Choosing the right software for your practice can be an enormous undertaking. Making the right choice and making the best choice is not always the same thing. Although making the right decision will likely allow you to get the job done, making the best choice can help you increase your bottom line considerably.

In today’s competitive technology market, many software options are available. Ironically though, less than one-fifth of all companies who provide software today, will be in existence in five years. Despite the enormous amount of technology available to all, only the companies that best plan and develop will survive.

This 5-step guide will provide you with the information you need to arm yourself with knowledge required to outlive your software vendor. It is with this knowledge, that you will be able to make a thorough and educated decision on which product is best for you and your practice.

Step 1. Understanding Your Current Needs

By far this is the most commonly overlooked process in identifying the best software choice for your practice. It doesn’t matter how much you save off the retail price if you bought something that does not handle your needs.

• List the things that you expect from your software today.
  

• If you are already using a software product and are considering a replacement, what is it about your old software that you like? By listing your likes of the software you are getting ready to replace, you are setting the minimum expectation bar for your replacement to meet.
  

• Identify what you do not like about your existing software. By identifying your dislikes prior to your next purchase, you will keep from making the mistake of buying a program that does not meet your current expectations.
  

• Identify any features or functions in your existing software that you do not regularly use. It is probable that some if not most of these features made up part of the price you paid for the soon to be replaced product. By listing what you don’t need, you will prevent from wasting your hard earned money on features you no longer need.

Step 2. Plan for the Future

More than 15% of physicians have purchased two or more medical billing programs for their practices in the last 5 years. This is very telling! It tells us that 1 out of every 6 physicians are unhappy with their initial software purchase. By choosing the right product for your practice and the right company to support you, your needs will be met. This will ensure that you will not experience buyer’s remorse.

Visualize your practice in 1, 3, and 5 years. What does it look like? Where is it located? How many staff do you have? Have you opened a second location? Have you teamed with other physicians? Has your specialty changed? If you visualize your practice and you like what you see, then ask yourself what is different about my practice today than it will be in any given timeframe. By listing the differences, you will be able to target specifically the things that you will need to plan for. Many software companies do not currently offer what I like to call “the multiples”.

• Multiple Users Make sure that you select a program that allows multiple users.
  

• Multiple Access Points Whether you want to work from home or abroad, have multiple clinics run from one software program, easily manage a satellite office, or outsource your billing without losing control of the bottom line, this feature is essential.
  

• Multiple Physicians Often software companies are behind the times with development and struggle to offer advanced but necessary features such as multi-doctor and multi-specialist.
  

• Multi-Clinic Be it 2 or 20, you should select a program that does not limit the number of clinics that you can mange. Simply put, if you buy one product, be sure that you choose one that allows multi-practice management.

• Multi-task Imagine this. You are at home, checking on the day’s productivity of your practice. At that exact moment, your billing service sending out the day’s bills and your staff are confirming tomorrow’s vital appointments. Some programs will not allow multiple accesses to the same patient file or feature. This is poor programming, and creates time-wasting bottlenecking.

Step 3. Do Your Research

Most physicians weigh their decision on two key components. What they’re colleagues use and what their staff prefer. Even though your practice may be similar to that of a friend or colleague, your needs are almost sure to be unique. Although both resources should be at the top of your list, they should be among familiar company.

• Set the Technology Bar Software is basically a makeup of two key components:
  

  • 1.Language
    The language that your software is programmed in is incredibly important. By identifying the language, you can tell if it is outdated, or if you will have compatibility issues. Make sure your final list are all developed using the Microsoft.NET framework. Anyone who does not program using this platform is outdated, not qualified, or poorly funded.

  • 2.Database (backend of software)
    Your program database is responsible for how your program collects, organizes, accesses, retrieves, and stores your information. Staying true with the Microsoft.NET platform, be sure that your choice absolutely uses a Relational Database (RDB). Any database other than a Microsoft Sequel Server database is likely a hybrid or the result of a compromise that the developer had to take due to limited resources.
    

• Confirm Certifications There are three types that you should require from your next software vendor:
  

  • 1.Microsoft Certification
    The Microsoft certification process is long and costly for very important reasons. Microsoft requires that each applicant undergo extensive testing. Some companies will falsely post a Microsoft logo on their website. This is not only illegal but reflects the shortcuts that a company is willing to take to fool you. Be sure to make sure that they are for real.

  • 2.HIPAA Certification
    Simply put, if the software is not HIPAA compliant, you are likely in violation. This can be costly to you in many ways.

  • 3.Medicare compliancy
    Although you may not accept Medicare as a form of payment in your practice you should still demand your software measure up to Medicare standards. Most insurance companies model their billing standards to mirror the Medicare model. If your software does not meet this expectation, immediately look elsewhere, as it is likely that your insurance claims will be denied.
    Accept no alternatives. If a software company cannot provide you with printed documentation proving that they hold these three necessary certifications, then they are likely not certified. Hold your ground, there is no substitute for certification.

Step 4. Make the Right Choice

This is the point of distinction. You must now separate your choices into two columns. The first column is reserved only for software that entirely meets the standards to this point. The second column is a waste of paper. This simply means that any software which ends up in the second column is below the expectation you set the moment you began this process.

You’ve done it! You’ve made the right choice. You may be asking yourself what is the right choice? This simply means that you could likely choose any of the programs listed and function as a practice. However, I am sure you want more than a functional practice… you want one that is healthy. In order to have a healthy practice, you must make the best choice.

Step 5. Make the Best Choice

You’re almost there! Although this process is the easiest, it is also the most important. You should now have a list of software that meets your minimal criteria to make the final cut. You have seen a demo of the product, you have spoken with colleagues, staff, and your hardware vendor or computer guy. Now all you need to do is see how they stack up. Doing this is easy. Simply complete a the software lineup below. This is a side by side comparison of each your choices.

Right Choices	Software 1	Software 2	Software 3
Easy to use and learn?
Provide for future expansion?
Has plenty of documentation?
Uses current technology?
Long-term company?
Best Choice

By completing the Summit Consulting Software Lineup, the best choice is simple. Choose the software that scores the highest.

You did it! You made the best choice! Making the best choice is not always the easiest choice. By acknowledging this process, and completing the necessary steps, you will surely see the beneficial impact to your bottom line. Summit Consulting has provided you with this assistance purely as an informational service. Simply put, we are here to help. At any point, should you need additional assistance, or just want someone to help you through this or any practice management decision, please do not hesitate to contact us. There will be no charge for this service or any communication related to helping you make the best choice.

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