If you’re exploring a new practice information management system (PIMS) this year, you’re not alone. Modern cloud platforms have matured, integrations are better, and teams are rightly expecting software that gives them time back every day - not just a place to store records. Here’s a concise, practical way to run your search.
1) Start with outcomes, then shortlist
Before feature lists, define success in plain terms. For most clinics, it’s some mix of:
- Less admin and fewer clicks
- Fewer no-shows, faster checkout, cleaner charge capture
- Smoother handoffs, clearer records, and happier clients
Write 3–5 measurable goals (e.g., “reduce missed charges by 20%” or “cut discharge time by 5 minutes per patient”). Use these as your filter for everything that follows.
2) Prefer cloud—then pressure-test it
Cloud is table stakes, but not all “cloud” is equal. Validate:
- Speed & reliability: everyday performance and documented uptime
- True browser access: any device, no special hardware
- Updates with no downtime: improvements roll in without clinic disruption
- Security posture: ISO/GDPR alignment, encryption, backups, incident response
“From the very start, the team provided strong support, ensuring that practice staff are set up for success.” —Graham Dodds, CVS Group PLC
3) Build your tech stack on an open API
The best PIMS acts as a system of action and plays nicely with the tools you already use. Ask for:
- LIS/RIS & imaging (orders, results, auto-posting)
- Payments (card-on-file, pay-by-link, reconciliation)
- Comms (two-way SMS/email, reminders, forms)
- Inventory/wholesalers (stock, expiry, automated reorders)
- Accounting & BI (clean exports, dashboards)
“Having our card payments reconciled so easily - that saves us loads of time.” —Manchester Cat Clinic
Pro tip: Confirm the open API is documented, supported, and not paywalled per integration.
4) Treat security and data rights as non-negotiables
Insist on clear, written answers to:
- Certifications & controls (e.g., ISO 27001 alignment, role-based permissions, passwordless/2FA)
- Backups & redundancy (where, how often, how fast to restore)
- Data ownership & export (standard formats, timelines, fees)
If the vendor can’t explain this in plain language, that’s your signal.
5) Run a great demo (your way)
Go in with your real workflows and ask the vendor to drive:
- Book > check-in > consult > orders > imaging/lab > invoice > payment > discharge
- A complex inpatient case with whiteboard/treatment plans
- Multi-site tasks (central reports, permissions, shared pricing)
Key questions to ask:
- What’s truly unique vs. competitors?
- Which integrations are native vs. third-party, and how are they supported?
- What breaks during data migration, and how is it mitigated?
- Training: format, time required, role-based tracks, and go-live staffing
- Total cost: subscription, implementation, integrations, usage/transactional fees
6) Prioritize implementation, onboarding, and people
A solid rollout beats a shiny feature list. Confirm:
- Discovery & pre-adoption audit to map your workflows
- Hands-on training (live + on-demand), super-user enablement, sandbox access
- Structured go-live (onsite/remote coverage, response SLAs)
- Post-launch checks (30/90-day audits and tune-ups)
Large groups should also ask about repeatable rollouts at scale; for example, one enterprise launched 350 clinics in 8 weeks with a standardized configuration, automated data migration, and blended training. (Customer story)
“When you multiply time savings like that across 33 people, the impact is massive.” —Dr. Dan Gray, Gentle Vet Animal Hospital
7) Score vendors objectively
After each demo, rate 1–5 on: fit to goals, ease of use, speed, integrations, security, training plan, total cost of ownership, and trust/partnership. Keep notes - you’ll thank yourself later.
A quick checklist to take into your next call
- 3–5 outcome goals with KPIs
- Cloud performance + security proof
- Open API + must-have integrations confirmed
- Data ownership/export in writing
- End-to-end workflow demoed with your scenarios
- Implementation plan, training hours, go-live staffing
- Transparent pricing (all fees, now and as you grow)
Choosing a PIMS in 2026 isn’t about the longest feature list, it’s about the platform (and partner) that reliably takes admin off your team’s plate and gives you time back for care.
Want a deeper, step-by-step playbook (with worksheets and question lists)? Download our free eBook: How to Choose a PIMS in 2026 and use it to run a confident, low-stress selection process.
