Going Paperless in Veterinary Practices: Benefits & Challenges

Key Takeaways

• Paper-based systems slow veterinary teams down, create hidden inefficiencies and increase clinical and operational risk.
• Going paperless improves accuracy, accessibility and collaboration by centralising records and automating everyday workflows.
• The transition comes with some challenges – like cost, data migration, staff adoption and system integration – but each can be managed with the right strategy.
• A structured, phased approach helps clinics digitise confidently while keeping continuity of care and minimising disruption.
• Modern veterinary solutions like Covetrus Ascend streamline documentation, billing, inventory and communication, which can help practices save hours every week.

Paper might feel familiar and reliable, but in a busy veterinary clinic it often becomes the silent culprit behind delays, missing information and frustrated teams. If you’ve ever lost time hunting for a chart, re‑entering handwritten notes or chasing missing consent forms, you’re already feeling the impact.

The good news? Going paperless in your veterinary practice is one of the fastest ways to streamline your workflows, improve patient care, lift your customer experience and reduce administrative stress for your team.

This article will walk you through what ‘going paperless’ means, the challenges you may face and the practical steps to make the transition smooth and sustainable. You’ll also see how modern tools like Covetrus Ascend can help your practice digitise confidently, save hours each week and build a more connected and efficient practice.

6 issues with using paper in veterinary clinics

Paper-based systems have been a part of Australian and New Zealand veterinary practices since they began. However, no matter how well-oiled paper systems can appear, they can create hidden inefficiencies that slow down veterinary teams, increase risk and make it harder to deliver consistent and high‑quality patient care.

According to Vet Practice Magazine, vets lose around 60 minutes every day just on documentation. This works out to an extra five hours a week, or 20 hours a month. And estimates are that the cost of handling a single paper document averages about $4.82 when factoring in labour, storage and processing overhead.

As clinics grow, paper becomes even more difficult to manage. This can lead to bottlenecks, fragmented information and hidden inventory issues. Here are some of the most common challenges that practices face when relying on paper:

1. Disconnected operational systems

Paper records sit outside the digital tools that modern veterinary clinics rely on these days for scheduling, billing, inventory and communications. This means that staff have to manually bridge the gaps between systems by re-entering information, cross-checking details and chasing missing data. Over time, these disconnected workflows create inconsistencies, reduce visibility across the team and make it harder to run a smooth and coordinated operation.

2. Lost or incomplete documentation

Paper-based information like charts can be misplaced, damaged, or accidentally taken home in a team member’s bag. Even when they’re stored correctly, handwritten notes may be incomplete or difficult to interpret. Things like missing consent forms, treatment notes, or diagnostic results introduce clinical risk and slow down decision-making – especially when multiple team members need access to the same information.

3. Workflow bottlenecks and delays

Paper slows down everyday tasks like finding a file, scanning documents, printing forms, or waiting for a colleague to finish writing up a record. These small delays can accumulate, which can create bottlenecks at reception, in consult rooms and during discharge. When clinics are busy, paper-based processes can significantly reduce throughput and increase client wait times. This is bad for the customer experience.

4. Limited accessibility and collaboration

Only one person at a time can use a paper record, and only if they’re physically in the clinic. This makes it difficult for teams to collaborate – especially across multiple locations or when staff work remotely. Paper also holds up real-time access to patient history, which means that veterinary clinicians may make decisions without having the full picture about a patient.

5. Storage, clutter, and rising costs

Paper needs physical storage, like filing cabinets, archive boxes and off-site facilities. As records accumulate, clinics face rising costs, reduced workspace and time-consuming retrieval processes. Paper also increases spending on printing, ink, shredding and secure disposal. All of these add up over the year and impact on the bottom line.

6. Security and compliance risks

Paper records are vulnerable to unauthorised access, loss and environmental damage. They also don’t have audit trails, role-based permissions, and automated backups. In our modern era of increasing regulatory scrutiny and client expectations around data privacy, paper-based systems make it harder to demonstrate compliance and maintain consistent security standards.

Key areas to focus on when implementing a paperless strategy

Moving across to a paperless workflow isn’t just about removing paper – it’s actually about redesigning processes so your clinic becomes more efficient, connected and resilient. If you focus on the right areas at the get-go, you can build momentum, reduce disruption and make sure your team feels confident with the change. Here are the important areas to home in on:

Digital medical records and clinical notes

Digitising patient records will create a more reliable and centralised source of truth about clients and patients. Using structured templates will help improve accuracy and make sure that clinicians can access complete histories instantly. Once your daily workflows are digital, scanning older files becomes a manageable, phased process.

