Veterinary PIMS: What it is and how it works 

The acronym PIMS stands for practice information management system. A PIMS serves as the digital hub for a veterinary practice, managing nearly every aspect of daily operations, including:

• Appointment scheduling
• Appointment reminders
• Medical records (e.g., physical exam findings, lab results, treatments administered)
• Client invoicing
• Payment tracking
• Inventory management
• Client communication (including telehealth)

A PIMS veterinary software solution keeps your practice’s information in one place, reducing the need for multiple standalone tools. Instead of relying on separate scheduling software, paper medical records, and inventory spreadsheets, a veterinary PIMS allows a practice to achieve all of these goals via a single, unified platform.

Who uses a vet PIMS?

Veterinarians and veterinary technicians may use a PIMS throughout the day to access patient histories, document exams, create treatment plans, and manage prescriptions. Veterinary assistants and reception or client service teams also interact with the system for tasks such as scheduling appointments, updating client information, and coordinating communications.

Practice managers often use a veterinary PIMS more broadly to oversee workflows, reporting, inventory, and other aspects of practice operations. In practices with boarding services, kennel attendants may use the system to access relevant patient and scheduling information, while multi-location practices can use a PIMS to coordinate information and workflows across locations.

Veterinary PIMS software typically includes a variety of features to help your practice function effectively and efficiently.

Medical records. A pet patient’s medical record within the PIMS includes preventive care, test results, physical exam findings, and client communication. The complete patient history is stored within the PIMS, and new information — including exam findings and test results — is added as care is delivered. In many cases, the PIMS integrates with other tools, such as in-house laboratory equipment, reference laboratories, and online pharmacies to facilitate recordkeeping. Many veterinary PIMS platforms also integrate with diagnostic imaging systems, payment processing solutions, and client communication tools, reducing manual data entry while keeping information synchronized across your practice’s software.

Appointment scheduling and reminders. When a client calls to schedule an appointment, your client service representative will use the PIMS to view available openings and schedule the client’s visit. Once an appointment is scheduled, your PIMS can automatically send appointment reminders via email or text messaging. This saves time for your front desk team while helping reduce missed appointments.

Invoicing and payment processing. As your team provides care, all services are entered into the PIMS. This not only keeps the medical record up to date, but it also allows the simultaneous creation of the client invoice. This reduces the likelihood of missed charges, making it easier to present treatment plans and associated costs to the client for approval. Once services are completed and finalized, payment is processed and logged through the PIMS.

Inventory management. Instead of manually counting items in your practice inventory, a veterinary PIMS can log items as they are received and dispensed. (Each time you invoice for a splint, dispense a medication, or administer a vaccine, that item can be automatically deducted from your practice inventory.) This allows the PIMS to notify the practice’s inventory manager when a product is running low, making it easier to reorder products before they run out.

Client communication. In addition to automated reminders, many PIMS for veterinary clinics support two-way messaging and online appointment booking. Modern veterinary PIMS platforms may also offer seamless integration with telehealth platforms, if your practice chooses to offer telehealth services.

Financial reports. You can use the PIMS to track key performance indicators (KPIs), generate a profit/loss statement, and monitor trends in client visits. Easy access to this information allows you to monitor your practice’s financial performance and respond quickly to potential threats or changes.

AI automated workflows. Many modern PIMS platforms also include AI-assisted workflows that help reduce administrative work and free up more time for patient care. AI features may include ambient listening, transcription, editable SOAP notes, charge capture assistance, clinical decision support, and pre- and post-visit summaries. These features can offer significant time savings in a busy practice.

How it works in a typical workflow

Consider a common patient visit in small animal general practice: a canine patient presents for an annual wellness exam and vaccinations. The workflow for the visit may look like this:

1. The client schedules their pet’s appointment using the PIMS online scheduler, and the appointment appears in the practice’s schedule.
2. The PIMS automatically generates and sends appointment reminders, according to the reminder schedule set by the practice manager.
3. The client and pet arrive for their appointment, and the receptionist uses the PIMs to check in the patient for their visit.
4. The veterinary technician reviews the patient’s history, determining what services are needed and whether the pet has any ongoing medical concerns
5. The veterinary technician generates a preliminary treatment plan, based on preventive care services that are due for the patient (vaccines, diagnostic tests, preventives, etc.).
6. The veterinary technician speaks with the client and performs an initial triage exam, documenting the patient’s weight, recent medical history, and any client concerns in the PIMS.
7. The veterinary technician updates the patient’s treatment plan to include any additional recommended services (for example, an ear cytology if the client reports that their dog has been scratching at their ear) and obtains the client’s approval.
8. The veterinary technician collects diagnostic samples and performs the tests, using laboratory devices integrated with the PIMS.
9. The veterinarian reviews the patient’s medical history, preventive care schedule, and diagnostic test results in the PIMS.
10. The veterinarian speaks with the client and performs a thorough physical exam, then enters their exam findings in the PIMS using an AI-assisted scribe feature.
11. The veterinarian or veterinary technician reviews the record for completeness, ensuring that all tests and treatments are documented and accurately captured on the invoice.
12. The receptionist processes charges and payment using the PIMS.

While the exact workflow may vary based on practice preferences and the type of patient visit, this workflow is typical for most outpatient veterinary visits.

There are two main types of PIMS: on-premises and cloud-based veterinary practice management software.

An on-premises (or server-based) PIMS means the software is installed on the clinic’s computers and a central server within the veterinary practice. All of the practice information is stored within the building. An on-premises PIMS gives the practice full control over data security, and it does not require an internet connection. However, an on-premises PIMS is typically more expensive to set up, requires in-house or contracted IT support, and requires manual backups to be performed on a regular basis.

In contrast, a cloud-based PIMS is hosted on the PIMS provider’s servers. It can be accessed from any internet-connected computer or mobile device, allowing veterinarians and staff to review schedules, patient records, and other practice information even when they are away from the clinic. All updates, backups, and system maintenance are handled by the vendor, reducing the need for dedicated in-house IT support. A cloud-based PIMS is typically less expensive to set up, although it comes with ongoing subscription costs. Many vendors also offer data migration services that help preserve historical patient records and practice data, reducing the burden of switching to a new PIMS. (For more information, see the Total Cost of Ownership for Veterinary Software.)

Even with migration support, switching to a cloud-based PIMS can feel daunting. Staff training and workflow adjustments naturally raise questions, and a vendor with strong onboarding support can help ensure a smooth transition.

Choosing the right vet PIMS requires first considering your practice’s needs. A solo general practitioner, for example, will have different priorities and considerations than a large, multi-location practice. Defining your priorities upfront will help you evaluate which PIMS veterinary solution is the right fit for your team. As you compare options, it’s also worth considering how well each platform can support future growth, whether that means adding providers, expanding services, or opening additional locations.

Next, evaluate each PIMS and its vendor based on factors such as:

• Ease of training/use
• Integration with existing lab/diagnostic equipment
• Onboarding process
• Quality of customer support
• Cost of ownership (subscription fees plus implementation, training, and/or migration costs)

After narrowing your options, request a demo. This demo should include the practice manager, the practice owner (if applicable), a lead veterinarian, and a lead veterinary technician. Including representatives from across the practice helps ensure the selected PIMS meets the needs of the entire veterinary team.

A modern PIMS can have a meaningful impact on your practice’s financial performance. While the benefits are wide-ranging, two areas often deliver the greatest value: improving charge capture and providing visibility into KPIs.

One of the biggest financial advantages of a PIMS is improved charge capture. In many practices, missed charges for services like fecal exams, injections, blood draws, and recheck exams can add up to significant revenue loss. By automatically adding charges to the invoice as services are documented in the patient’s medical record, a PIMS helps reduce billing errors and capture more of the revenue your practice has earned.

A PIMS also gives your practice greater visibility into KPIs, such as cost of goods sold, recheck compliance, new client counts, and average client transaction. Monitoring these metrics and responding proactively can help improve financial performance over time.

Covetrus Pulse is a cloud-based, all-in-one veterinary practice management system built for modern practices, bringing billing, pharmacy, inventory, and client engagement tools into one seamless hub — so your team doesn’t have to juggle disconnected tools and systems.

Covetrus® AI comes built into Pulse, handling everything from pre-visit prep to post-visit summaries so your team can hand off the paperwork. Practices using Pulse report getting 6 hours back per veterinarian every week* — time that goes straight back to patients.