Choosing your next PIMS shouldn't come down to who gave the best demo.
Switching your practice management system is one of the highest-stakes decisions you'll make. The Selection Navigator gives you an experienced, independent partner and a structured process, so the decision is grounded in your practice, not vendor marketing.
The cost of choosing wrong shows up for years.
Every vendor demo looks polished. Every salesperson sounds confident. But the wrong PIMS doesn't announce itself on signing day. It reveals itself slowly, months after go-live.
A structured, independent evaluation is the difference between a decision you can feel confident in and one you'll second-guess for years to come.
Lost revenue
Broken billing, missed charges, and a slow front desk quietly drain income for years after go-live.
Frustrated staff
A system that fights your team's workflow burns out the people you can least afford to lose.
Broken workflows
Integrations that don't actually work in production turn daily tasks into manual workarounds.
A repeatable six-step engagement, tailored to your practice.
The same structured path every client walks, designed so the decision is grounded in evidence your team builds and owns.
Requirements discovery & mini RFP
We facilitate a structured needs assessment with your owners and managers, separating Must Haves, Nice to Haves, and Wishlist items. Those requirements become a focused mini request for proposals (RFP) sent to PIMS vendors for a response: the evidence base for a defensible shortlist.
Shortlist built on direct vendor relationships
We maintain working relationships with leadership at all of the major PIMS companies. That access gets you straight answers on roadmap, pricing transparency, and known issues, and routes you past the "cold call" queue and the marketing funnels.
Workflow mapping for vendor demo scripts
We document your real front desk, exam, treatment, pharmacy, inventory, and billing workflows, then translate them into a custom demo script every shortlisted vendor must follow. Same scenarios, every vendor. Apples to apples. And then we facilitate the demos, scoring them against your requirements, and debriefing the results.
Weighted demo scorecards, with us in the room
Each vendor is evaluated against a weighted rubric tied to your Must Have, Nice to Have, and Wishlist priorities. We attend every demo alongside your team as your advocate, pushing for live answers, asking the follow-ups when a vendor skips a scripted scenario, and flagging verbal promises for written confirmation. Your team scores together, producing a numbers-backed comparison instead of a gut-feel decision.
Reference checks with comparable practices
We do the reference interviews for you, saving you time and the hassle of cold calling. We then go beyond the references vendors hand you, using our network to find practices like yours, running structured interviews on implementation pain, support, and hidden costs. It's also where we confirm your critical integrations actually work in production.
Contract review & negotiation support
Before you sign, we review the master agreement, data ownership and exit terms, SLAs, price escalators, and integration commitments, benchmarked against the market, and help you negotiate the terms that matter long term.
What you walk away with.
Not a recommendation you have to take on faith: a complete, documented decision trail your team built, owns, and can defend.
Weighted requirements scorecard
A documented requirements set your team built and owns: the rubric that drives every evaluation.
Defensible 3–5 vendor shortlist
Each vendor evaluated against the same scenarios, with fit scores, pricing, strengths, and known risks.
Custom demo scripts
Workflow-based scripts every shortlisted vendor must follow, so you compare on equal footing.
Side-by-side evaluation matrix
A comparative, weighted scoring matrix with qualitative notes per vendor, per category.
Reference call summaries
Structured interviews with comparable practices on implementation, support, and hidden costs.
Contract notes & final memo
Specific negotiation recommendations and a written recommendation memo your team can defend internally.
An independent partner whose only incentive is your fit.
Most “advice” in this space is paid for by a vendor. This isn't. The Selection Navigator is built on a single principle: the recommendation is based solely on the fit between a vendor's capabilities and your documented requirements.
An advocate in the room
I attend every vendor demo alongside your team, asking the hard questions, keeping vendors honest, and holding them accountable to what they promised long after the demo ends.
Strict vendor neutrality
No referral fees, no affiliate revenue, no vendor sponsorship of your engagement. Ever. My only job is your fit.
35 years in software
Roughly a decade focused on veterinary software, including prior service as CEO of a veterinary software company.
Independent research
Co-author of the Companion Animal Veterinary Software Guide research series.
An independent directory
VetSoftwareHub tracks 220+ veterinary solutions across over 25 categories: the map behind every shortlist.
VetSoftwareHub accepts no referral fees, commissions, or payments of any kind from PIMS vendors. Every recommendation is based solely on the fit between the vendor's capabilities and your documented requirements.
Most clients finish in six to ten weeks.
Four phases, moving at the pace of your team's responsiveness and vendor scheduling, never rushed, never dragged out.
Requirements Refinement
Kickoff call, intake review, and a weighted requirements scorecard.
Research & Shortlisting
Vendors screened against your requirements; a shortlist report you approve.
Demo Prep & Facilitation
Scripted, comparable demos, facilitated, scored, and debriefed.
Evaluation & Contract Review
Final evaluation call, contract review, and a recommendation memo.
One fixed fee. No surprises, no commissions.
Pricing transparency is part of the point. You know exactly what the engagement costs before we ever get on a call.
For independent and small-group practices migrating from their current PIMS. Typical engagement runs 6–10 weeks.
- Requirements scorecard your team owns
- Vendor research & shortlist report
- Custom demo scripts & live facilitation
- Weighted evaluation matrix
- Reference call summaries
- Contract review & final recommendation memo
Ready to talk through your situation?
Schedule a 30-minute introductory call. We'll understand where you are, and make sure this is a good fit before we ever talk about next steps.