Software programs for medical offices encompass clinical and administrative tools. Some work for all types of healthcare providers, whereas others are sector-specific. Practitioners and office staff use software applications to improve visit efficiency, enhance patient experiences and care delivery, reduce costs, and more.
Indeed, medical office software systems can benefit your practice and help you overcome everyday challenges. But first, it's important to understand what medical software is and how applications differ. Uncover opportunities by exploring your options.
What is healthcare software?
Medical software is a broad term for applications that help providers manage their practices and patients. It includes cloud-based tools, which are accessible from internet-connected desktop and mobile devices, and on-premises software, which resides on on-site computers or servers. The healthcare industry relies on technology solutions to request prescriptions, pull up patient records quickly, and provide client education packets.
The types of medical software include the following:
- Electronic health records (EHR), electronic medical records (EMR), or electronic patient records (EPR).
- Healthcare practice management solutions.
- Medical database and diagnosis tools.
- Imaging software.
- Electronic prescription (e-prescribing) software.
- Telehealth platforms.
- Billing and claims processing systems.
- Patient engagement software.
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Benefits of software applications in healthcare
Balancing patients and managerial tasks is challenging. With the right tools, your team can save time, reduce errors, and improve patient care. Automatic updates keep your staff informed of the latest regulations, while automation features keep manual data entry to a minimum.
Healthcare software programs provide the following benefits:
- Spend more time with patients: Task automation, digital data entry, and real-time imaging results allow physicians and nurses to focus on care delivery and give patients more information during their visits.
- Improve the collection process: Accurate, timely claims submissions lead to quicker reimbursements, decreasing the time spent on back-and-forth messages. Most systems automate the invoicing and reminder system, helping healthcare providers recover payments.
- Increase patient satisfaction: Online portals, telehealth options, and digital scheduling solutions improve patient experiences. When combined with fewer billing and collection errors and better visits, patients express higher satisfaction rates.
- Better understanding of practice health: Modern healthcare software applications provide data analytics, giving practitioners insights into their company's health, including its finances and operations.
Many patient engagement systems have built-in two-way messaging and integrate with EHRs and imaging software.
EHR, EMR, and EPR software
An EHR application is an essential software program for medical offices. It offers a well-rounded view of your patient's health, including information from previous doctor visits and procedures. Since the Health Information Technology for Economic and Clinical Health (HITECH) Act was passed into law in 2009, the adoption of these systems has steadily increased. Research showed that in 2021, almost 4 in 5 office-based physicians adopted a certified EHR versus 34% in 2011.
EMRs and EPRs are types of EHR software systems. Many vendors combine these systems, but you can also purchase them separately. Typically, a single healthcare provider or system maintains an EMR, whereas multiple providers can access EHRs. An EPR stores patient data in a local digital storage system or secure cloud service.
Healthcare practice management software
Medical practice management systems, or medical information systems, are multifunctional platforms for managing clinical and administrative workflows. This software keeps everything running seamlessly, from patient appointments and registrations to coding and billing. Like other software solutions for healthcare offices, you can choose between cloud or on-premises solutions.
Healthcare practice management software features may include:
- Medical billing.
- Appointment scheduling and preregistration.
- Financial reporting tools.
- Patient demographics.
- Claims management.
- E-prescribing.
- Employee timesheet or scheduling tools.
- Patient portals.
- Pharmacy network integration.
- Visual resource planning.
- Imaging support via radiology information system (RIS) or picture archiving and communications system interfaces.
- Electronic fax.
- Internal messaging.
- Credit card processing.
- International Classification of Diseases (ICD) code support.
- Barcode technologies.
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Medical database and diagnosis tools
Healthcare professionals use medical database software to research symptoms, design treatment plans, or compare similar cases. Medical diagnosis software leverages artificial intelligence (AI) for quicker data analysis and responses. It helps doctors find patterns and narrow down diagnoses.
For example, Medical Database has a testing management and utilization platform. It helps physicians decide which tests to order based on symptoms, disease, and ICD-10 codes. Gale offers searchable medical conditions, treatments, and diagnosis databases, including many full-text articles from healthcare publications.
Medical imaging software
Modern EHR systems and practice management software allow doctors to show patients images on a laptop screen. However, clinics, labs, and hospitals use medical imaging software to plan and explain procedures. Aside from generating and storing images, the software may use AI and machine-learning tools to analyze images.
E-prescribing software
Electronic prescribing solutions allow health professionals to send medication requests to pharmacies. Although medical practice management systems and EHRs often have e-prescribing capabilities, solo practitioners and online-only telehealth providers may not require these robust systems. Therefore, a stand-alone e-prescribing tool is an excellent option. Many are certified for electronic prescribing of controlled substances ) and check for drug interactions.
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Telehealth platforms
Telemedicine apps are virtual communication tools that let doctors meet with and treat patients. According to the U.S. Department of Health and Human Services, audio- and video-based health services "remain above pre-pandemic levels." These systems comply with the Health Insurance Portability and Accountability Act, allowing clinicians to handle protected health information securely.
Doctors, therapists, and nurses interact with clients via voice, chat messaging, or video platforms. Alternatively, health professionals can collaborate with colleagues through virtual care apps without compromising security.
Telehealth software features may include the following:
- Video and audio conferencing.
- Mobile apps for patients and physicians.
- Appointment scheduling.
- Secure messaging.
- Document management.
- Custom branding options.
- Screen and file sharing.
- Treatment and diagnosis knowledge base.
- Billing.
- E-prescribing.
- Integrations with imaging departments and labs.
- AI tools, like patient-facing chatbots or symptom checkers.
- Built-in appointment reminders and follow-up messages.
- EHR integrations.
- Telehealth analytics and reports.
- Post-visit surveys.
Billing and claims processing systems
Most practice management systems include billing and claims submission features. However, small doctors' offices and solo practitioners may use billing software as an alternative to a full-featured medical management tool. Stand-alone medical billing software helps healthcare providers handle revenue cycle tasks and streamline the billing process.
Physicians use medical billing software programs to accomplish the following:
- Verify patient insurance benefits.
- Manage denials and rejections.
- Send patient statements and reminders.
- Track payments.
- Accurately code services.
- Submit electronic claims to insurance companies.
- Automate recurring tasks.
- Create and manage patient payment plans.
- View financial performance.
Patient engagement software
Besides seeing patients and billing insurance (and a million other things), medical offices must maintain long-term relationships with vendors and market their services. Practice management or telehealth platforms may offer engagement features, but stand-alone tools can provide advanced capabilities, such as reputation management and specialty-specific features. Many patient engagement systems have built-in two-way messaging and integrate with EHRs and imaging software.
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Specialty-specific healthcare software solutions
Virtual therapists or chiropractors have different needs and workflows than a general practitioner. Dedicated platforms provide forms, templates, and resources for clinicians and patients. They use terminology related to your specialty and integrate with industry tools.
Here are a few specialty healthcare software applications:
- Long-term care: Nursing homes, assisted or independent living facilities, and home health care providers benefit from dedicated systems to manage medical scheduling, billing, patient profiles, and families.
- Behavioral health: Mental health professionals can use stand-alone or all-in-one EHR, practice management, and billing systems. Specialty tools are designed for quick note-taking with integrated teletherapy options.
- Hospital management software: These applications handle most administrative tasks, from scheduling appointments to sending automated reminders.
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