Choosing the right practice management software is a big deal for veterinary practices. It's not just about finding a tool to schedule appointments or manage billing - it’s about streamlining operations, improving patient care, and ensuring your practice runs smoothly as it grows.
One of the first decisions to consider is whether you want a cloud-based or a server-based system. This blog post will help you navigate the pros and cons of each option, so you can make the best choice for your practice.
Key takeaways
- Cloud-based software run on remote servers accessed via the internet, while server-based software run on physical servers locate within your clinic.
- Cloud-based software offers flexibility, scalability, and remote access, making it ideal for modern veterinary practices focused on efficiency and growth.
- The best choice depends on your practice’s unique needs, but cloud-based solutions are better equipped to adapt to industry trends and future-proof your clinic.
Cloud vs Server: What’s the difference?
Before we go any further, let’s take a second to define what cloud-based and server-based systems actually are.
Cloud-based software
Cloud-based veterinary practice management software runs on remote servers accessed via the internet, rather than being installed and operated on local computers or servers. The software and data are hosted and maintained by a third-party provider, allowing users to access it from any device with a web browser and internet connection.
This approach eliminates the need for local installations or in-house hardware. If you’ve ever used Gmail, Google Drive, or an online banking app, you’ve already experienced the convenience of cloud-based systems.
Server-based software
Server-based veterinary practice management software relies on physical servers located within your clinic. This software must be installed directly on local devices, similar to how you might install Windows or Microsoft Office on your computer. All data is stored onsite.
Deep dive into cloud and server differences
Now that we have a good understanding of what cloud- and server-based systems are, let’s take a deeper look at how they compare.
1. Cost
- Cloud: Cloud-based systems typically operate on a subscription model with predictable monthly or annual fees. You won't need to invest in physical hardware, significantly reducing setup costs. Plus, you’re not shelling out for IT maintenance. Think of it as spreading the cost over time rather than getting hit with one giant bill.
- Server: Server-based systems require a significant upfront investment in equipment and installation, typically measured in the tens of thousands of dollars. There are also ongoing IT support expenses to consider, as well as upgrade costs to replace server infrastructure as your hardware ages.
2. Accessibility
- Cloud: A key advantage of cloud-based practice management software is accessibility. Whether you’re at the clinic, at home, or on the road, you can log in from any internet-connected device and get your work done. Multi-location practices? No problem - everyone can access the same system in real-time.
- Server: With a server-based system, access is usually limited to on-site locations. Sure, there are ways to set up remote access via VPN, but it often involves extra costs and technical challenges.
3. Maintenance and updates
- Cloud: With cloud-based software, updates happen automatically behind the scenes. You don’t have to lift a finger or worry about staying current. The provider handles everything, from security patches to feature rollouts, so you can be confident that you always have the latest and greatest tools at your disposal.
- Server: Server-based systems demand more hands-on care. Updates need to be manually installed, backups need to be managed, and you’ll likely need IT support from a third-party provider to keep everything running smoothly. System updates are often costly and require significant downtime, which can further affect your bottom.
4. Security
- Cloud: Security should be a top concern for any veterinary practice, and cloud providers take this seriously. Data is encrypted and stored in professionally managed data centers that comply with strict regulations. Plus, cloud systems have advanced disaster recovery measures baked in, so your data is safe even if the unexpected happens.
- Server: With server-based systems, security is entirely on you. You'll need to have the technical chops to implement and maintain robust firewalls, regular backups, and airtight protocols - or pay for cybersecurity services. Additionally, physical threats such as floods, fires, and vandalism can potentially cause major disruption.
5. Scalability
- Cloud: Growing your practice? No problem. Cloud-based systems can scale up (or down) as needed. Adding a new location or more users is as simple as upgrading your subscription. It’s flexibility at its finest.
- Server: With server-based systems, performance is tied to the hardware you’ve invested in. As your business grows, there’s a good chance you’ll need to purchase and install additional hardware to meet demand, which can be expensive and disruptive.
