Comprehensive VetNotes Implementation Guide: For Multi-Practice Veterinary Groups

This blog post summarises the learnings & takeaways after successfully implementing VetNotes at a group of seven Veterinary clinics across Sydney. We'll cover both technical aspects and staff training considerations to ensure a smooth integration of VetNotes into your practices.

Intro to VetNotes

VetNotes is an automatic note-taking solution designed specifically for veterinary practices. It records audio during consultations or dictations and automatically generates clinical notes, saving valuable time for Vets. The system integrates with major Practice Management Software (PMS) providers, and VetNotes can write in notes using your existing note templates and style.

Benefits of VetNotes

Implementing VetNotes offers numerous advantages to your practice:

1. Time savings: Veterinarians can focus more on patient care and less on documentation.

2. Improved note quality: Real-time recording captures details that might be forgotten in delayed note-taking.

3. Consistency: VetNotes can use your existing note templates, maintaining consistency across your practice.

4. Seamless integration: Works with major PMS providers, fitting into your existing workflows.

5. Flexibility: Can be used for both in-consultation recording and post-consultation dictation.

Technical Considerations

1. Computer Types and Microphones

The type of computers in your clinic plays a crucial role in how you'll set up VetNotes:

• Desktop computers: These will require a plugged-in microphone for recording.

• Laptops: While built-in microphones can work, we strongly recommend using an external microphone for superior audio quality. This ensures the best possible transcription results.

• Microphone recommendation: Razer Seiren V3 Mini - approx. $99.

• Recording device - recordings can be made from computers, phones & tablets. All recordings will sync to the computer, for easy access.

2. Recording Locations

The physical setup of your consultation rooms will influence how and where recordings are made:

• Aim to position microphones within 1-2 meters of the consultation table. This proximity is crucial for capturing clear audio.

• If this isn't possible, its generally recommended to use a phone or tablet to record the audio.

3. Desktops, servers, thin clients

• Direct login systems: If you access your PMS directly on your computers or through the web, you can use VetNotes through the web browser on the same machine. This is typically the simplest setup.

• Thin client setups: If you use a thin client system, we recommend minimising the thin client window and using VetNotes on the underlying machine's web browser.

• If using VetNotes directly on a thin client is necessary for your workflow, your IT department may need to install an audio driver. This driver allows the thin client to capture audio from the underlying machine, which can then be processed by VetNotes.

• If you encounter persistent issues, don't hesitate to contact VetNotes support. We can provide remote assistance, usually resolving problems within 5-10 minutes.

Technical Implementation Steps

1. Create VetNotes accounts: You have two options here, each with its own benefits:

   • Option 1: One account for the entire clinic

     • Pros: Shared access to all recordings, easier management

     • Cons: Less privacy for individual vets

   • Option 2: Individual accounts for each staff member

     • Pros: Private recordings, personalised settings

     • Cons: Requires logging in and out on shared computers

       
       

2. Set up easy access:

   • Bookmark the VetNotes web app on all clinic computers.

   • Consider creating desktop shortcuts for quick access.

3. Conduct test recordings:

   • Plug in the microphone and ensure the power light is on.

   • Open the VetNotes web app and click the record button.

   • Speak for a few seconds, then stop the recording and wait for the transcription.

   • If no audio is detected, VetNotes will not begin recording. In this case:

     • Check all physical connections

     • Ensure the correct audio input is selected in your computer's settings

     • Verify that any necessary audio drivers are installed and up to date

   • If you encounter persistent issues, don't hesitate to contact VetNotes support. We can provide remote assistance, usually resolving problems within 5-10 minutes.

Staff Training and Adoption Strategies

Generally staff training is the most challenging part of a VetNotes implementation. There are no silver bullets here, however it is made easier by:

• VetNotes is very easy to use

• The benefits for Vets are strong

Suggested process:

1. Introduce VetNotes to your team:

   • Announce the VetNotes trial in a staff meeting.

   • Explain the benefits: time savings, improved note quality, and easier integration with existing workflows.

   • Ask for volunteers to test the system. Often, tech-savvy staff or those who struggle with traditional note-taking make excellent initial testers.

2. Initial trial period:

   • Allow early adopters to use the system for about two weeks.

   • Encourage them to share their experiences with colleagues. Positive feedback from peers can be a powerful motivator for hesitant staff members.

3. Post-trial assessment:

   • After the initial trial, gather feedback from the test group.

   • Assess the implementation and make any necessary tweaks to templates or workflows.

   • Consider making VetNotes part of the clinic's standard operating procedure for consultations.

4. Ongoing support and optimisation:

   • Schedule a check-in with the VetNotes team at any time to discuss feedback and make any necessary adjustments.

   
   

Conclusion

Implementing VetNotes in your veterinary practices can significantly streamline workflows and improve documentation processes. While there may be a short adjustment period, the long-term benefits in time savings and improved patient care are substantial.

Remember, the VetNotes team is always available to provide support and address any questions during your implementation journey. We're committed to helping you make the most of this powerful tool in your veterinary practice.

By following this guide and maintaining open communication with your team, you can ensure a smooth transition to VetNotes and start enjoying its benefits sooner. Here's to more efficient, effective veterinary practices!