Implementation Checklist: How to Onboard AI Tools Successfully

Veterinary software onboarding made simple with VetRec.

You’ve decided to bring AI into your practice, a smart move. The next step is making sure your team feels confident, supported, and ready to succeed. At VetRec, we’ve helped hundreds of clinics implement AI scribes across every kind of environment, from solo practices to busy ER hospitals, and we’ve learned that a smooth rollout makes all the difference.

Here’s a step-by-step implementation checklist that reflects how VetRec’s own white-glove onboarding process works. Whether you’re preparing to launch VetRec or just exploring automation, these steps will help you plan a rollout that’s efficient, stress-free, and built to last.

Preparation: Laying the Groundwork

1. Define your goals: What does success look like for your clinic? Faster SOAP notes? Less after-hours work? Improved documentation consistency? More time for client communication? Setting clear goals helps VetRec tailor your onboarding plan and measure progress along the way.

2. Identify your VetRec Champion: Every successful implementation starts with one or two internal “champions.” These super-users help their peers adopt new workflows quickly, encourage consistent use, and share best practices as the team gets familiar with VetRec.

3. Send information to VetRec to have the right implementation:  

To configure your account correctly, VetRec will ask for:

• The type of practice you have (solo, multi-doctor, specialty, ER, or enterprise)

• The PIMS integration you use.

• The key team members who should be added to VetRec

4. Gather your team info: VetRec will request a list of staff and their roles,  doctors, technicians, CSRs, managers, so everyone receives the right access level and the right training from day one.

5. Prep your system setup: The VetRec team coordinates all the technical setup ahead of time, including:

• Chrome extension installation

• PIMS integration

• Caller ID verification for outbound calls

Most clinics complete these steps within minutes, making onboarding seamless.  

Implementation Steps: How VetRec Rolls It Out

Step 1: Intro / Discovery Meeting: You’ll meet with VetRec’s onboarding specialist, your practice manager, and your champions. Together, you’ll:

• Discuss target outcomes (time saved, better notes, reduced burnout).

• Verify phone number for outbound calling.

• Review integrations + Chrome extension setup.

• Discuss timeline and scheduling onboarding for the practice team.

Step 2: Team Onboarding (1-hour live session): This is where your entire team gets hands-on with VetRec. In this session, you’ll walk through:

• Accessing VetRec via the web app, mobile app, and Chrome extension

• Core features, including:

• Scribe

• Records Recap

• DAVID, your AI assistant

• Outbound phone call recording

• Template customization, including how to create new templates or adjust existing ones to match your clinic’s voice

• Live Q&A, ensuring vets, techs, and CSRs all feel comfortable with their workflow

Step 3: Go-Live: Once your team starts using VetRec, our support team will be available to answer your questions and help you with all the support.

Common Pitfalls (and How VetRec Helps You Avoid Them)

• No Champion in Place → Slower adoption. VetRec encourages practices to choose 1–2 leaders early.

• Using VetRec only for notes → You miss 80 % of its value. Beyond documentation, VetRec enhances client communication, follow-ups, and outbound call recording.

• Training only doctors, → Techs and CSRs miss features that lighten their workload. VetRec recommends full-team onboarding.

• Underestimating the learning curve → AI scribes get better with feedback. VetRec’s template customization and follow-up coaching help your team refine quickly.

Quick Tips for New VetRec Users

• Be curious. Give your team time to explore and build comfort with VetRec’s workflow.

• Include everyone. Collaboration across vets, techs, and CSRs unlocks VetRec’s full power.

• Customize your templates. Tailor them so your notes sound exactly like your clinic’s voice.

• Stay updated. VetRec releases improvements regularly, your feedback helps shape them.  

The Takeaway

A successful AI implementation isn’t just about installing software, it’s about creating smoother days for your entire team. VetRec’s white-glove onboarding approach was built to make that transition effortless: from setup and integration to real-time coaching and ongoing support.

When your clinic partners with VetRec, you’re not just getting an AI scribe, you’re gaining a dedicated team that understands veterinary life, helps your staff adapt quickly, and celebrates your wins along the way.

Experience how VetRec can simplify your AI scribe setup and help your clinic save hours every week.

👉 Book a demo today to see what onboarding with VetRec really looks like.

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