Once you have a short list of software platforms you’re considering, you’ll want to dive further into each to determine best fit for your specific workflow. Demos are extremely valuable in that respect because you can actually see how the software works. However, if you haven’t prepared in advance, aren’t asking the right questions during the demo, and don’t take a few extra steps when it’s done, you may not be capturing its full value.
Pre-Demo Preparation
Pre-demo preparation is important to make sure you get the most out of the demo. You want to have the right people there, understand the pain points with your current software, and have a firm grasp of the key items that would make your practice run more efficiently. Here are a few points to help your pre-demo preparation:
- Invite the Key Stakeholders. Ensure all decision-makers and influencers can be present for the demo, including the veterinarian, the practice manager, any head technicians, and of course, your front-desk staff.
- Identify Pain Points. Understand any frustrations with your current software. What issues must be resolved? What are the deal-breakers for the new software? Agree on these pain points with all stakeholders beforehand.
- Evaluate Current Software. Encourage the team to gather a list of pros and cons for your current system. What do they love? What needs improvement? Every practice has unique workflows, so it’s important to focus on your specific needs.
Key Questions to Ask During the Demo
You want to do more than just listen during the demo. You want to ask the right questions, especially those focused on how the software can save time and improve your workflow. Here are a few areas and corresponding questions that will help you determine if the software is the right fit for your practice:
- Efficiency. Increasing efficiency is generally a top concern for practices.
How can the software help the practice save time across common workflows, including check-in, completing medical records, check-out, invoicing, and payment processing? - Workflow Compatibility.
Confirm that the software supports seamless communication and data flow within your current systems. How well does the software integrate with your existing technology tools and laboratory equipment? - Client Communication.
Easy communications keeps practices running efficiently. How easy is it to communicate with clients?Can you leverage features such as email, two-way texting, and sending documents such as proof of vaccinations electronically? - Reporting Capabilities.
Efficient reporting is vital for keeping your practice on track. Complete and accurate reports help to identify challenges and determine appropriate solutions quickly. How easily can essential reports, such as P&L statements and profitability analyses, be generated? If special reports are needed, can they be set up once and then easily run at regular intervals in the future? - Additional Time-Saving Features.
Most practices need to find as many minutes throughout the day as possible. Does the software offer features such as converting estimates to invoices and creating invoices directly from medical records and inventory? - Data Security.
With patient data and financial information at stake, data security is always non-negotiable. How is security maintained? Does it comply with industry standards for data protection? Do you offer strong encryption, regular backups, and quick recovery solutions? - Contract Terms.
Understanding these terms will help avoid future surprises. Make sure the contract reflects your practice’s expectations both today and in the future. Here are several things to review and consider:- How long is the contract?
- What are the cancellation policies?
- Who owns the data?
- What are the terms of service?
- What is the pricing model?
- Are there additional charges for more users, new features, or additional modules?
- Is technical support included, or does it cost extra?
- What kind of support is available? Is there a wait to receive answers, or can answers be found real-time via live chat or phone call?
Post-Demo Steps
After the demo, the next step is to request a free trial of the software. A demo provides a valuable overview, but nothing compares to hands-on experience with the software in your own practice environment. Here are a few reasons why a free trial is so important and how to make the most of it:
- Test Drive the Features. A free trial allows you to explore all the features in real-time, allowing you to assess how well the software aligns with your practice’s specific needs and workflows. You can evaluate its usability, speed, and efficiency across various tasks.
- Identify Potential Issues. During the trial, you can uncover any potential challenges or limitations that weren’t apparent during the demo. This is your chance to see how the software handles day-to-day operations, integrations with existing systems, and any unique aspects of your practice.
- Trial Run with Real Data. Use the free trial to input real patient data and run typical reports. This hands-on experience will give you a clearer picture of how the software performs under the demands of your practice.
- Make an Informed Decision. By trying before you buy, you can ensure that the software not only meets your expectations but also enhances your practice’s efficiency and productivity.
Getting the most from your software demo is the second step in ensuring you choose the right tool for your veterinary practice. Essentially, you want to choose the software that aligns best with your specific workflow. What works for one practice doesn’t necessarily mean it will work for another, and that is exactly what the demo can reveal. By preparing in advance, asking the right questions during the demo, and taking a few extra steps when it’s done, you’re positioning your practice for continued success.