What can the right practice management system do for you? If your practice is currently drowning in paper, investing in technology could make your life easier, help you make real business efficiencies, and repay you many times over.
But of course, that depends on finding the right long-term solution from the many on the market, some of which aren’t even designed for use in a healthcare environment. If you have little or no experience of IT procurement, this quest can test your resources and your patience.
That is why Healthcode have put together this step-by-step guide to help you find the Holy Grail: a practice management system which meets your current requirements and is able to support your business as it grows.
1. Assess your practice
Think about the ways your practice could run more efficiently and whether these processes can be automated. Areas to focus on might include managing patient information; appointment scheduling; billing and financial analysis. Draw up a list of must-haves with your team – any system you buy should tick these boxes.
2. Set your budget
Decide if you want to buy a software package. This could involve upgrading your existing hardware and operating system, buying licences for members of staff and financing the cost of future upgrades. Alternatively, it could make a lot more sense to subscribe to an online solution which is accessible from any computer with an internet connection and allows you to take advantage of new features as they are developed. When thinking about your budget, you also need to investigate possible hidden costs such as ongoing technical support, back-up and training.
3. Agree your timescale
Think about your IT project as a series of tasks, set a deadline for each and assign responsibility to one of your team. If the timescale seems to be slipping, meet with the other members of your team and discuss how to get things back on track.
4. Research vendors
A matrix is a good way to compare the various providers and how closely they meet your needs so you can draw up a shortlist. From managing patients to billing and financial reporting, the system features should match your list of must-haves. But don’t forget other important issues like security as well as the training and technical support available.
5. Meet shortlisted vendors
Ask the companies on your shortlist for a demonstration so you can assess the system for yourself and see if you can trial the system for a limited period. Ask about their experience in your market, whether you can talk to their existing customers and how committed they are to product development.. Don’t forget to check the company’s financial stability with Companies House or a credit reference agency
6. Monitor and evaluate
Ensure the contract sets out the level of service the vendor will provide (ask a solicitor to review if necessary) and monitor progress to ensure they deliver, especially during system set-up. We recommend you review the system after 6 months and at regular intervals to ensure it continues to meet your needs.
If you would like more information about Healthcode’s ePractice manager, call us on 01784 263 150 or email This email address is being protected from spambots. You need JavaScript enabled to view it.