Veterinary IT Policy That Every Practice Should Put in Writing

Posted by Computer Solutions on January 19, 2026

Veterinary practices are full of written policies for client communication, controlled substances, scheduling, and staff conduct. But when it comes to IT, many clinics are still running on verbal guidelines, assumptions, and “ask Jamie how we usually do it.”

That might work… until it doesn’t.

If your team doesn’t have a clear, written plan for how to handle the tech they use every day, it only takes one misstep like an accidental click, an outdated password, or a shared login to create a major problem.

The good news? You don’t need a binder full of rules. One simple, well-written veterinary IT policy can help protect your clinic, support your team, and make your day-to-day operations smoother.

Let’s walk through why this matters and what your policy should actually include.

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Why a Written IT Policy Matters

Even small clinics rely on a dozen or more tech tools every day: your PIMS, cloud storage, email accounts, internet, backups, and all the devices that tie it together. And most problems don’t come from “the system being down.” They come from avoidable missteps that snowball:

• A team member installs unauthorized software on the front desk computer
• Someone shares a password to save time, but forgets to revoke it after turnover
• Clinics hand out Wi-fi passwords to clients, slowing down internal systems
• Staff use personal email to log into shared tools because it’s easier in the moment
• No one knows who to contact (or how) when there’s a system issue

A written veterinary IT policy sets expectations clearly. It removes the guesswork. It gives your team confidence, and it helps your IT provider respond faster and more effectively when you need help.

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Start Simple: What to Include

You don’t need legal jargon or corporate language. The best IT policies are short, clear, and tailored to how your clinic actually works.

Here’s a framework to start with:

1. Device Use Guidelines

• Who is allowed to install software or make changes to clinic devices?
• Can personal devices be used to access clinic tools? If so, when and how?
• Should mobile phones be connected to clinic Wi-Fi?

2. Password and Login Policies

• Are shared logins allowed? (Spoiler: they shouldn’t be.)
• Where are passwords stored? Are staff using a password manager?
• When should passwords be changed and who updates shared access when someone leaves?

3. Internet Use and Security

• Who has access to clinic Wi-Fi and guest Wi-Fi?
• Are staff allowed to browse personal sites on clinic devices?
• How should the team respond to phishing emails, pop-up warnings, or system alerts?

4. Support and Escalation

• Who should staff contact when something breaks or slows down?
• How should issues be reported? Email, phone, or ticket system?
• What’s the process when the primary contact is off that day?

5. Backups and Data Responsibility

• Are team members saving files locally or on cloud drives?
• Who is responsible for checking that backups are running?
• What should the team do when a file is missing or inaccessible?

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Tips for Making It Stick

Policies don’t work if no one reads them. Here’s how to get buy-in and keep things running smoothly:

• Keep it short. One or two pages is plenty.
• Walk through it together. Use a staff meeting to explain why it matters.
• Make it accessible. Store it in a shared drive or post it in the break room.
• Review it once a year. Tech changes and so should your policy.

You don’t need to enforce it like a rulebook. The goal is to create clarity and consistency, not control.

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How We Help Clinics Create Real-World IT Policies

At Computer Solutions, we help veterinary clinics across the United States create written veterinary IT policy that matches their systems, workflows, and team structure. We build simple, usable guides that staff actually follow, for systems that are cloud-based, server-based, or somewhere in between, .

It’s not about rules. It’s about reducing friction, saving time, and making sure your clinic’s tech works for you, not against you.

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Want Help Getting It Written?

If your IT expectations are still floating around in verbal form or stuck in one person’s head, we can help you get them written down in a way that makes sense for your team.

Call 609.514.0100 or visit welinku.com to schedule a quick IT policy consult.
Let’s build something that works, so your team doesn’t have to guess.

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