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Medical Practice Management Software: Key Features

Medical Practice Management Software: Key Features

by Rachelle Robinson

Medical practice management (PM) software automates, streamlines, and coordinates administrative tasks in doctor’s offices, hospitals, clinics, and other healthcare settings. The tool’s primary users are non-medical employees such as receptionists and administrators.

A complete system includes

  • Front-office tasks such as patient scheduling and insurance verification
  • Medical billing, financial analysis, and reporting are examples of back-office operations.

When used correctly, technology can help reduce human errors, keep track of financial situations, and ensure high-quality patient care. However, for the best results, the medi emr solution should be integrated into the overall health IT infrastructure, interacting closely with two other critical pieces of software: a patient portal and an electronic health record (EHR) system.

Workflow and Systems in Medical Practice

In the daily medical office workflow, practice management system does what?

Patient Portal And Practice Management System

A patient portal is a app that allows patients to access their medical records and communicate with healthcare providers. It allows patients to book appointments and fill out required forms online, among other things. The patient portal retrieves available time slots from the practice management system and sends appointment notifications upon booking.

The smooth exchange of data between the portal and the medical practice management tool reduces no-shows while increasing patient engagement.

EHR and Medical Practice Management System

A medical practice management tool can be bundled with an EHR system, purchased separately from the same EHR vendor, or used as a stand-alone solution. In any case, it does not replace, but rather supplements, EHR functionality. The latter caters to the clinical side of the job by allowing e-prescribing, lab test ordering, and documenting every single appointment, in addition to collecting and storing patient histories. Following the visit, the EHR transmits data to the practice management system for billing and reporting.

The most important elements of medical practice management software

So, what exactly can a practice management system do?

Though it varies depending on the provider, there are several key components to investigate further.


A calendar tool that assists front-office staff in scheduling and managing appointments is a basic component of any medical practice management system. You can usually search for available slots by day, location, and provider. Advanced free practice management software also allows for the automated sending of appointment reminders via email or SMS.

Verification of Insurance Eligibility

Staff must verify a patient’s insurance benefits prior to a doctor’s appointment:

Do they provide the necessary services?

This process requires calling insurance companies or logging into multiple web portals if done manually. This module automates much of this routine, locating all necessary information in seconds. It reduces the number of claim denials and eliminates financial surprises for patients following visits.

A common use case for is eligibility verification.

Management of Patient Data and Documentation

The system makes it simple for medical personnel to enter, find, and access patient data such as demographics, medical history, and reasons for previous visits. Employees can also create and customize registration forms, treatment plans, and other documents using templates.

Another desired feature is the ability to create and edit notes for administrators or doctors to leave for themselves or their colleagues.


This module is critical for practices that have decided to control their own medical billing rather than outsource it to third-party services. It assists staff in properly and timely submitting claims to payers, reducing the number of denials and speeding up reimbursement. This component frequently includes basic automated assisted coding capabilities.

A common example is a code scrubbing tool that verifies claims.

However, if you intend to bill with your medical practice management system, you must hire a certified coder to ensure that diagnoses, drug prescriptions, and procedures are in accordance with industry-specific data standards.

Analytics and Reporting- Medical Practice Management

This module, designed to generate financial reports and track profitability, provides information on Accounts receivable (A/R), or the amount of money owed to your facility by patients and insurance companies for services rendered;

  • Days in A/R, or how long it takes a hospital or clinic to be paid on average
  • The general rule is that the metric should be kept below 50 days
  • Total reimbursement vs. expected reimbursement

Monitoring these metrics keeps the practice informed about its financial situation and allows it to take timely action to improve it.

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