Resource Centers:(News, information, and tools to support your practice)
August 2008
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Finding the Right Practice Management Software
When looking for practice management software, keep this one rule in mind – the software should conform to how you do things, not the other way around. When there are so many software systems offering you similar features and tossing around the same buzzwords, it’s hard to distinguish the best fit for your practice needs. Before you sign any agreement, be sure that you’ve researched every angle of that company. Don’t focus entirely on the software and its features; instead, look at the big picture. Keep the following tips in mind when you search, as they will ultimately make the difference of whether you are using the software system or letting it use your resources.
* Make sure the software is easy to use. Find out if the system has the features you are looking for and whether or not they are easy to use. The easier the software is to use, the more likely you and your staff will take full advantage of its features. Don’t let yourself get stuck on only the software’s features and functionality. Make sure that you and your staff can use the system effortlessly – this will make sure that you are increasing your productivity through your investment.
* Pay attention to your sales experience. Sales representatives are supposed to do what their name denotes – they represent the company. Do they take time with you? Are they knowledgeable and friendly? If you don’t receive respectful and honest treatment from sales, then it will likely be the same throughout your experience with the company. Also, look for companies that encourage you to view demos before you buy. It is crucial that you test-drive the new system before you buy. See how it feels.
* Look into the company’s ability to provide training and support. What about the learning curve for the new system? First, determine how much time you’ll need to invest in training, and then see if you’ll even have that time to give. How different is the system than what you are used to working with? Are the features and tools similar, and are you familiar with the way you accomplish tasks using the software? If you are you going paperless for the first time, then you’ll of course need to extend the learning curve. Keep in mind that you may need to convince your staff that the transition will be an easy one, and you’ll most likely have to reassure your staff that once they learn the software system, they’ll be more efficient.
Then you will need to examine the software company’s training and support services:
* Is training provided with your purchase?
* Does the company offer you flexible training resources, such as manuals, videos, and live training?
* How extensive is the training? Is it included in the price of the software?
* What about customer support? Is it also included in the price of the package?
* What about continued support options and upgrades? Make sure their support hours cover your demographic needs.
* Make sure the software is compatible with third party tools and vendors. Understanding hardware compatibility before you buy will save you a lot of undue time and resources trying to incorporate your current hardware and other software applications that you currently work with. Find out
* Examine the cost value. You’ll want to increase the return of your investment as soon as possible, so make sure that you find in advance any additional or hidden costs associated with the software. You’ll also need to factor in the pricing for any additional databases. Will you lease or own the software? Is additional hardware required or optional? It is equally important to know if the system will require you to change your current network, and whether your existing network infrastructure can support the change. Although it is recommended that you hire a qualified IT professional to help you setup your network, it is also important that the software company supports you with this transition. Make sure the two entities can coordinate their efforts. Some offices, after making the switch, quickly face problems moving data from one house to another. If you’ll need data conversion, make sure the company offers this service. Find out how much they will charge for it, and then see what is going to be required of you to convert the data.
* Don’t just listen to the hype. It’s always wise to talk with your colleagues and see what has worked for them; however, they may not have the same needs as you do. Make your own informed decisions. There’s a lot of talk about .NET technology like it’s the only way to go. Do you know what .NET technology is and what it means to you? Will it increase your productivity? The answer is no. Although this development platform should increase end-user functionality, it really holds most value with the software engineers. Instead, consider how long the company has been around, and see if they’re growing. Try to find the company’s track record of making wise decisions regarding industry trends. Look at its support and training services.
* Look at the features. Finally, you can’t leave out the software’s features and functionality. Give yourself time to explore the system’s tools. See if it has all the features you’ll need to perform all of your daily tasks. Moreover, buy practice management software that is integrated for all functions. If you don’t want to have several applications running, then buy a system that can handle your chart notes, scheduling, billing and more – all in one program. Make sure that the system will support the growth of your practice and that you will be using it for the long-term.
No matter what your needs may be, there is a practice management software system out there for you. Practice due diligence, and make informed decisions. In the end, you’ll be glad you took the right steps in protecting your future investment.
Checklist:
1. Ease of Use
2. Sales Experience
3. Training & Support
4. 3rd Party Tools
5. Cost Value
6. Self Analysis
7. Features
Jennifer Fischer is a technical writer for ChiroTouch by Integrated Practice Solutions Inc., a leading provider of innovative technology solutions for the healthcare industry, www.ChiroTouch.com.
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