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Implementation

 

Omce a new customer has chosen HVMS for their practice, the implementation follows a proven process that takes between three and six weeks (depending on the size of your practice). This is completed on conference call and on-line meetings without having personnal from HVMS at your site.

The process is:
  1. Signing of contract and paying set up fee
  2. Initial kick-off conference call
  3. Data conversion
  4. Hardware requirements
  5. Professional services and inventory codes
  6. HVMS on-line training / certification
  7. Customized worksheets and facility maps set up
  8. Determine site visit requirements
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Once the final version is ready, the 'go live' date is finalized and the transition occurs. A few points to remember:
  1. We understand the anxiety to comes along with changing software
  2. We will guide you through every step of the process
  3. We will require you to actively participate and be 'engaged'. If this does not happen, the implementation will not go well
  4. Training is mandatory
  5. We may delay the 'go live' date if the process is to far off track
  6. We want to make your practice more PROFITABLE. Our experienced implementation team has tremendous experience in configuring HVMS to make this a reality. Work with us to understand your practice dynamics and the results will be more significant.


Signing of Contract
Dually signing the contract allows the whole process to begin. Without this, Business Infusions will not schedule the kick off call and receive a copy of your data. Signing the contract and paying the set up fee creates a mind set of committment.

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Initial Kick-Off Conference Call
During this initial call, our integration team will lay out the entire implementation process with key clinic stakeholders (owners, veterinarians, management staff, etc.). This call sets the tone for the entire install and will answer, in greater detail, the specific questions each stakeholder has about the process and what to expect.

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Data Conversion
All practice management software is not the same. We will review the data conversion to make sure you understand what data will and will not come across into HVMS. Older versions of older software create limitations on what can be migrated. We will ensure you are confortable with the data and where it will be found within HVMS.

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Hardware Requirements
We will review your practice IT setup and ensure your hardware meets minimum requirements for HVMS. During this phase, we will work with your IT team (internal or external) and assist with ordering, as necessary. Hardware needs to have enough lead time to ensure it is ready for the 'go-live' date so planning is extremely important. There are many different configurations that will work for HVMS so planning and discussion are crucial to overall successs.

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Professional Services and Inventory Codes Set Up
This is perhaps the most significant discussion(s) that will take place. The true power behind the HVMS platform is the back end set up and configuration of professional services and the service codes that are attached. This step enables the 'three-in-one' medical record, inventory management and billing to be completed at time of service. By using your existing codes, and amalgamating many others, we will improve the overall process within your practice. We will provide your practice the spreadsheets to fill in and explain how it all fits together.

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HVMS On-Line Training / Certification
There are 10+ certifications on HVMS, ranging from basic user to system administrator. When we have a list of staff from your practice, we will advise you on the most appropriate training for users. Training is FREE during the implementation period but fee-for-service thereafter. Practices that spend the time training see far greater returns from HVMS than those that do not. Learning to perform veterinary medicine requires training, so does enterprise level software.

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Customized Worksheets and Facility Maps Set Up
Part of the process of implementing HVMS is to take your practice paperless. We will take your paper forms and exam sheets and digitize them. This solves two problems - the first is the simple fact there is less paper around and secondly it enables the 'three-in-one' medical records/inventory/billing process to take place. When you perform your veterinary work HVMS will look after the back end. The same will happen for your facility - we will electronically map your facility and you can move patients around and track such items as 'time in one location', 'animal movement for disease tracking' and 'facility maintenance'.

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Determine Site Visit Requirements
A site visit is optional but HIGHLY RECOMMENDED! Three, five and ten day visits are available and we will suggest the most appropriate length we feel is reasonable for your practice. There is a cost for this visit and it can be quoted based on the number of days. Having a site visit should NOT be an monetary decision but what is in the best interest of your practice. We have seen practices trying to save money not have an implementation team member on site and it cost them exponentially more money in lost productivity and frustration. HVMS is an enterprise level software program that is complicated and complex. The onsite portion of the implementation is very important, do not under estimate it's signifiance.

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