The CoVet veterinary practice efficiency playbook
- CoVet
- Sep 17
- 14 min read
Updated: Oct 22
An analysis of 4.2 million clinical visits shows inefficient practices lose 8-15 minutes per appointment compared to high-performing peers. These problems are common, but they're not normal.
Documentation bottlenecks, fragmented communication, and duplicated work create the biggest efficiency drains. When DVMs reconstruct visits from memory hours later, when information gets entered multiple times, when unclear roles create constant handoffs, these workflow problems compound throughout your day.
At CoVet, we've analyzed workflows across hundreds of veterinary teams and identified four efficiency archetypes plus a 90-day implementation playbook that creates measurable improvements. This framework helps you diagnose where your practice sits today, then provides targeted strategies for your specific bottlenecks.
Real veterinary efficiency starts with fixing workflow foundations, then adding supportive technology like veterinary dictation software and SOAP note automation.
Ready to fix the bottlenecks that slow your team down?
Why surface-level efficiency fixes create more problems than they solve
Most practices add cloud-based software or AI-powered scheduling tools without fixing underlying workflows. Layering new tools onto broken processes multiplies complexity instead of reducing it. Your team learns multiple systems that don't communicate, creating frustration that undermines efficiency gains.
Fix the foundation first, then add technology that enhances rather than complicates existing workflows.
How incomplete documentation creates cascading inefficiencies throughout your practice
Real-time documentation eliminates the cascade entirely. Instead of reconstructing patient histories from memory, veterinary dictation software captures complete medical record-keeping as you examine the patient.
The accuracy concern is understandable - we're trained to be precise. But according to our conversations with CoVet users, vets consistently report their records become more comprehensive and accurate than manual notes written hours later from memory. The AI captures details you might forget, structures them consistently, and ensures nothing gets missed.
When documentation happens during the appointment, your team has complete information for follow-up calls, insurance claims process correctly the first time, and colleagues can provide continuity of care without detective work.
Multi-pet vet records become particularly powerful when captured in real time, as complex family histories remain intact and accessible when you need them most.
The hidden cost of unclear team roles in veterinary practices
Have you ever calculated exactly how much inefficiency costs your clinic? We did the math, and it was shocking. Looking at the 8-15 minutes mentioned above, for a clinic seeing 25 appointments daily, that's 3-6 hours of lost productivity every single day.
At an average revenue of $180 per appointment, unclear task ownership costs your practice $32,400-$67,500 annually in lost appointment slots alone. Add phone communications delays, appointment scheduling confusion, and duplicate work, and the real cost approaches six figures.
The solution isn't complex role charts. Clear task ownership with efficient tools transforms workflows. When PMS integration automates data flow between systems, your team stops duplicating work. Your technician handles client education while the DVM focuses on diagnosis - everyone operates in their expertise zone.
Related article: Which veterinary conferences should you attend in 2026? A role-based comparison.
The four stages of veterinary practice efficiency (and how to progress between them)
Dr. Mike Mossop, CoVet's co-founder, spent over a decade in veterinary practice watching clinics struggle with the same efficiency patterns. After analyzing hundreds of practices, he identified four distinct operational stages that predict how clinics handle workflow challenges.
Most practices fall into predictable efficiency categories. Research on veterinary AI adoption involving 3,968 professionals confirms that technology adoption correlates with efficiency gains, but only when matched to your current operational stage.
Use this framework to diagnose where your clinic sits today, then target specific improvements instead of generic solutions. Firefighter clinics need immediate relief from documentation chaos. Juggler practices need better team productivity through integrated systems. Builder clinics require standardized workflows that support client communication.
Innovator practices focus on predictive optimization through their practice management system.
The progression requires deliberate strategy, but practices that advance systematically report measurable improvements in both operational metrics and team satisfaction.
Stage 1 - The firefighter: when every day feels like crisis management
Firefighter clinics operate in constant reactive mode. Your team puts out one emergency after another while documentation piles up, staffing shortages force everyone to work outside their roles, and basic protocols get skipped when things get hectic.
The core problem isn't lack of systems - it's that existing workflows break down under pressure. When your DVM finishes a difficult case at 6 PM, the last thing they want to do is spend another hour writing notes. But delayed documentation creates tomorrow's crisis when the patient returns and no one remembers the treatment details.
Quick wins: Start with real-time documentation using SOAP note automation. When notes happen during the exam, you eliminate after-hours catch-up entirely. Add automated reminders for critical protocols that tend to get missed during busy periods.
Bridge to next stage: Implement customizable SOAP notes that adapt to your most common case types. This creates documentation stability that holds even when staffing shortages force role flexibility.
Big win: Same-day note completion becomes your foundation. No more staying late to reconstruct patient visits from memory, freeing your team's energy for actual patient care instead of administrative recovery.
Stage 2 - The juggler: when systems exist but don't communicate
Juggler practices have individual systems that work well in isolation, but data gets duplicated, roles misalign, and communication silos slow operations. You might have excellent scheduling software and a robust PMS, but your team enters the same information multiple times because nothing talks to each other.
The core issue is information flow. When documentation lives separately from billing, and client communications require manual data transfer, staff retention becomes challenging as employees get frustrated by inefficient workflows that make their jobs harder than necessary.
Quick wins: Implement integrated charge capture that connects documentation to billing using integrated inventory systems. Create standardized handoff checklists between shifts and shared digital task lists everyone can access. This eliminates the "I thought you handled that" confusion.
Bridge to next stage: Deploy PMS integration that eliminates duplicate data entry and creates single sources of truth. When entering patient information once populates all necessary systems, your workflow optimization foundation is set.
Big win: Seamless information flow where data entry happens once and propagates everywhere needed. Your team stops playing information telephone, and one-click billing processes eliminate the documentation-to-revenue gap that slows cash flow.
Stage 3 - The builder: when you're ready for systematic workflow optimization
Builder practices have solid operational foundations but recognize inefficiencies that prevent scaling. You've mastered basic workflows, but need systematic approaches to maximize team utilization and standardize excellence across all procedures.
Even well-organized practices face burnout when growth outpaces workflow refinement. Without flexible working models that adapt to varying patient loads, your team hits capacity walls that stress even experienced staff.
Quick wins: Implement skill-based task delegation protocols and standardized templates for common procedures using digital forms. Create measurement systems that track key efficiency metrics including process mapping to identify bottlenecks before they become problems.
Bridge to next stage: Develop tiered responsibility systems where team members operate at their highest skill level. Veterinary SOAP note template consistency transforms good practices into excellent ones by ensuring every case follows proven protocols. Apply lean principles to eliminate waste in workflow design.
Big win: Predictable, high-quality workflows that new team members can quickly master while experienced staff execute efficiently. Your practice becomes a training ground that attracts talent instead of burning through it.
Stage 4 - The innovator: how efficiency leaders maintain competitive advantage
Innovator practices already operate efficiently but continuously refine their edge. These clinics focus on innovation, predictive optimization, and setting industry standards. They adapt to changing client expectations while managing value-based pricing models to optimize revenue.
According to research on emergency and specialty hospitals, 75% report positive efficiency gains with new technology adoption. These practices use telemedicine platforms not just for convenience, but for predictive scheduling optimization that prevents bottlenecks before they occur.
Quick wins: Implement AI-powered workflow suggestions that identify improvement opportunities before they become problems. Use advanced analytics to predict peak appointment times and staff accordingly.
Bridge to sustained excellence: Deploy advanced features like AI-powered visit summarization and proactive pre-appointment insights. AI in veterinary medicine enables these practices to stay ahead of industry changes while maintaining operational momentum.
Big win: Becoming the practice other clinics study and emulate, while maintaining flexibility to adapt quickly to industry changes. Your competitive advantage becomes self-reinforcing as efficiency attracts both talent and clients.
The efficiency implementation playbook: your 90-day transformation recipe
This playbook provides specific steps, timelines, and measurable milestones for any practice to achieve sustainable workflow efficiency improvements. Follow this systematic approach to reduce after-hours documentation by 50% and dramatically reduce duplicate administrative work across your team.
Each phase builds on the previous one: immediate wins and measurement (weeks 1-2), sustainable processes (weeks 3-6), and advanced automation (weeks 7-12). The approach adapts to your current stage - Firefighter clinics focus on documentation stability while Builder practices emphasize systematic optimization.
