Sofia Spatola
Posted by Computer Solutions on December 8, 2025
It’s the end of the year. You’re juggling client holiday travel, boarding pickups, wellness visits, and a front desk that’s probably held together by caffeine and shared logins.
Let’s talk about one small change that can reduce chaos, improve security, and actually make life easier for your team in 2026: a proper vet clinic password policy.
We know it doesn’t sound glamorous. But the truth is, password issues are one of the biggest sources of preventable tech headaches in veterinary clinics. They cause login delays, lockouts, billing issues, and even lost data.
A solid password policy is one of the simplest, most cost-effective changes you can make and it pays off all year long.
What’s Wrong with the Way Most Clinics Handle Passwords?
The biggest issues we see in veterinary practices are:
- Shared logins (e.g., “frontdesk” or “vet1”) that get passed around shift to shift
- Weak or reused passwords across multiple systems (like PIMS, email, lab portals, and payroll)
- No password expiration or change reminders
- No documentation on who has access to what or what happens when a staff member leaves
It’s a patchwork that worked okay when clinics were small and local. But with cloud-based tools, mobile access, remote vendors, and rotating staff, it just doesn’t hold up anymore.
Why It Matters Now More Than Ever
The veterinary industry is being targeted more often by cybercriminals especially small clinics that don’t have formal protections in place.
A single compromised password could allow someone to:
- Access patient records
- Reroute payroll deposits
- Lock you out of your own systems
- Launch ransomware on your local network
And no, that’s not exaggeration. We’ve seen it happen.
That’s why updating your vet clinic password policy now, before the new year begins, is such a smart move.
Building a Better Password Policy (That Your Team Won’t Hate)
Let’s be real: if your password policy is annoying or overly complicated, people will find ways around it.
So here’s a vet-friendly version that actually works in the real world:
1. Every user gets their own login.
Even if it’s a shared role (e.g., front desk), assign unique credentials per person. That way, access is traceable and revocable if needed.
2. Use a password manager.
We recommend LastPass or similar tools with shared vaults for group logins like prescription printers or label software. One master login doesn’t have to mean one shared password.
3. Require multifactor authentication (MFA).
Especially for cloud-based tools like Microsoft 365, backup systems, or PIMS software. It adds 5 seconds to a login and blocks 99% of account-based attacks.
4. Change passwords every 6–12 months.
And immediately after any staffing change. If someone leaves or is terminated, update your shared passwords and revoke their credentials across all systems.
5. Create a quick-access password reference (securely stored).
Have a document, vault, or system where the practice manager or owner can quickly access logins if needed without hunting through sticky notes.
Staff Turnover = Password Risk
One of the most common and least talked about security gaps is what happens when someone leaves.
If a vet tech with login access to four systems leaves the practice without formal offboarding, you’ve got a live credential floating around. Multiply that over time, and your clinic could be wide open to former staff, vendors, or others you’ve forgotten still had access.
A good vet clinic password policy includes a checklist for removing users and updating access right away.
Rolling It Out Without Backlash
We get it. Your team is busy. And asking them to change habits during the busiest month of the year may feel impossible.
But here’s how to introduce a new password policy without the eye-rolls:
- Schedule a 10-minute training session before or after a staff meeting
- Explain the “why” with real examples of how weak passwords cost the clinic time and money
- Offer support with tools like LastPass so they’re not juggling sticky notes
- Update devices in batches, not all at once
The goal isn’t perfection, it’s progress.
Ready for a Clean Start?
The new year is a perfect time to implement the kind of policy that makes life easier, not harder.
At Computer Solutions, we help veterinary clinics across the country build real-world password policies that improve access without creating more friction. We’ve rolled out secure vaults, MFA, and emergency login systems that work specifically for busy vet teams.
Call 609.514.0100 or visit welinku.com to get a sample password policy tailored for your practice.
Let’s make 2026 the year your clinic ditches the sticky notes and runs with confidence.
Want to learn more about veterinary IT and cybersecurity? Check out last weeks article here or subscribe to our LinkedIn newsletter here!
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