When you're on the prowl for software solutions, it's easy to be distracted by information overload. I know, because I've
been there. My wife and I just finished picking the practice management software for her new veterinary practice. This process—along
with my 10 years as a computer professional spent troubleshooting projects from the planning stages through testing phases
to, ultimately, releases—helped me to develop a foolproof plan of attack for choosing software. Here's everything you need
to know—and ask—when shopping for your own practice management system.
Stake out your needs
It doesn't matter if you're already the biggest game in town or looking to become it; the right practice management software
can help you organize and run your practice in the most optimal way possible. But what's right for you? To find out, write
down all of the features and capabilities you'd like to have. Use your business model when creating the list to make sure
the software will support your needs. For instance, if you offer different levels of boarding and daycare, will the software
let you customize your scheduling and invoicing accordingly? Be sure to ask others involved in your practice, such as accountants,
laboratory technicians, and front desk staff, for their input regarding software compatibility. Then sort your requirements
into two columns: a must-have list and a nice-to-have list.
For each column, rank your requirements in priority order. For example, when creating our must-have list, my wife and I said
our most important requirement was that the software store its data in a database. Then we said it must allow for concurrent
editing of a client's record. Other column-toppers were an impeccable company reputation and compatibility with our existing
machines. Round up a posse
The software evaluation process will most likely take weeks or months, depending on how many systems you consider. It will
also require some knowledge of advanced computer concepts, such as networking, databases, and data security, so if you're
not technically savvy or don't have time to size up each system, ask someone knowledgeable to assist you. But remain closely
involved in all decisions. Any choice you make about practice management software will have significant financial considerations,
such as short- and long-term costs, additional licensing, and equipment choices. For example, if the system is compatible
only with the company's own line of laboratory machines, or requires expensive software add-ons to become compatible with
other companies' machines, you'll have no choice and may have to pay top dollar.
Stalk prospective vendors
Your relationship with a software company doesn't end with your purchase. You'll have further contact with the vendor when
system updates and add-ons are released, and when you run into problems—which are inevitable with every technology and product.
Make sure these future interactions are pleasant by paying special attention now to the companies' reputations for customer
service and technical support. Look at news articles. Give company representatives a call. Your first interaction indicates
how helpful a company will be if it gets your business. As you talk to representatives, keep track of their eagerness to work
with you, their response time in getting back to you, their product and industry knowledge, and their ability to answer your
questions. Also look into the companies' finances. If a business seems financially unstable or is in a state of transition,
consider going with another vendor.
Featuring Information from:
