You know your current system isn’t cutting it, so you’ve made the call to upgrade your veterinary hospital’s practice information management system (PIMS). Now comes the tricky part: training your team.
Will the team push back? Will the change disrupt patient care? Will everything fall apart during a busy shift?
If those questions are keeping you up at night, you’re not alone. Change is tough, and feeling overwhelmed is completely normal.
At Instinct, we’ve helped hundreds of veterinary hospitals navigate this moment. We know what works, what doesn’t, and how to help your team adopt our Instinct’s practice management software without the stress.
With intuitive design, self-paced training, and real-time virtual support from experienced veterinary professionals, Instinct EMR and Instinct Treatment Plan are built to reduce friction at every step.
Here’s how we help hospitals move from confusion to confidence.
Phase 1: Preparing for Training
Training doesn’t start at go-live. It starts weeks in advance with clear communication, thoughtful prep, and a solid plan. This early work lays the foundation for a smooth transition.
Here are 4 simple ways to set your team up for success with Instinct before day one:
🎯 Focus on the Why
Open a conversation with your team about what’s changing and, most importantly, why. Present an overview of Instinct EMR (we provide a video), and help your team understand how this move will benefit them, your patients, and the hospital.
🙋♀️ Choose Your Champions
Pick your superusers (the team members who will lead the charge). These champions get early, hands-on training and serve as internal advocates, guiding their peers through the transition. Look for people who are approachable, trusted, and excited about the change.
🛠️ Build Your Implementation Roadmap
Change is still change, but you don't have to go at it alone. Each Instinct hospital works with a dedicated implementation specialist and adoption specialist who will help you build a custom step-by-step training and rollout plan.
We recommend weekly updates, staff huddles, and visual reminders around the hospital to keep the momentum going and ensure everyone is on the same page.
📚 Share Helpful Resources
Encourage your team to explore Careville, our official training hub, which is filled with short videos, step-by-step guides, and helpful feature updates. The earlier your team dives in, the more confident they’ll feel.
Phase 2: The Go-Live Experience
When it’s time to go live with Instinct, you won’t be doing it alone. Whether your hospital opts for on-site or virtual support, our team will be right there to guide your staff through the transition shift by shift, question by question.
Here’s what that support looks like:
🙌 On-Site Go-Live Support
Most hospitals choose to have our team on-site for the first two days. We’ll be right beside you to answer questions, troubleshoot in real time, and keep things running smoothly so your team can focus on what matters most: caring for your patients.
💻 Virtual Go-Live Support
Prefer a virtual rollout? You’ll have a dedicated Zoom room staffed by our experts throughout each shift. Need a screen share, a quick demo, or live guidance? We’ve got you covered.
And with built-in chat support available 24/7/365, help is always just a click away. (We mean it; response time averages under 2 minutes.)
🎯 Tailored Training for Every Role
We don’t do one-size-fits-all training. Each team member, whether a doctor, nurse, CSR, or admin, gets the focused, relevant guidance they need to feel confident using Instinct from day one.
Phase 3: Continued Training and Growth
Go-live is a big milestone, but it’s just the beginning. The real magic happens in the weeks that follow, as your team builds confidence, fine-tunes workflows, and finds its rhythm with Instinct.
Here’s how to keep the momentum going:
📣 Keep Everyone in the Loop
A steady drip of quick tips, workflow tweaks, and reminders helps your team stay aligned without adding to the overwhelm. Daily or weekly check-ins can work wonders.
🧠 Recap and Refine
A day or two after go-live, we’ll meet with your leadership team to debrief and troubleshoot any early challenges. These quick check-ins help you course-correct (if needed) and keep progress rolling.
🤝 Build Your Instinct Committee
We recommend forming a small internal group to meet weekly or biweekly post-launch. This team can gather feedback, review workflows, and partner with us on any ongoing improvements.
💬 Tap Into Continuous Support
Whether it’s week two or year two, we’re still here for you. With Instinct’s support, you’re never on your own.
Like our implementation team, our support team is made up of veterinary professionals who've lived your day-to-day and know how high the stakes can be. No matter what comes up, help is always within reach.
Set Your Team Up for Success
Upgrading your PIMS is a big step, but it doesn’t have to be stressful. With a clear plan, motivated team leads, and reliable support, your hospital can transition smoothly and confidently to Instinct EMR.
And we’ll be with you every step of the way.
👉 Book a demo or get in touch to learn how Instinct supports your team through the learning curve!