Week 1-2: Establishing your efficiency baseline and quick wins
Day 1-3: Measure what's actually happening
Time how long each DVM spends on notes after appointments end
Count how many times patient information gets entered into different systems
Track appointment scheduling delays longer than 2 minutes
Note which tasks get passed between team members multiple times
Day 4-7: Pick one documentation pilot
Choose your most tech-comfortable DVM to test real-time note capture for one week
Have them dictate findings during exams instead of writing later
Compare their after-hours documentation time to baseline measurements
Day 8-14: Fix the obvious duplications
Map who currently handles client callbacks, insurance forms, and appointment confirmations
Assign clear ownership - one person per task type
Set up cloud-based veterinary software to track these assignments
Stop the "I thought you were doing that" conversations
Week 2 target: Cut after-hours note time in half for your pilot DVM and reduce task handoff confusion by having clear owners for routine communications.
Week 3-6: Building systematic workflows that stick
Week 3: Stop the morning scramble
Institute 10-minute morning huddles to review overnight cases and day's priorities
Create a shared digital task list that everyone can see and update
Assign one person to manage client callback scheduling instead of random whoever-answers-the-phone
Use cloud-based software to track which tasks are actually getting completed
Week 4: Fix handoff disasters
Write down what information the next shift actually needs (not everything, just essentials)
Create standard templates for common handoffs: surgical recoveries, ongoing treatments, client concerns
Train your team to update digital records immediately, not "when I have time"
Week 5-6: Make delegation stick
Give technicians ownership of client education calls and follow-up scheduling
Let reception handle appointment confirmations and routine questions
Stop DVMs from doing tasks others can handle - this takes discipline
Track team productivity improvements by measuring who's doing what
Week 6 target: Morning chaos turns into organized starts, handoffs happen without information loss, and team members work in their skill zones instead of overlapping on everything.
Week 7-12: Advanced integration and measurement systems
Week 7-8: Connect your systems
Implement full PMS integration so completing a SOAP note automatically updates billing and schedules follow-ups
Set up ai-powered scheduling tools to predict busy periods and suggest optimal staffing
Create automated charge capture that links procedures to billing without manual entry
Test the integration with a few cases before rolling out clinic-wide
Week 9-10: Build efficiency metrics that matter
Track average appointment completion time, not just how many you see
Measure charge capture accuracy - are you billing for everything you do?
Monitor staff overtime hours as an efficiency indicator
Set up automated reports so you see trends without manual data gathering
Week 11-12: Create advancement pathways
Establish efficiency tiers within roles - senior technicians handle complex cases, newer staff focus on routine tasks
Build internal training programs that help staff advance their delegation skills
Document your improved workflows so new hires can learn them quickly
Week 12 target: Your systems talk to each other seamlessly, you have data that predicts problems before they happen, and your team has clear paths to advance their skills within efficient workflows.
How documentation automation eliminates the biggest workflow bottlenecks
Documentation delays create the biggest operational bottlenecks in most practices. From our experience working with hundreds of veterinarians, we've seen how real-time capture solves multiple efficiency challenges simultaneously while actually improving record quality.
The accuracy concern comes up constantly - will AI documentation be as good as what I write myself? What we consistently hear from veterinarians using tools like CoVet is that their records become more comprehensive than what they'd write hours later from memory. You can focus completely on the patient while speaking observations aloud, and the system structures everything into proper SOAP format automatically.
For complex cases with multiple pets in the same family, real-time dictation captures those relationship details during the exam when they're most relevant. Six months later when the second dog comes in, you have complete family medical context without reconstructing histories from scattered notes.
The compliance benefits matter too. Veterinary medical record laws require complete, timely documentation. Real-time capture ensures you meet requirements while details are fresh, not reconstructed from memory during after-hours catch-up sessions.
This approach creates ripple effects - billing accuracy, team communication, and client satisfaction all improve when documentation happens in real time.
Measuring progress with metrics that actually predict success
We listed metrics to help you better understand how your clinic is operating.
