Preparing your client and patient information for integration is crucial for ensuring smooth operations and improving client experiences. Here’s why it matters — and how to do it.
Why does “clean” PIMS data matter?
Veterinary practices often leverage third-party solutions to drive efficiencies, improve patient compliance, and enhance client engagement. These solutions draw data directly from the practice management software (PIMS), which means their effectiveness relies entirely on the accuracy and cleanliness of the underlying PIMS data.
When third-party tools pull from specific fields, it is crucial that the information in those fields is specific to its intended use and format. “Dirty” data not only breaks these external tools, but it also harms your internal operations. If you’ve ever heard that saying “garbage in, garbage out,” this is a perfect example.
The internal impact of clean data
Beyond the benefits for third-party tools, maintaining clean PIMS data is vital for internal operations. Accurate client, patient, and service data leads to more reliable internal reports, giving management a true picture of practice performance. This directly improves reminder accuracy, ensuring clients receive critical communications for their pets at the correct time.
Furthermore, clean data supports sound operational decision-making, allowing you to accurately forecast needs, manage inventory, and optimize staffing based on trustworthy metrics.
1. Make sure all fields are used as intended.
Outgoing automated communications will pull data exactly as it looks in the PIMS field. When data fields are used for notes rather than their intended information, automated client communications can fail or contain information you did not intend the client to see.
For example:
| Field | The “dirty” PIMS data | The resulting problem |
| First and last name | First: Pat (Male) Last: Larson |
Your client will receive an email with “Hello Pat (Male)” as the opening line. |
| Patient name | Roobie (aggressive) | Your client will receive an email or text saying “Roobie (aggressive) is due for vaccines…” |
| Email address | [email protected] or [email protected] | No email will be sent to either address. |
| Phone number | 555-123-0987 or 555-123-9876 | No text will be sent to either number (only 1 phone number can be used) |
Other common formatting issues:
- Extra spaces, periods, or random characters before or after the data
- Mistyped domains (gnail.com instead of gmail.com, or mixing up .net and .com)
- Using a capital O instead of a zero (0), or a capital I instead of a lowercase l
- Transposed letters ([email protected] instead of [email protected])
- Using ALL CAPS
2. Prune your patient and client database
- Deactivate patient accounts for litters after they have completed their puppy/kitten series.
- Deactivate clients that haven’t visited the practice in more than 5 years. Their reminders are likely expired, and keeping them active needlessly exports them into third-party databases.
- Tip: Check with your PIMS provider as they may have an automated tool that can do a mass deactivation.
- Mark deceased pets appropriately. Ensure patient statuses are updated immediately to prevent sending sensitive automated reminders to grieving owners.
- Mark re-homed pets appropriately. A client could receive an email for a pet they no longer own.
3. Prevent and eliminate duplicate accounts
- Before adding a new record, make sure to first search for the patient or client using multiple methods, such as a common shortening of a name, any known additional phone numbers or email addresses, looking at records marked inactive, etc.
- Merge duplicate accounts immediately using your PIMS tools.
- Encourage pet owners to consistently use the same email address for all services — especially for families where multiple people are caregivers for their pets.
4. Keep that PIMS data sparkling
Once your PIMS data is clean, make sure to set up a recurring task to audit your PIMS data for accurate information and duplicate accounts. Monthly audits are ideal, but even every 3 months will make a difference in keeping your automated client communications smooth.
The benefits of clean PIMS data
Once your PIMS data is clean and you have a system in place for keeping it that way, you’ll ensure that your integrations are running more smoothly and your clients are receiving accurate communications without any faux pas.
You’ll notice improvements in other areas of operations, too: accurately forecasting needs, managing inventory, and optimizing staffing based on more trustworthy metrics.
Vetsource securely integrates with most PIMS, including writeback. Get in touch to talk about your practice’s goals and how Vetsource can support them.
If you’re a Vetsource customer and want to explore integration for your practice, fill out the form and we’ll follow up.
