Sofia Spatola
Posted by Computer Solutions on October 13, 2025
Most veterinary clinics rely on their internet connection for just about everything, from checking in patients and processing payments to accessing cloud-based practice management systems and imaging tools. So when the network goes down, the entire day can grind to a halt.
While you can’t always prevent outages caused by storms, construction, or ISP problems, you can prepare your team to handle them calmly and with minimal disruption. Here’s a simple, low-tech vet practice outage plan your team can follow to avoid chaos when the Wi-Fi goes dark.
1. Identify What Goes Down When the Network Does
Start by listing everything in your clinic that depends on the internet:
- PIMS (especially if it’s cloud-based)
- Credit card terminals
- VoIP phones
- Imaging systems that sync to the cloud
- Online pharmacy or lab integrations
- Backup or monitoring tools
Knowing which systems will be affected allows you to prioritize what needs a backup, a paper alternative, or advance communication with clients and vendors.
2. Set Up Emergency Protocols for Patient Flow
Make sure your front desk team knows how to check in patients if your scheduling software is offline. Keep a printed daily schedule and paper intake forms at the ready.
Also: make sure your staff knows where these backups are stored, and how to pivot to them without delay.
3. Keep a Manual Payment Backup in Place
Payment processing is often the most stressful part of a network outage. Decide now how your team will handle payments if terminals go offline:
- Use a mobile hotspot with a wireless terminal
- Enable offline mode on your card processor (if available)
- Log charges manually and run them once the system is back online
Whatever you choose, make sure your front desk has clear instructions.
4. Print Your Emergency Contacts
If your phones go down (especially with VoIP), your team still needs to reach:
- Clients with scheduled appointments
- Local ERs or referral partners
- Your IT provider
- Your ISP or VoIP provider
Print and laminate a copy of these contacts and keep it by the front desk and breakroom. Mobile phones will still work even if your network doesn’t.
5. Know When to Call IT and When Not to
Not every network outage is a crisis, but some are. Call your IT partner right away if:
- Lights on your firewall or switch turn red or go dark
- Multiple systems drop offline suddenly
- The network goes up and down intermittently
- You’re unsure whether it’s a local outage or something in the cloud
A reliable MSP can remotely check your network health and tell you exactly what’s going on.
6. Consider a Failover Connection
Want to avoid outages altogether? Many clinics are now installing cellular failover routers devices that automatically switch your network over to LTE or 5G if your main internet connection drops.
This setup keeps your PIMS, phones, and card terminals running with little or no interruption.
A good vet practice outage plan includes options like this for the long haul, not just damage control.
7. Run a Drill (Really)
You’ve practiced for fire drills. Why not outage drills?
Once a year, schedule a 20-minute network blackout during lunch or a half-day. Turn off your router. Walk through check-ins, payments, imaging, and phone work using only your backup processes.
A drill reveals:
- Where gaps exist in your plan
- Who needs more training
- Whether your “manual backups” actually work
Your team will be more confident and calmer when the real thing happens.
Stay Calm, Stay Productive
A vet practice outage plan doesn’t have to be complicated. With a few printed forms, a written process, and some basic training, your team can stay focused even when the Wi-Fi isn’t.
At Computer Solutions, we help veterinary clinics build IT environments that aren’t just high-performing, they’re resilient. From automatic failovers to emergency playbooks, we’ll help you stay prepared, protected, and productive.
Want help building your own outage plan?
Call 609.514.0100 or visit our contact page to schedule a free consultation today.
Let’s keep your clinic running no matter what the ISP throws your way.
Want to learn more about veterinary IT and cybersecurity? Check out last weeks blog post here!
Discover more from Computer Solutions
Subscribe to get the latest posts sent to your email.