Clinical workflow metrics
Metric | Definition (What it measures) | How to Measure (Calculation/Tracking) | 2023–25 Benchmark (Industry Standard) |
Appointments per Veterinarian per Day (Throughput) | Average number of patient appointments or consultations one full-time veterinarian handles per working day. A higher number indicates greater clinical throughput (efficiency), while too high could risk quality. | Track total completed appointments in a period and divide by number of FTE veterinarians and days worked. Can be measured daily or averaged weekly/monthly. | ~13–14 appointments/day per vet on average (companion animal practice, 2024). High-efficiency clinics see significantly more – up to ~75% more patients per vet than low-efficiency clinics (indicative of bottleneck reductions). |
Appointment Booking Lead Time (Days to Next Available) | How long clients must wait for a non-emergency appointment, reflecting access and scheduling efficiency. Shorter lead times mean clients can be seen sooner (better service and workflow). | Calculate the number of days between a client’s appointment request (or current date) and the next open appointment slot. Often tracked as “3rd next available appointment” in days. | ≤7 days for majority of clients. In late 2023, 60% of pet owners got vet appointments within 3 days; 76% within 1 week. Only ~6% waited ≥3 weeks. Clinics should strive to keep routine appointment wait under one week. |
No-Show/Cancellation Rate (% of appointments) | The percentage of scheduled appointments where the client fails to show up (or cancels last-minute). High no-show rates indicate inefficiencies (lost time) and potential client communication issues. Reducing this improves utilization. | Calculate as: (Number of no-show or same-day canceled appointments ÷ Total booked appointments) × 100. Track monthly. Use appointment reminders or deposits to mitigate. | ~11% of veterinary appointments on average are no-shows. (AAHA data). Top-performing clinics aim to cut this down with reminders and deposits (e.g. to single digits). A 30% reduction in call volume from online booking also helped reduce no-shows in one case. |
Documentation & record-keeping metrics
Metric | Definition (What it measures) | How to Measure (Calculation/Tracking) | 2023–25 Benchmark (Industry Standard) |
Missed Charge Rate (% of unbilled services) | Proportion of services or products provided that are not captured on the invoice (due to documentation or billing omissions). A direct indicator of documentation completeness and revenue leakage. Lower is better. | Perform periodic audits of medical records vs. invoices. Calculate: (Unbilled or missed charges identified ÷ Total charges that should have been billed) × 100. Can also track revenue capture by comparing expected vs. actual billing for cases. | 5–10% of charges missed on average. (AAHA reports ~17% of lab tests not billed.) Well-managed practices strive for near 0% missed charges by using checklists and audits. Each 1% of missed charges can significantly reduce revenue (e.g. 5–10% lost income). |
Client experience metrics
Metric | Definition (What it measures) | How to Measure (Calculation/Tracking) | 2023–25 Benchmark (Industry Standard) |
Client Wait Time for Appointment (Access Delay) | How long clients wait between requesting an appointment and actually seeing the veterinarian (for non-emergency visits). It reflects service accessibility and directly impacts client satisfaction. Shorter is better. | Measure the days from appointment booking to the appointment date (for routine visits). Alternatively, track the “3rd next available appointment” in days for a more standardized access measure. | Most clients seen within 1 week. In 2023, 76% of pet owners got routine appointments in <7 days (60% within 3 days). Same-day appointments were available for ~20% of clients. Keeping this wait under one week is considered good, as pandemic-era backlogs have largely eased. |
New Client Rate (% of total visits) | The proportion of veterinary visits or invoices that come from new clients (or patients) as opposed to existing clients. Indicates practice growth and marketing effectiveness. A balanced inflow of new clients sustains growth, but if very high, could signal churn of existing clients. | Calculate: (Number of new-client visits in period ÷ Total visits in period) × 100. Alternatively track new client count per month and its YoY growth. | ~10–12% of visits are by new patients on average. (In mid-2023, ~12% of visits were new patients.) New client growth had slowed in 2023 (e.g., new visits down ~1–2% YoY), so practices target at least modest positive new-client growth (e.g. +5% annually) to expand their client base. |
Average Visits per Patient per Year (Client Compliance) | The average number of times a pet (or client) visits the clinic annually. Gauges client compliance with recommended preventive care and loyalty. Higher visit frequency (e.g., for exams, follow-ups) can indicate better compliance and retention, up to a point. | Calculate total number of patient visits in a year divided by number of active patients. Can also be segmented by patient type (canine/feline) or by client. (Active patients are those seen in the last 12–18 months.) | ~2.4 visits per patient/year in companion animals. (2023 data showed ~2.39 average visits/patient/year, slightly declining due to clients spacing out visits.) Aim to maintain or increase this by emphasizing preventive care. (For example, an AAHA-accredited practice might target 2 wellness visits per year for seniors.) |
