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How to Use Best Medical Office Software to Manage Your Practice?

There are approximately 59 million healthcare workers worldwide.

Most of them struggle daily with documents, patient consent, and communication.

The situation is more challenging for individual practitioners as they alone have to manage every single operation associated with their internal team, patients, and vendors.

When we asked 50 providers from our network who practice independently, most agreed.

They want very well-organized control over their medical office and all its workflows.

Because only those workflows push them into helpless situations that they lack control of.

Thus, we have built a white-label no-code best medical office software for doctors to let them execute their workflows with complete visibility and control.

We will showcase how with the help of our medical software for small clinics, you can organize, plan and manage all operations or workflows of your medical practice from a single place.

What is medical office software for doctors?

You take any software. The most common use case of it must revolve around management.

It helps you manage your operations, stakeholders, finance, and relations from a single window.

Talking specifically about our medical office software for doctors, it exists in the form of a web app that you can access from any web browser of a laptop, computer, tablet, and even mobile.

Since it has a responsive UI, it automatically adjusts to the screen size of your device.

Using this software, you can manage your patients, their caregivers, internal staff, vendors, and partnered healthcare entities such as pharmacies and labs.

You can bring all these stakeholders under the same umbrella and perform all associated operations from one screen.

The best thing is that all stakeholders (vendors, patients, internal team members, and patients’ caregivers) also have their dashboards (portals).

From where they can perform their level of operations. This leads to complete online and optimized workflows of your medical practice.

Key takeaway:

You don’t have to call anyone. You don’t have to send faxes. You don’t have to manage papers or even excel. Every little thing can be managed from software, from people to documents, reminders, lab/pharmacy orders, or other orders.

How to manage your practice?

Let’s start with the main screen where you would be spending most of your time.

Medical office software

1. Create patient/vendor profiles and manage them

Our software supports both B2B and B2C modules.

B2B module:

Here, you create profiles of your vendors by adding their contact and business information.

You can assign your internal team members to work with each particular vendor.

In other words, these assigned team members only have access or permission to manage that vendor.

Medical office software

Thanks to its CRM features, you can have your vendors’ business analysis and user analysis data.

Medical office software

B2C module:

Like vendors’ profiles, you can create your patients’ profiles by adding demographic and basic clinical data.

Medical office software

You can even go one level beyond and add each patient’s Power of Attorney or caregivers too.

Medical office software

2. Task Management

Under the profile of each vendor and patient, you or your assigned team members can create a task and assign that to internal or external users – and later update that too.

Medical office software

The best thing is you can set up the task’s expiry date and its expiry notification, which is supposed to be sent automatically to added team members – before or after certain days of the expiry date which you set.

From the dashboard, you can track the status of each task.

Medical office software

3. Document management

Under each patient and vendor profile, you can upload their essential documents.

For that,

  • Click on ‘Add New’
  • Give it a document name
  • Select document type
  • Add tags for easy search of the document in the future
  • Set expiry date
  • Set up the expiry notification
  • Attach the document

The incredible thing about the Document Management feature is that you can view the entire activity log of every action performed on that document.

Medical office software

4. Permission management

You can give specific add, edit, delete, and view permissions for each software feature to each patient and vendor.

Medical office software

However, since we don’t want you to select and deselect all permissions for all features every time you create a new patient/vendor, we have developed a feature called ‘Permission Group.’

You can select and deselect all the permissions for once and give that bundle a ‘Permission Group’ name.

So, next time, while creating an internal/external user profile, all you need to do is, select that ‘Permission Group’ name from the list, and all the set permissions under that group will be automatically given to that user.

Medical office software

5. Internal/external user management

You have two separate dashboards – one to manage your internal users and another to manage your external users (patients, vendors, vendors’ team members, etc.)

You can view all the created user accounts, the permissions you gave them, the last logged-on data, and the status.

Medical office software

From the same dashboard, you can add new users.

For that,

  • Click on ‘Add New’
  • Enter the email, first name, phone number, and designation
  • Also, select the permission group from the list of permission groups you have created

Once you create a user, an automatic email invitation will send to users to access their dashboard or portal.

The following is the most basic hierarchy medical software for small clinics can natively support.

medical office software

6. HIPAA authorization

Since our medical office software for doctors is equipped with the eSign feature, you can send consent forms to the patients.

Patients can access that form, eSign it, and submit it.

The remarkable feature of HIPAA authorization is the expiry notification setup.

  • Select an expiry date for a consent form
  • Set up the number of days after/before the expiry date you want to send a notification
  • Select the users you wish to send automatic notifications

7. Daily/weekly/monthly/yearly checklist

You can build a custom checklist application to perform daily/weekly/monthly/yearly checks and track the status of each check in a very collaborative manner.

And to build this, you just need to follow 6 steps.

Step 1: Checklist name

Here, you need to give a name and write a description of the checklist you are creating.

Step 2: Field naming

Set up the fields under that checklist. For each field, you can select or deselect multi-selection options.

You can give tags to these fields and select which days you want to run these checks.

Step 3: Status options

Out of 3 status options – Single Status, Multiple Status, Single & Multiple Status, you need to select one based on your workflow requirements.

Step 4: Status configuration

You can configure the status as you like. Because you have complete flexibility to add the status which you want.

You can also select whether you want to allow the team to complete those tasks which are now outdated or missed the deadline.

Step 5: Shared with users

You can share that checklist with internal and external users who are supposed to complete checks on that checklist.

The best thing here is that you can give them full or partial permissions, including view, edit, add, and delete.

Step 6: Review and confirm

Whatever you have selected/added on steps 1-5; you can validate it now and confirm the checklist.

Medical office software

You can create a checklist for literally anything, as nothing is pre-built. Everything you can build on your own as per your needs within minutes, thanks to the no-code nature of software.



8. Notification management

You can set custom email and SMS notifications with your own content for several events that work as triggers for those notifications.

These triggers can be any activity performed by your internal and external users.

For example, you can set ‘new document uploaded by the patient’ as a trigger and configure the email or SMS notification.

Medical office software

You can have multiple triggers for SMS/email notifications. And from the dashboard, you can view all of your set triggers, along with when was the last time it was updated.

Medical office software

One software to replace them all

Internal team, vendors, patients, their documents, and consent are some of the things individual practitioners have to manage daily. We help them stay on top of workflows so they can focus on their core practice and patient experience.

Hopefully, this post gave you some ideas on managing the workflows of your medical office by leveraging the top features of medical office software. Once you have streamlined workflows, it’s easier to reduce stress and burnout.

Do more with software and start handling every part of your practice in one place!