When setting up your medical practice, choosing the right software will be one of the most important decisions you’ll make to ensure the success of your business, and it’s understandable why so many practices can take months to decide.

The software you opt for will directly impact the day to day running of your practice and, as the decision maker, you need to ensure that everything you require for your practice can be found in one easy to use software solution.

To help make this process simpler, we’ve broken down the most important considerations you need to be aware of when making the right choice. Work your way through this checklist to see whether the company you’re considering partnering with is right for you, your staff, and your business.

First, consider what your practice requires.

• What are the features the software must have, and what are the features you’d like to have? Have these ready for your discussions with software providers.
• If you’re purchasing software in partnership with another doctor, have a contingency plan, and assume that one day you might go separate ways. Do you have a contract in place to deal with data ownership?
• Think about your staff – a great software package can improve employee retention by making their workload easier. It can produce an increase in efficiency when completing everyday tasks, through to an increase in revenue due to streamlined billing processes.
• Does your practice have multiple locations? If so, consider what requirements you’ll need for remote access.

Second, consider what the software provider can give you.

• Talk to your colleagues – who has the best reputation when it comes to practice management software?
• Is the software provider able to provide testimonials, or offer to put you in touch with existing customers who might like to share their experience?
• Is there a minimum contract period when you sign up? Be cautious of lock in contracts.
• Does the software provider offer tailored training and support, both in person and remotely, to ensure a hassle-free transition or start?
• What does the software provider offer you in support post install? Is their support network Australian based?
• Has the provider gone through a comprehensive demo that highlights the key areas you’re interested in?
• Make sure you have a good understanding of the number of users in your system – different software packages will have varying access and licencing options that will determine cost.

Last, but not least – are you prepared for the transition?

If you currently use another software package and are looking to change, consider the following:

• Have you investigated your options for a new software well in advance of your current software licence expiry date? Have you considered when a good time is for the transition to take place (e.g. end of month, end of financial year, just before planned holidays)?
• Regarding your existing data:
  
  • Enquire about the software provider’s data conversion:
    
    • Can it be done?
    • What comes across?
  • Does the software provider offer obligation-free trial data conversions?
  • If you’re considering a cloud product, ensure they have a proven and tested export routine which will enable you to export all your data.
  • In addition, if you’re considering a cloud product, where is your data stored? What is the provider’s policy?
• Think about what you will need to organise ahead of changing software to make the transition run as smoothly as possible:
  
  • Letter templates, logo files, appointment schedules, a list of your private fees.
  • Pathology and radiology downloads, request paperwork, MIMS subscriptions, prescription paper.
• Always plan for the worst – what happens if some of your data doesn’t convert to the new software? Having a plan in place ahead of time will save you a headache.

Why is it important?

The software that you choose to run your practice will become the hub of your business. You need to ensure that the software is reliable, saves you time and comes with an excellent support team for when you need it.