Client Satisfaction/NPS (survey score) | Clients’ satisfaction with the clinic’s service, often measured via Net Promoter Score (willingness to recommend) or surveys. High satisfaction can lead to better retention and word-of-mouth. | Collect post-visit surveys or NPS questionnaires. Calculate NPS by % promoters minus % detractors. Track average ratings (e.g. 1–5 stars) from online reviews as well. | High – Veterinary services often see high satisfaction; e.g., ~80%+ of pet owners report trust and positive experiences with their vet. (Exact scores vary; many clinics have NPS in the 70–80 range, considered excellent.) The key is to monitor trends and address drivers of any negative feedback (long waits, costs, etc.). |
Sustaining veterinary efficiency gains while adapting to growth and change
Maintaining improvements over time requires building resilience into your workflows rather than relying on perfect conditions. Common pitfalls include reverting to old habits during busy periods and losing efficiency gains when staff turnover disrupts established processes.
The key is creating systems that survive transitions. Sustainable efficiency actually prevents the chaos that leads to veterinary burnout - when documentation happens in real time and medical record-keeping stays consistent, your team avoids the after-hours scramble that drives talented people away from veterinary medicine.
Building efficiency habits that stick:
Track leading indicators: note completion time (target 80% same-day), charge capture accuracy, appointment scheduling delays, and staff overtime hours
Use standardized workflows that new team members can quickly master
Implement training protocols that make onboarding faster and more consistent
Balance workflow efficiency with emerging client expectations through flexible working models
When to upgrade your systems: Recognize when current solutions no longer match clinic needs. Tools like customizable SOAP notes and veterinary SOAP note templates provide the consistency needed for sustainable growth. Apply process mapping and lean principles to eliminate workflow waste as you scale.
CoVet's integrated platform supports this transformation by enabling rather than complicating efficiency improvements - from real-time documentation to seamless team collaboration.
Ready to fix the bottlenecks that slow your team down?
Frequently asked questions about veterinary workflow efficiency
How long does it typically take to see efficiency improvements after implementing new documentation workflows?
Most practices see initial time savings within the first week of real-time documentation, but sustainable workflow changes take 4-6 weeks to become habitual. The key is consistency during the transition period - reverting to old methods during busy days undermines progress.
Can smaller practices benefit from the same efficiency strategies as larger hospitals?
Absolutely. Smaller practices often see faster implementation since fewer people need to adopt new workflows. The four-stage framework applies regardless of size - a solo practitioner can still be a "Juggler" if their systems don't communicate well.
What's the best way to get veterinary staff to adopt new efficiency tools without resistance?
Start with your most tech-comfortable team member as a pilot. Let them experience the benefits firsthand, then share specific results (time saved, reduced stress) with the rest of the team. Resistance usually stems from fear of change, not opposition to improvement.
How do you maintain quality of care while focusing on operational efficiency?
Efficiency should enhance care quality, not compromise it. Tools like CoVet actually improve the veterinarian-client relationship by enabling eye-to-eye conversation during appointments. Instead of spending the consultation looking at a computer screen while typing, you can focus completely on the client and patient while speaking your observations aloud. The AI handles the documentation in the background.
From our experience working with veterinary teams, we consistently hear that records become more comprehensive than what they'd write manually hours later from memory. Clients also appreciate having their veterinarian's full attention during the exam rather than watching them struggle to examine their pet while taking notes simultaneously.
Better team communication through real-time documentation means fewer missed details during handoffs, and reduced after-hours work prevents the burnout that can affect clinical decision-making the next day.
What are the most common efficiency mistakes that veterinary practices make when trying to improve workflows?
Adding new technology without fixing underlying workflow problems, trying to change everything at once instead of systematic implementation, and focusing on obvious metrics like appointment volume rather than leading indicators like note completion time.