Trying to find the best practice management system or software (PMS) can be difficult, especially with so many available. We spoke to Jane Braithwaite from Designated Group to find out what you should think about when deciding on the right practice management software for you.
A cloud-based or server-based practice management system?
There are pros and cons to both cloud-based and served-based practice management systems. Most doctors and clinics will use cloud-based PMS solutions. Whereas larger healthcare companies or hospital groups with their own IT departments will run server-based solutions.
Cloud-based practice management systems
Cloud-based software can be accessed from anywhere with internet access. It can be used in different hospitals and clinics as well as when working from home and travelling.
Something to think about is that some services can be limited when there is no internet access, depending on the provider that you use. But with almost infinite connectivity available nowadays, it is rare a PMS will ‘go down’ like old server-based systems.
Security and GDPR compliance are crucial considerations here. If you are planning to use cloud-based software, make sure that the supplier has taken all of the necessary actions to ensure that data is secure.
Server-based practice management software
Over time, a server-based solution can be cheaper for multi-location clinics, but it is something that can require more effort and up-front capital.
A server-based solution also needs to be stored safely and securely in a physical location. And you will be responsible for your own backups, security and disaster recovery plans.
In terms of security and GDPR compliance, a server-based solution means that your patient data is held within your own clinic and not shared with any third parties, making everything more secure.
Ensuring that your data is secure is a considerable and complex responsibility. The best practice management software options will offer two factor authentications and have extensive conditions on controlling sensitive patient data.
Is the practice management system scalable?
When choosing your practice management system, think carefully about scalability. Here’s the reasons why:
- Your PMS should be able to maintain patient notes and correspondence for a growing number of patients. This is especially important for specialties where lots of images need to be stored.
- The software should be able to cope with any scale related to the number of consultants working within your clinic. Some software is better for this than others so it is an important factor to consider when choosing software for your growing clinic.
- Some PMS systems allow multiple users as part of the subscription or licence fee. Ohers will charge per user, which could cost a significant amount more if there are multiple users.
Your practice management software checklist
Is it easy to navigate?
On a daily basis you will be checking clinic lists and patient correspondence. The best practice management software will make this quick and easy, with minimal “clicks”. You should be able to move quickly from one letter or set of results to the next and also from one patient to another.
Is it quick and reliable?
When choosing your software, ask for statistics on speed and reliability including the percentage of “uptime”.
Does it offer built-in functionalities or integrations?
Some PMS systems have built-in functionalities whereas others prefer to integrate with other software. Each has their pros and cons but both work well in general. Built-in functionality is simple and easy. Meanwhile, integrations mean that you can choose the best-in-class software.
Is dictation available?
You should have the ability to dictate letters and results, and these should be securely available to your medical secretary or typist ready for transcription.
Are processes simple?
Producing, checking and approving correspondence with patients and clinicians should be straightforward. Sending correspondence should also be simple and secure.
Can tests be requested through the system?
Most good practice management systems will allow tests to be requested via the software. They will also allow test results to be automatically added to the system and stored in patient notes. This functionality can save time and ensure that lab tests are received in time, with nothing missed.
What about invoicing and electronic billing?
If you manage invoicing and credit control in house, your PMS should have strong functions to support these tasks.
The ability to invoice patients easily and accurately is necessary. Your practice management system should also allow for the immediate payment of invoices to be taken via integration with a credit card company.
The management of credit control is also key, and a good PMS will make this easy to manage. Look for functionality that enables you to pull reports related to invoicing including aged debt. And, pinpoint the practice management systems that allow you to set up a system of reminders to send to patients in order to chase unpaid bills or short falls.
Also make sure that the software meets your requirements in terms of reporting and financial management. Most offer a level of reporting that allows you to review your financial data and your practice financial performance.
Some PMS systems provide you with the option to track practice outgoings and perform bank reconciliations. Others will integrate with well known finance software packages, which can be particularly beneficial for your bookkeeper and accountant
Is there an app?
The best practice management systems will offer you the option to use an app, which can be a lifesaver on a busy day. It allows you to access your PMS easily from your phone or tablet, providing you with access to your clinic list, patient contact details and patient correspondence.
How is their customer support?
You will want to ensure that you have good support both for yourself and your team. Investigate what is offered prior to signing on the dotted line. Check that adequate training will be given, and if additional training on specific functionality can be available at a later date as you develop your practice.
Will your data transfer be smooth?
If you have data that you need to transfer from an existing system onto the new one, understand how this data transfer will take place and the costs associated with it. Some providers will do this for free, but others will charge.
And importantly, is it safe and secure?
The issue of data protection and security is a great concern. Any personal data being sent from one party to another is a potential risk. Does the PMS offer a ‘Patient Portal’? This will allow patients to login into their own private portal to access letters and results, eliminating the need to transmit personal data.
How do I choose the best practice management software?
It is worth investing time and effort into research. It is recommended that you carry out the following before making your final decisions:
- Measure each PMS against what is important to you
- Talk to others about their practice management software
- Read testimonials and case studies
- Search for reviews online
- Look for user groups and forums
- Ask for a free trial
Also, explore every eventuality. If you choose a PMS and decide that it’s not right after six months, what are your options? Do you have to sign for a full year or is it a rolling monthly contract? Would they make your data available in an easy-to-upload format for your new PMS system? How long would this take and how much would they charge?
In summary, choosing a PMS is an important decision that can impact the long-term development of your practice. While it is a decision that is unique to you, it is recommended that you do your due diligence to ensure you select the right software for you and your practice.
Jane Braithwaite is managing director of Designated Medical, which she founded in 2013 having worked in private healthcare for many years. Her objective is to help doctors and clinics establish, grow and develop their private practices.
