How Availability of Diagnostic Results Impact Veterinary Workflows and How to Adapt

Let's discuss the inevitable— the ever-changing dynamics in your veterinary practice that can impact workflow. A veterinary practice depends on well-oiled processes, but external changes, like a shift in lab result turnaround times, can shake things up. How can practices adapt and optimize in the face of potential change? Here are some practical tips to help you navigate changes without missing a beat.

Understanding Factors That Can Impact Workflow

First things first. Start by mapping out your current workflow. This not only helps everyone understand the "as-is" state, but also may highlight that some team members are doing their own thing rather than sticking to a standard process. Ensuring that everyone is aligned and on the same page is of utmost importance when changes come knocking.

Next, gather your staff or department leaders to dissect the workflow. The goal is to pinpoint the exact areas that changes, such as shifts in results timing, would impact. Knowing this upfront helps you be prepared and prevents unwanted surprises down the line.

Planning the Future Workflow

Once you've got a clear picture of your current workflow and its potential challenges, you can map out the future. Bring your team together for a brainstorming session, starting with an explanation of why the change is happening, how you plan to adapt, and what it means for your practice.

Creating a new workflow should be a collaborative process, and you must encourage your team to give candid, solution-driven feedback. Fostering an environment where everyone feels comfortable sharing their thoughts is important to get a variety of perspectives. This can lead to innovative solutions you may not have considered.

When you have everyone's input, draft a new workflow that is detailed, covers every step, and addresses potential issues. All team members should understand their roles in this new workflow and how their daily tasks will be implemented.

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Implementing and Training

With your new workflow mapped out, the next step is implementation. Start by clearly and concisely documenting the new workflow in your standard operating procedures (SOPs), to serve as a reference as your team adjusts to the new process. Alongside the SOPs, create training materials to help your team understand and adopt the new workflow.

Training sessions are vital. They allow your team to familiarize themselves with the new process in a controlled environment. Role-playing scenarios can be particularly effective—simulating the new workflow allows you to identify and address any potential issues before going live. Training sessions should be thorough, and you should encourage questions because the more prepared your team, the smoother the transition.

Communicating and Proactive Planning

Adjusting your workflow to accommodate changes involves more than internal processes—change could also affect your clients. For example, if your clients typically receive a communication from your practice about test results in the morning following the appointment, you should clearly communicate the new lab results timeline and when they can expect to hear from you. Be sure to include whether this will be via phone or email. This transparency will help manage their expectations and maintain trust.

Resourcing is another critical factor. Do you have adequate staff to workflow adjustments needed during the transition? You may need to adjust work schedules temporarily or hire additional temporary staff.

Continuous improvement and adaptability are the name of the game in veterinary care. By staying flexible and open to feedback, your practice team can navigate changes and continue to thrive. Remember, every adjustment is an opportunity to enhance your workflows and deliver better patient care. Embrace these changes as an opportunity to move you toward a more efficient and resilient practice.

Sarah Rumple
Owner, Chief Creative Officer of Rumpus Writing and Editing

Sarah Rumple is an award-winning veterinary writer and editor. Since 2011, her work has focused on pet health/behavior and veterinary practice management topics. Her clients include individual veterinary practice owners, national corporations, nonprofit associations, media companies, consultants, and others. Learn more at sarahrumple.com.


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