Once you have a short list of software platforms you're considering, you'll want to dive further into each one. For most practices, that means requesting a live demo from the vendor and possibly taking advantage of a free trial.
Pre-Demo Preparation
Pre-demo preparation is important to make sure you get the most out of the demo. You want to have the right people in the room (or on the call) and the right questions ready.
Invite the Key Stakeholders. Ensure all decision-makers and influencers can be present for the demo, including the veterinarian(s), office manager, and lead technicians. Their collective insights will be critical to making an informed decision.
Identify Pain Points. Understand any frustrations with your current software. What issues must be resolved? What are the most important features your next software must have? Having these prepared in advance helps ensure the demo covers what matters most to your practice.
Evaluate Current Software. Encourage the team to gather a list of pros and cons for your current system. What do they love? What do they hate? This exercise also helps identify what features are most critical.
Key Questions to Ask During the Demo
You want to do more than just listen during the demo. You want to ask the right questions, especially in these areas:
Efficiency. Increasing efficiency is generally a top concern for practices.
How can the software help the practice save time across common workflows, including check-in, completing medical records, processing payments, etc.?
Workflow Compatibility. Confirm that the software supports seamless communication and data flow within your current systems and processes. Ask specifically about integration with diagnostic equipment, labs, and other specialty tools your practice uses.
Client Communication. Easy communication keeps practices running efficiently. How easy is it to communicate with clients, send reminders, and manage client relationships with this software?
Reporting. Business intelligence is critical for practice management. What reporting capabilities does the software offer for tracking financials, patient outcomes, and operational metrics?
Support and Training. Understand how the vendor supports their customers. What's the typical response time? Do they offer dedicated support reps or a general queue?
After the Demo
Take detailed notes. Memory fades quickly, especially if you're demoing multiple platforms in the same week.
Ask for references. Request contact information for two or three current customers of similar practice size and type. Actually call them.
Request a trial. If available, request hands-on access to the software. Even a limited trial reveals more than any demo can.
Send a follow-up summary. Email the vendor a summary of what you discussed and the commitments they made. This creates a paper trail and gives them a chance to correct any misunderstandings.
The Bottom Line
A well-prepared demo is one of the most valuable steps in the software selection process. The practices that come in with specific questions and clear priorities get far more out of the experience than those that show up and watch passively.
Your demo is your chance to pressure-test the vendor. Use it.
Ready to see NaVetor in action?
Schedule a demo with our team. Free conversion included, no contracts required.