Client forms, consents, and onboarding

Digital forms and e‑signatures can help to streamline registration, admissions and surgical consents. They reduce printing and scanning and automatically store documents in the correct record. This lets clients check and complete paperwork before they arrive, which improves efficiency and lifts the client experience.

Inventory, ordering, and prescription management

Replacing paper stock sheets and handwritten prescriptions with digital tools will improve traceability and reduce errors. Integrated practice management software (PMS) workflows – like those offered by Covetrus Ascend – support automated reminders, accurate inventory levels and compliant digital prescriptions. This will strengthen your practice’s operational consistency.

Scheduling, reminders, and client communication

A client engagement strategy with digital scheduling will centralise appointments, reduce missed visits and improve your team’s visibility. Automated veterinary reminders via SMS and email replace manual follow-ups, and integrated communication tools will help front office teams manage client interactions more efficiently.

Billing, invoicing, and financial records

Digital billing removes the need for printed estimates and manual reconciliation. Automated charge capture and secure digital storage help improve accuracy, boost revenue, support practice compliance, and give practices clearer financial reporting without paper-heavy processes.

Staff training and change management

The successful adoption of a paperless strategy relies on your staff being confident users. To support this, focus on structured training, hands-on practice and clear communication about new workflows. Identifying digital champions to facilitate a paperless rollout will help maintain momentum, troubleshoot issues and support long-term cultural change.

Step-by-step process to go paperless in veterinary clinics

Going paperless works best when it’s approached as a structured and phased project. This will help reduce disruption, build staff confidence and help make sure that each change genuinely improves your practice workflow.

1. Map your current workflows

Identify where paper is used across your clinic, including forms, medical records, prescriptions, stock sheets and financial processes. This will give you a clear picture of what needs to change and help you prioritise the low-hanging fruit that will deliver the biggest impact first.

2. Choose the right digital tools

Select a cloud-based PMS that supports digital records, e‑signatures, automated reminders, inventory management and integrated billing. Make sure it fits your clinic’s size, caseload and long-term growth plans so the transition is smooth and sustainable.

3. Digitise forward – not all at once

Start by focusing on active patients and current workflows rather than trying to scan your entire archive all up front. Move today’s records into the system and digitise older files only when they’re accessed. This will help keep the project manageable and avoid overwhelming your team.

4. Replace paper forms with digital versions

Convert registration forms, surgical consents, treatment authorisations and admission documents into digital formats. Use e‑signatures to streamline approvals and make sure that documents automatically attach to the correct patient record without manual handling.

5. Standardise digital clinical documentation

Introduce structured templates for consultations, SOAP notes, diagnostics and treatment plans. This will improve consistency, cut down on errors and help your clinicians adapt more quickly to digital workflows while maintaining high-quality record keeping.

6. Transition inventory and prescription workflows

Move stock tracking, ordering and prescriptions into your PMS. Digital tools will help reduce manual errors, improve traceability and support compliant prescribing. This is especially important for controlled medications and repeat scripts.

7. Digitise scheduling and client communication

Replace printed appointment books and reminder cards with digital scheduling and automated SMS or email reminders. This will reduce no-shows, improve the visibility your team has and centralise veterinary client communication so front office staff can work more efficiently.

8. Shift billing and financial processes online

Use digital estimates, automatic charge capture and secure invoice storage. This will cut down on paper handling, improve accuracy and strengthen your financial reporting, which will make end-of-day reconciliation faster and more reliable.

9. Train your team and appoint digital champions

Provide hands-on training, clear guidance and ongoing support for your veterinary team. Identify staff members who can help troubleshoot issues, encourage adoption and maintain momentum as the clinic transitions to digital workflows.

10. Review, refine and optimise

After go-live, monitor how your digital processes are performing and adjust templates or workflows as needed. Introduce automation where it will help and keep on refining your system so operating paperless becomes an ongoing cycle of improvement rather than a one-off project.

