How Veterinary Clinics Can Avoid Running Out of Medicines
Out of stock of medicine at the animal clinic not only interferes with treatment, but wastes time and money. Automation systems can provide early warning, real-time stock tracking, and prevent you from realizing too late. This is how it works for clinics in the Klang Valley.
Have you ever realized that the supply of vaccines or antibiotics has run out when the patient is in front of you? This incident usually happens in animal clinics, especially when the stock is managed manually. There are not many local studies, but from our experience, small clinics can lose more than RM1,000 a month because they have to refuse treatment or buy expensive stock from outside suppliers. Good news, there is a way to avoid this problem with cheap and easy stock automation.
How often do veterinary clinics run out of medicine without realizing it?
Often, drug stocks run out without realizing it every 2 to 4 weeks, especially for frequently used drugs such as dewormers or antibiotics. Manual records near books or spreadsheets are easy to overlook. The staff is busy, they don't have time to check the stock every day. Even worse, when the staff is on holiday, the information goes with the holiday once. Automation systems can track stocks every time a drug is dispensed, and provide early warning before stocks reach critical levels.
Why are manual records not enough to control medicine stock?
Manual records require high discipline and time to update daily. An input error can cause you to think there is still stock, but it is actually empty. If there are 5 or 6 staff who hold the same task, the risk of mistakes is higher. The automation system removes the manual steps. Every transaction is automatically calculated, and you can see the actual stock in real time using your mobile phone. No need to wait for the end of the month to check, because you can see the report every day. This saves time and avoids unpleasant surprises.
How can the automation system give an early warning that the stock is running out?
A good system can set minimum levels for each drug. When the stock reaches below that level, the system sends a notification via WhatsApp or email. For example, if there are 10 bottles left in the folio for lice shampoo, you will immediately receive an alert. This makes it easier for you to make an advance order with the supplier before the stock is empty. Even better, the system can list the items that need to be ordered by supplier, all at once, with the recommended order quantity rate. This avoids overstocking and burdening cash flow.
What does it cost to install a stock automation system for a veterinary clinic?
The cost varies according to needs, but the booking and stock system for veterinary clinic usually starts around RM3,000. If you only need a simple stock module, maybe lower, in the range of RM800 to RM2,000. We usually do a free scope session first to understand your workflow, then give the final price. The payment is split according to the completed phase, so you don't have to withdraw all the money at once. The 2-week warranty is included, if there is a bug, we will fix it for free.
How does this system help avoid delays in treatment?
When the stock is always sufficient, animal treatment can run smoothly. Your customers can be sure that their pets will receive treatment without delay. This is important, because in the veterinary field, every minute counts. If the clinic cannot treat a cat with a fever or an injured dog, the owner may take it to another place. The automation system ensures that you don't miss the opportunity to treat patients, and further protect the clinic's reputation. It also provides data on stock usage patterns, so you can make smarter purchasing decisions.
Can this system connect with drug suppliers?
Some systems can connect to providers via APIs, but not all. You can start with a system that automatically generates a purchase list according to the supplier in PDF or email format. After that, you just need to send the list to the regular supplier. This has saved a lot of time compared to checking stock one by one. When the business is big, you can consider full integration with the supplier's system. This is the next step, but the important thing is now, you don't need to do it manually anymore.
Is this system difficult to use by staff who are not good at computers?
Not difficult. We designed the system to be easy to learn, with a simple interface. Most of the young staff in the Klang Valley are used to using smartphones, so they will adapt in 1 to 2 days. We will also provide free training during the project period. In addition, this system can be used near a desktop computer or a tablet near the counter, so the staff can update the stock directly when the medicine comes out. If there is a problem, our support is ready to help, and the 2-week warranty protects you from any technical issues.
What do those who have used this system say?
We cannot reveal the client's name, but many clinics in Shah Alam and Petaling Jaya have started using our system to manage bookings and stock. They say that this system gives peace of mind because there is no need to worry about running out of stock. There are also those who use the free stock reorder calculator to start planning purchases before installing the full system. If you want to know more, you can see the work we have built for an example.
Is this system suitable for small clinics?
Yes, appropriate. This system can be scaled according to your needs. Small or new clinics can use the basic module first, then add other functions such as booking and WhatsApp automation when necessary. Costs start as low as RM800 for a simple stock system, so there is no need for large capital. We always advise according to your budget and priorities. In addition, there is a choice of digital systems in Klang and surrounding areas, which can be adapted to your clinic business.
FAQ
What is a stock automation system?
A stock automation system is software that automatically records and monitors drug stock. It tracks every time stock goes in or out, and warns when stock is low. This avoids running out of supplies without realizing it.
How long does it take to install this system?
The installation period depends on the complexity, but for small clinics, it takes 1 to 2 weeks. A free scope session is conducted first to understand the requirements, then the system is built and tested before use.
Does this system need fast internet?
Normal Internet with a minimum speed of 5 Mbps is sufficient for web-based systems. If the data is stored online, it can be accessed from anywhere as long as there is an internet connection.
Can this system manage stock for various branches?
Yes. Our system is designed to support multiple branches. You can monitor stock in each branch separately, or combine reports for the entire business. This facilitates central business and inventory control.
What is the difference between our system and ordinary spreadsheets?
Spreadsheets require manual input and constant updates, which are error-prone. Our system is automated, alerts, and has real-time reporting. It saves time, reduces errors, and keeps stock under control.
Do I have to pay a monthly fee?
We have a Care Plan package with a monthly payment of RM200 to RM500, which includes technical support, system updates, and data backup. But, you can choose a lump sum payment for full ownership. All details are on the price page.