Ep. 61 | Tips to Keep Inventory Accurate in Your Practice Management System

In this episode, Nicole discusses the benefits of accurate inventory in your practice management system and how it can help efficiently manage your inventory. She gives her favorite tips on best practices for optimizing your unique PiMS system.


  • Keeping inventory accurate inside the PiMS will help speed up inventory processes.
  • An accurate PiMS inventory can provide accurate data to set up reorder points.
  • Optimize each individual item. Be certain that the unit of measure and package quantity is correct.
  • Try to enter the unit as the lowest quantity that you would sell.
  • Perform cycle counts to uncover issues in the process.
  • Keep tabs on “in” versus “out”. Be sure that anyplace that an item can be consumed it is being accounted for.
  • Speak with the support team for your software and have them help you get started.
  • Auditing medical records is a great way to see charge issues.
  • While auditing you want to look for common or frequent mistakes.
  • If something has a consistent problem, then you know to look closely at the process to make it clear or systematic.


Hi, I’m Nicole Clausen and I started Veterinary Care Logistics with the dream of changing the way we manage inventory together.

With 14+ years of experience in the veterinary industry, I have worked in several positions from receptionist to operations manager for several different hospitals.

While no two practices are ever just alike, I noticed one common problem: a lack of inventory management and control.

If you are tasked with managing inventory, I understand first-hand the challenges you face.

When I first started managing inventory, I struggled with the same things that many of my client’s experience: a to-do list up my chin and a pretty persistent case of imposter syndrome. But jolting awake in the middle of the night, wondering if you remembered to order rabies vaccines is no way to live.

I knew something had to change.

Veterinary Care Logistics was born out of the demand by several industry leaders to utilize my inventory system as a model throughout the country. Whenever I tell people what I do, I usually get a puzzled reaction: “Why would you want to do that? I hate inventory!” Truthfully, I love the puzzles, the numbers, and the strategies of inventory. But what really sets my soul on fire is creating lightbulb moments.

New clients who often come to me tell me that they feel like they’re drowning or that they think they’re just not cut out for this. Then once we start working together, putting systems in place, there’s always, always an “ah-ha” moment.

And at that moment, a shift occurs. You know exactly what you need to do. Your confidence rises. And the confusion, overwhelm, worry all begin to melt away like a bad, backordered-rabies-vaccine dream.

These are the moments I live for.


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