Tips For Selecting The Right Practice Management Software

By Bhavesh Koladiya, SoftwareSuggest

Practice Management Software (PMS) provides data visibility to the doctors and makes it easier for office staff to conduct regular tasks — it is an important tool to help hold the medical business together. But when it comes to choosing the right PMS, every practice has to consider its unique needs and navigate through the clutter before selecting a system that fits best.

A thorough understanding of software isn’t completely necessary in determining the best application for a facility. This guide offers tips to help make the best PMS choice.

• Make a needs checklist: The core functionality is almost the same for the various systems offered by vendors. Some of these features are essential and others will save you time and simplify the staff’s job. Good PMS must come with features for document assembly with ease of template creation; good data analysis and reporting suite; and the system must be able to deliver these reports automatically. It must have advanced search features and, most importantly, must be easy to integrate it with your current applications and services to avoid adding more cost. When making a checklist, consult with staff to find out what features they need in the new system, what features are lacking in the current system, and what features will add value and simplify their jobs.
• System location: A system can be cloud based or hosted on an on premise client or private server — each has pros and cons. Hosted services offers reduced fees, better reliability, and minimal overhead. A cloud-based system offers remote access and eliminates installation efforts and costs. Private cloud systems have amalgamated features with browser based software as well as systems installed on a server providing control of data and is easier to upgrade.
• Regular updates: Technology is constantly evolving as are the government regulations such as the mandated switch from ICD-9 to ICD-10. Software must be able to upgrade itself with changing compliance standards. Be sure to inquire if there are any fees associated with the software updates, or if there are any other hidden fees. Get paralegals involved during the demo to make sure that the vendor is offering a compliant system.
• Support: The service provider must be able to provide full support and should be reachable via phone, chat, or email. There has to be a real person available to answer any questions, and the service provider must provide appropriate training and offer system configuration at a facility. The configuration must be able to pick up from where the old system ended — it shouldn’t have to start from scratch.
• Billing: An integrated billing solution can improve the collection rates of a practice by allowing claims to be submitted in a timely manner and will help increase the number of claims accepted on first pass. Staff members can use a comprehensive billing system to generate financial reports and respond to denials or rejections.
• Contract and cost: See if there is a registration fee involved for the solution to be ‘turned on” and if there are any monthly payment options. The most expensive system doesn’t necessarily have to be the best. What is needed is something that will help run an office more efficiently, simplify tasks, and help serve patients better. Ideally, no matter the investment the features must be able to save costs and time.
• Extensive expertise: Not all software work the same way. Choose one which is best for a particular area of expertise. It is a good idea to get recommendations from acquaintances in the same specialty as every specialty has different needs. The practice management must be customized to suit the needs and optimize the performance of a specific practice.
• Patient portal: Having an additional feature for patient portal greatly reduces the burden on staff. Patients will be able to login and fill out paperwork prior to an appointment, verify insurance ahead of the appointment, and determine any out-of-pocket fees. Collections become easier and prompt and effective communication is enabled. However, since patients cannot be trained on using the software, it must come with an easy-to-use interface.
• Other features: The vendor must offer an array of practice solutions such as EHR, practice management, and revenue cycle management — and all must be sold separately. There’s no point paying for what isn’t needed. The system must also come with the latest open source coding technologies.

Choosing practice management software can be easy when buying from a trusted vendor. The vendor may give you references, but those could be his only satisfied customers. This, it’s recommended you get local references operating within your specialty to find out the best solution relevant to your requirements.

About The Author
Bhavesh Koladiya works for SoftwareSuggest. He is passionate about CRM, marketing automation, practice management, and all things digital. Connect with him on Twitter @bhavesh9040.