efficient in the long run. Plus, using these system-generated alerts and orders helps improve accuracy by reducing human error. Overall, this feature makes inventory management smoother, letting veterinary practices focus more on patient care and less on paperwork. Integration with suppliers Seamless integration with product suppliers is a game-changer for most inventory management systems, bringing significant benefits to veterinary practices. One of the biggest advantages is the ability to place orders directly through the software, which cuts down on manual work, reduces errors, and speeds up the ordering process by utilizing automated alerts. However, again, keep in mind the setup time involved in configuring the system to ensure everything runs smoothly. Some integrations also allow you to track shipments from when the order is placed until it is delivered, keeping everyone in the loop and helping avoid delays. Another perk is the automatic pricing update when purchase costs change, keeping financial records accurate and pricing consistent. This makes managing budgets and tracking expenses much easier. Overall, integrating with suppliers streamlines the entire process and provides greater control, ultimately saving you time in the long run. Ease of use and integration A user-friendly inventory management system is key to making things run smoothly in veterinary practices. An easy-to-use interface means staff, no matter what their technical skills, can quickly get the hang of the software and get things done efficiently. It is also crucial to have solid training and responsive customer support so the team can make the most of the system without causing too many disruptions. Plus, integrating the system with other tools, such as billing systems and supplier platforms, can help streamline everything and improve workflow. By making sure the system is easy to use and integrates smoothly, veterinary practices can make it a natural part of their everyday operations. Saved templates Another feature to consider when evaluating an inventory system is whether it supports using saved templates, which can serve multiple purposes for veterinary clinics. For paperless clinics, templates can streamline the creation of standardized SOAP notes tailored to specific appointment types, saving technicians valuable time. Additionally, email templates allow team members to send follow-up summaries based on the specific appointment type quickly. Some systems can also automatically generate and print prescription details or informational materials tailored to a pet’s new diagnosis. These options enhance efficiency and ensure a consistent and professional image for the clinic when communicating with clients. 7 benefits of choosing the right PIMS A well-chosen PIMS provides more than just inventory management; it serves as the backbone of your practice’s operations. Here are some key takeaways on why choosing the right PIMS matters: Operational efficiency. The right PIMS streamlines workflows, reduces redundancies, and saves staff time by automating repetitive tasks. Enhanced patient care. Efficient inventory management ensures essential supplies and medications are always in stock, enabling timely and quality patient care. Scalability. A scalable PIMS can grow with your practice, accommodating new locations, services, and increased patient loads. Regulatory compliance. Modern PIMS solutions help practices meet regulatory requirements by maintaining accurate records of inventory, lot numbers, and expiration dates. Financial management. By offering extensive reporting and analytics and excellent inventory management, a good PIMS helps you monitor spending, reduce waste, and optimize revenue. Team collaboration. An easy-to-use and integrated system helps staff communicate and coordinate better, making everything run more smoothly. Future-proofing. Investing in a PIMS that stays up to date with the latest tech helps your practice stay competitive and ready for change. Carefully evaluating your clinic’s specific needs and involving your team in the decision-making process will help ensure the selected system aligns with your goals and enhances your practice’s performance. Deciding on the system When selecting an inventory management system, there are a few things to keep in mind to make sure it fits your veterinary practice’s needs. Start by figuring out what matters most to your practice, whether cutting costs, staying compliant with regulations, or making daily tasks easier. Then, decide if you want a cloud-based or server-based system and think about which features your team will use the most so you are not paying for things you do not need. Cloud systems offer flexibility and remote access, while server-based ones might give you more control over your data. Cost is also important—compare the setup fees and ongoing costs to find the most budget-friendly option. Taking the time to weigh all these factors will help you choose a system that works best for your practice and boosts efficiency. Conclusion A well-chosen system does much more than just track supplies—it helps streamline daily operations, reduces unnecessary costs, and ensures your clinic always has the right products when needed. With the right system, staff can focus more on taking care of patients rather than managing stock levels or dealing with administrative tasks. Ultimately, investing in a good inventory management system can lead to better care for your patients, smoother operations, and a stronger bottom line. Rachel Singletary currently serves as an animal health representative for Revelation Pharma, a nationwide network of compounding pharmacies. She has an extensive background in inventory and practice management and a strong foundation in optimizing workflows and driving operational efficiency. She is a certified pharmacy technician and a figurehead in CE-accredited topics that contribute to advancing the veterinary community.
