July 2023 

In this VETgirl online veterinary continuing education blog, guest blogger Kathryn Goodwin, Office Manager & Web Blogger at El Paso Animal Shelter, introduces 3 ways to efficiently staff and run veterinary practices. One of the greatest challenges we are currently facing in veterinary medicine is staffing. Read on to see what we can do that will help overcome this challenge and run a more efficient practice.

Veterinarian Staffing: Running an Efficient Office

There are many factors a veterinarian must take into account when considering opening a practice.

  • Renting a space
  • Equipping it with the necessary tools and technology
  • Getting insurance

However, once all that is in place, arguably the greatest challenge remains: staffing the practice with competent, motivated staff.

It is a challenge that is seemingly getting more critical with each passing day, with some 30% of vets saying they feel overworked, burned out, and wishing they could work fewer hours.

To help you avoid this unfortunate condition in your practice, keep reading for 3 expert ideas on handling veterinary staffing issues to add efficiency to your office.

Cross-Train Members to Handle Multiple Roles
Although it is surely not the case for all, many veterinarians are attracted to the profession because they “would rather spend all day with animals than people.”

While there is nothing wrong with being an animal person, it is fairly evident how this mindset can become problematic if it pervades the entire office.

A persian cat in a clear enclosure being groomed by a female in a pink shirt.

Therefore, it is essential to cross-train staff members to execute diverse roles within the office. Sure, you will need an extra set of hands to love on the sick puppy after he/she receives shots, but you will also need staff members to:

  • Expertly navigate all payment portals and practice software
  • Explain to pet parents how to administer medications
  • Have elite customer service skills to handle questions and concerns autonomously
  • Have some “sales” tact to guarantee appointment conversion (essentially, you want to make sure that everyone on the appointment list makes their appointment and you aren’t left with a day full of cancellations)
  • Follow up with clients to ensure that they are following the correct course of treatment with their pet

Last–and most importantly–it is critical to develop a leadership culture among your employees. You simply can’t afford to be interrupted during an important surgery to answer an office-related question. At the same time, you can’t afford to leave clients waiting in frustration at the front desk. By modeling and cultivating leadership qualities in your staff, you guarantee that everyone in the office will take the initiative to take the most professional action in all circumstances.

Leverage Technology as Much as Possible

Many veterinary offices are already using technology to some degree to help manage office and administrative tasks. For example, online client portals can help take some of the scheduling and data entry stresses away from your office staff. At the same time, prescription management software can streamline the way that customers access and refill their pets’ medications. But there are some even more innovative technologies that can add efficiency to a veterinary office.

A grey schnauzer on an exam table with someone holding him while a veterinarian takes notes

For instance, trackable GPS devices can be used for far more than locating a lost pet. Some devices also transmit information such as heart rate, body temperature, pH levels, respiration rate, oxygen levels, and sleep cycles. This information can be invaluable to veterinarians, allowing them to better identify, diagnose, and treat potential problems. This efficiency reduces the time spent per patient, allowing you to book more appointments and increase overall profitability.

And we’d be remiss to not mention VETgirl as an online veterinary continuing education resource for your ENTIRE veterinary team… it’s a cost effective way of offering continuous learning to ALL your team members, including your veterinary technicians, CSR, and front desk staff/tech assistants who may not have a CE budget!

Lastly, consider the technology – telemedicine/telehealth! Telehealth is making waves in human medicine, it is lagging somewhat in vet sciences. Like GPS technology, the convenience of telehealth can allow you to see more patients per hour. However, it also has the potential to appeal to a demographic of pet owners who have been skipping out on vet visits. Some of the most common reasons that pet parents neglect going to the vet include:

  • Their pet doesn’t travel well/gets sick in the car
  • Their pet is poorly socialized, and bringing them around other pets will elevate stress
  • They don’t want to expose their pet to other sick animals

Telehealth visits help pet owners avoid these unsavory conditions, creating the possibility that your practice will see an uptick in business with expanded telehealth offerings.

Have a Top Notch Shadowing Program

Ask a kid what they want to be when they grow up, and there is a strong possibility that “veterinarian” will be the response. In fact, recent data reveals that veterinarian was #3 on kids’ list of dream jobs, behind only doctor and teacher.

So where is the disconnect? Why are so many veterinary offices notoriously short-staffed?

In many cases, young people do not realize that the opportunity is as big as their dream.
A male technician holding a beagle on the exam room table for a female examining the dog.

Therefore, a great way to attract motivated people to your practice is by establishing a top-notch veterinary job shadowing program. Market this program at schools and universities, letting kids know that there is a real opportunity to learn from a licensed veterinarian while also getting entry-level work experience that will be a major boost to their resume for a career in the field.

From your end, a shadowing program gives your practice a foot in the door with some of the most motivated, passionate talent in the field, with the possibility of creating a long-term relationship with those trainees that impress.

Get Creative To Add Efficiency To Your Veterinary Office

Staffing issues are plaguing many sectors of society in 2023, but veterinary medicine is one area where the problem is felt most acutely. To help solve staffing challenges and add efficiency to your office, consider adding a shadowing program, leveraging innovative technologies, and cross-training employees to handle multiple roles and watch your practice flourish in 2023!

Kathryn Goodwin is a devoted animal lover and an ardent volunteer at the El Paso Animal Shelter. Her deep passion for animal welfare has led her to dedicate her time and writing efforts to educating others on how they can give back to the animals in their communities.

Please note the opinions and views of this author and not directly or indirectly endorsed by VETgirl.

Only VETgirl members can leave comments. Sign In or Join VETgirl now!