6. Reliability
- Cloud: Historically, one of the main concerns of using a cloud-based system has been loss of internet connectivity. These days, however, this is an easy risk to mitigate. For example, in addition to your main broadband connection, you could invest in a failover 4G or 5G mobile connection. This means that even in the rare situation that your broadband goes down, your connection will automatically switch over to your mobile connection until your broadband comes back online. The chances of both networks going down at the same time is extremely slim.
- Server: Server systems aren’t internet-dependent, so they’re immune to connectivity issues. However, hardware failures or local disasters can still put them out of commission.
The cloud advantage
The cloud has a lot going for it. It’s accessible, low-maintenance, and designed to grow with your practice. Here are just some of the advantages of the cloud:
- Minimal hardware requirements: Any device with a web browser and internet connection works - no need for expensive hardware or complicated setups. Check out the ezyVet system requirements.
- Access from anywhere, anytime: Whether you’re at the clinic, at home, or even bumping into a client at the supermarket, you can manage bookings and patient data on the spot.
- Built-in data backups: Your data is securely backed up in multiple locations, so even in worst-case scenarios like a fire, your records remain safe and accessible.
- Seamless, automatic updates: Updates happen behind the scenes. No downtime, no IT intervention, and faster software improvements.
- Thriving cloud ecosystem: The cloud connects seamlessly with other tools and services, making integrations with new products easy. This means your software evolves alongside your practice. Check out the full list of ezyVet integrations.
- Future-proof technology: Cloud-based veterinary practice management systems help future-proof your practice with access to AI capabilities, real-time data insights, and scalability to grow with your clinic. Regular updates ensure you stay ahead of industry trends, keeping your practice efficient and adaptable to change.
Discover how this Kentucky-based practice transformed its daily processes after moving from the server to the cloud.
Frequently asked questions: Cloud or server veterinary software
1. What is the difference between cloud-based and server-based veterinary practice management software?
Cloud-based software is hosted online, offering flexibility, remote access, automatic updates, and seamless scalability. Server-based software is hosted locally, requiring on-site hardware and maintenance, offering offline functionality but limiting accessibility.
2. Is cloud-based veterinary software secure?
Yes, reputable cloud-based systems use advanced security measures, including encryption, regular backups, and 24/7 monitoring, to protect sensitive client and patient data.
3. Which is more cost-effective: cloud or server veterinary software?
Cloud software typically has lower upfront costs with predictable subscription fees, while server-based systems require significant upfront investment but have fewer recurring expenses. Over time, the cloud often proves more cost-effective due to reduced maintenance and hardware costs.
4. How do I choose the best practice management software for my veterinary clinic?
Consider your clinic’s internet reliability, budget, need for remote access, growth plans, and the ease of integrating other tools. Cloud-based systems are generally better for modern, scalable practices, while server-based systems may suit clinics in areas with limited internet access.
Conclusion
Buying software is a long term purchase. Most clinics stay with the same software package for many many years. Imagine where software is going to be in five years. Do you think that legacy server-based systems are going to be the innovators making leaps forward in terms of technology and efficiency?
At the end of the day, the decision between cloud-based and server-based veterinary practice management software boils down to your specific needs, priorities, and vision for your practice. While server systems might still have a place in niche scenarios, the flexibility, convenience, and innovation of cloud-based solutions make them the frontrunner for most modern clinics.
If your practice values accessibility, scalability, and staying ahead of the curve, it’s hard to beat the cloud. Plus, let’s face it - who wouldn’t want to ditch the hassle of servers, maintenance, and the ever-present threat of a hardware meltdown?
Ready to make the switch?
If cloud-based system sounds like the right fit for your practice, we’re here to help. Our software is designed to take the stress out of managing your clinic, so you can focus on what you do best: caring for your patients.
Want to see how it works? Book a demo today and experience the difference for yourself.