Key considerations while implementing a paperless strategy

Moving to a paperless practice environment is as much about people and processes as it is about technology. Your success depends on thoughtful planning, clear communication and ongoing support. Here are the key factors to keep in mind:

• Check readiness and set clear goals: Understand your practice’s current digital maturity. Spell out what ‘paperless’ means for you and your team – for example, full digitisation or a hybrid approach – and set measurable milestones to track your progress.
• Prioritise data security and compliance: Moving to a paperless system involves handling sensitive client and patient data electronically. Make sure the tools you use meet privacy and veterinary record-keeping standards, including secure access controls and regular backups.
• Engage your team early: Staff buy-in is critical. Be sure to involve clinicians, nurses and reception teams in planning and testing your proposed new workflows. Early engagement will help reduce resistance and identify practical improvements before rollout.
• Invest in training and support: Provide structured training, onboarding and refresher sessions. Encourage questions and create quick-reference guides so your staff feel confident using the new systems day-to-day.
• Plan for change management: Expect a learning curve. Communicate timelines, celebrate small wins and appoint digital champions who can help troubleshoot and maintain momentum.
• Ensure system integration: Choose fully integrated platforms that connect seamlessly, including your PMS, billing, inventory and communication tools. They should share the same data sources to avoid duplication and errors.
• Maintain flexibility and review regularly: Technology evolves quickly, so schedule regular reviews to check what’s working, get feedback and refine your workflows for continuous improvement.

“We wanted to go paperless, which is why it was really handy moving forward with a cloud-based program.” – Kylie Borham, Port Macquarie Veterinary Hospital

7 challenges of going paperless in veterinary clinics

While the benefits of going paperless are clear, the transition itself can be complex, with lots of moving parts. Practices often face practical, technical and cultural hurdles that need careful management to ensure success.

1. Initial cost and resource investment

Implementing digital systems involves upfront expenses for things like software licences, hardware upgrades and staff training. Smaller clinics may find these costs challenging, especially without a clear return-on-investment plan.

2. Resistance to change

Long-standing habits and comfort with paper can slow digital adoption. Some team members may worry about technology replacing personal interaction or even their jobs, or they may worry about making mistakes in a new system.

3. Data migration and accuracy

Transferring existing records into digital platforms can be time-consuming. Errors during scanning or manual entry can compromise data integrity, so you’ll need clear protocols and quality checks.

4. Technical issues and downtime

Internet outages, software bugs, or system updates can disrupt veterinary practice workflows. Having contingency plans – like offline access or backup procedures – can help maintain continuity of care.

5. Integration challenges

Not all digital tools communicate seamlessly. Disconnected systems can recreate the same inefficiencies paper once caused, so integration should be a priority from the start.

6. Compliance and privacy concerns

Digital records must meet strict data protection and veterinary documentation standards. Because of this, you’ll need to make sure you have secure storage, controlled access and regular audits to maintain compliance.

7. Ongoing maintenance and updates

Technology evolves quickly, so regular updates, cybersecurity measures and user retraining are important for keeping systems reliable and aligned with best practice.

Going beyond paperless: Environmental responsibility

Going paperless and moving to digital systems is a powerful first step, but environmental responsibility in veterinary practice goes further than simply removing paper. Yes, a paperless strategy will reduce printing, storage and waste, but it also opens the door to broader sustainability gains across your practice. By rethinking how resources are used, you can reduce your environmental footprint while improving your efficiency and client experience.

Environmental responsibility means you should consider the full lifecycle of your operations. This includes choosing energy‑efficient devices, reducing single‑use consumables and choosing to partner with suppliers who are committed to sustainable manufacturing and packaging.

It also involves responsible e‑waste management, like recycling old hardware, securely disposing of outdated devices and choosing equipment that’s designed to last longer. When you pair digital transformation with conscious resource use, your practice will be contributing to a healthier planet while modelling the values many clients increasingly expect from modern vets.

Save hours every week by transitioning your practice to paperless with Covetrus Ascend

Practices that use Covetrus Ascend consistently report meaningful time savings across everyday workflows. Case studies highlight reductions in manual data entry, faster invoicing, and fewer follow‑up calls thanks to automated reminders and integrated charge capture.

Across Covetrus customer stories, practices emphasise how replacing paper-heavy processes with Ascend’s connected digital tools can free up several hours each week. These reclaimed hours translate into better patient care, improved client experience and a more efficient and future-ready practice.

Find out more; book an in-person demo today.

FAQs

What does “going paperless” actually mean for a veterinary clinic?

Going paperless means replacing paper-based records, forms, prescriptions and administrative workflows with digital systems. This includes digital medical records, e‑forms, automated reminders, integrated billing and cloud-based storage. Going paperless is designed to streamline clinic operations and improve accuracy.

Is it expensive to transition to a paperless workflow?

There are upfront costs for software, hardware and training, but most clinics recover these quickly through time savings, fewer errors, reduced printing costs and more efficient workflows. Many practices report saving several hours each week once digital systems are fully adopted.

How long does it take for a clinic to go paperless?

Most clinics transition in phases over several weeks to a few months. Starting with active patients and current workflows – rather than digitising everything at once – keeps the project manageable and reduces disruption. With structured training and the right tools, teams typically adapt faster than expected.