Managing the records generated by each patient is a big part of running a veterinary practice. Between treatment notes, lab reports, consent forms, and billing information, the paperwork piles up fast.
For many veterinary offices, staying on top of it all means working around the limitations of paper-based recordkeeping. More often than not, paper ends up slowing things down, makes it harder to access important information when you need it, and adds unnecessary stress to an already demanding job.
Thankfully, no matter how long your clinic has been relying on paper, there’s an easy way to dig yourself out from underneath the pile.
Digitizing your records makes it easier to manage and access the data that matters most to your clinic and your patients. No matter how many records you’re dealing with, going paperless gives your staff the tools they need to be effective and efficient.
In this article, we’ll take a look at why scanning makes sense for veterinary clinics, what kinds of documents are worth digitizing, and how SecureScan makes the process easy from start to finish.
What Kinds of Records Do Veterinary Offices Typically Scan?
Veterinary practices generate a surprising amount of paperwork. Some records are used during every visit, like intake forms or vaccination records, while others end up buried in storage somewhere until they’re needed again. Over time, these records continue to accumulate, taking up valuable space and slowing things down in an environment where every minute counts.
There are plenty of documents you rely on day to day that can be digitized to save time, free up space, and reduce stress. A few examples include:
- Medical history and treatment notes
- Vaccination records and certificates
- Client intake forms and consent paperwork
- Lab test results and surgical reports
- Prescriptions and medication logs
- Billing records and insurance paperwork
- X-rays, ultrasounds, and other imaging files
- Employee files, HR paperwork, and payroll documents
Scanning these records makes it easier to find what you need, whether you’re at the front desk or in the examination room. It also helps reduce clutter, makes file sharing simpler, and gives you peace of mind knowing your records are backed up and protected.
Why More Veterinary Clinics Are Making the Switch
The decision to go paperless usually starts with a problem: too many files, not enough space, and a recordkeeping system that just isn’t cutting it anymore. When paper starts getting in the way instead of helping you, it becomes clear that something needs to change.
For some veterinary practices, it’s more about convenience than anything else. Searching through folders and filing cabinets during a busy workday takes time you don’t have, and trying to keep up with the paperwork can leave your staff feeling overwhelmed. For others, it’s a small part of a bigger change. Whether its preparing to upgrade to new software, moving to a new location, or even get the clinic ready for a future sale, going digital makes things easier to manage across the board.
It also improves the experience for your clients. When records are digitized, your team can move more quickly, leading to shorter wait times and smoother appointments. If a patient needs specialized care, files can be shared and reviewed in seconds, leading to faster decisions and better outcomes. Some systems even let you offer clients online access to their pet’s records, so they can check vaccination history or past treatments anytime—no phone call required.
Whatever the reason, switching to electronic recordkeeping is a change that pays off quickly, saving time, reducing clutter, and helping your team work more efficiently from day one.
What To Expect From the Scanning Process
If you’ve never worked with a scanning company before (and most people haven’t), it’s completely normal to have questions about how it works. The good news is that it’s a pretty straightforward process, especially when you work with an experienced team like SecureScan.
It all starts with a one-on-one conversation about your needs. We’ll ask how your records are stored, what types of documents you’re working with, and how you’d like your new digital files organized. Once we understand your current system, we’ll help you build a digital version that fits seamlessly with the way you work today.
When your project begins, our team will come to your clinic to pick up your documents and transport them to our scanning facility. There, we’ll scan and index your records based on your preferences, and organize them for you, so you won’t have to waste time reorganizing things later. Once the scanning is complete, we’ll deliver your digital records in the format of your choice, whether that’s a secure FTP, encrypted thumb drive, or direct upload into your existing document management system.
After that, you decide what happens to the original records. We can return them to you for storage or securely shred them after you’ve had time to review and approve the digital copies, typically 30 days after your project is completed.
How SecureScan Helps Veterinary Clinics Go Paperless
At SecureScan, our team has helped medical practices and veterinary clinics of all shapes and sizes transition to digital recordkeeping, ensuring that sensitive records are handled with care and precision throughout the process.
We understand how important your records are, to your patients, your clients, and the employees who rely on them every day. That’s why we work directly with your team throughout the process to make sure nothing falls through the cracks. Whether you’ve got decades of charts in storage or a back room full of files, we’ll create a plan that fits seamlessly into your daily workflow, one that supports the way you work and helps you achieve your recordkeeping goals.
Our process is HIPAA-compliant, and our staff is trained to properly handle and scan protected health information. While veterinary records aren’t subject to HIPAA regulations, we treat them with the same level of security and discretion, because your clients trust you, and you have placed your trust in us.
When your scanning project is complete, you’ll receive an organized, searchable archive of digital files, delivered in the format of your choice.
If you’re ready to make your recordkeeping easier and more efficient, reach out for a free quote or contact us to speak with one of our scanning specialists today.