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Best Medical Office Software: [Features, Functionality, Benefits & Cost]

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’ve built a powerful solution to medical office software for doctors to let them execute their workflows with complete visibility and control.

We’ll showcase how with the help of it – 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.

With the right software, you can manage your operations, stakeholders, finances, and relations from a single window, making your job easier and more efficient.

Talking specifically about medical office software, you’ll be pleased to know that it can help streamline your work by automating repetitive tasks, improving accuracy and efficiency, and reducing errors.

This can make a big difference in the way you work and the outcomes you achieve!

And if you’re interested in exploring your options, we have an ideal solution for it.

Our HIPAA compliant medical office software solution!

It is a ready-to-use solution that also comes up with full flexibility in customization.

In other words, if you have unique requirements (be it functionality, branding, features, etc.) – you can customize it accordingly.

Besides, it is a web-based solution.

Meaning, you can access it from any web browser of a laptop, computer, tablet, or even mobile.

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

For a better understanding, the following are the real-screen images of our solution.

Medical office software

A few things that make our medical office software solution distinct from the rest

We have spent countless hours perfecting our solution to ensure that it not only meets but exceeds all of your expectations.

Our team of experts has left no stone unturned in creating a powerful solution that stands out from the rest.

On top of that, it is specifically designed to tackle even the most complex challenges of a medical office, providing you with a level of performance that you simply won’t find anywhere else.

For a better understanding, discover the top-notch functionalities of our solution.

  • It is HIPAA, PHIPA and PIPEDA-compliant software.
  • It has no-code capabilities that enable you to configure workflows as per your need.
  • There is a separate web portal for patients and internal and external users.
  • You can customize it according to your needs.
  • An unlimited number of users can access it.
  • It is built by healthcare-specific developers.

The architecture of medical office software for clinics

Our medical office software solution has multi-user architecture.

It refers to the design and structure of software that allows multiple users to access and use it simultaneously.

In other words, you and your (internal and external) users can access and use it from a separate web portal.

This architecture aims to help you achieve – streamlined workflows, improved operational efficiency, and better communication and collaboration across the organization.

To get a more sense of it, explore the image below.

Architecture of medical office software

Top benefits of having medical office software

Every valuable part of your medical office can be managed using our solution.

And it can provide numerous benefits to you, your patients, and your staff.

Here are some of the key advantages:

1. Improved efficiency:

It can help automate many administrative tasks, such as appointment scheduling, patient check-in, billing, and insurance claims processing. This can save time and reduce errors, allowing your staff to focus on patient care.

2. Better patient experience:

By using it, patients can easily schedule appointments, access their medical records and test results, and communicate with their healthcare provider. This can lead to increased patient satisfaction and engagement.

3. Enhanced communication:

Medical office software can facilitate communication among healthcare providers, staff, and patients, making it easier to share medical records, test results, and treatment plans. This can improve collaboration and coordination of care.

4. Increased revenue:

It can help you and your staff keep track of billing and insurance claims, reducing the risk of errors and denials. This can help increase revenue and reduce costs associated with administrative tasks.

5. Improved compliance:

It can also help you stay up-to-date with regulatory requirements and compliance standards, reducing the risk of penalties or fines.

Overall, medical office software can help you and your staff streamline operations, improve patient care, and increase revenue, making it a result-oriented solution for medical practices of all sizes.

Whom you can manage with medical office software for clinics?

In simple terms – you can manage everyone who is involved in your clinical practices!

For example,

People you can manage with medical office software

You can bring all these stakeholders under the same umbrella.

And can perform all associated operations related to them – from one screen.

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

From where they can perform their level of operations.

This leads to complete online and optimized workflows of your medical practice.

How you can manage your practices with medical office software?

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

Dashboard of our medical office software

1. Create patient/vendor profiles and manage them

Our solution 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.

Internal team management in 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

This is something that makes our solution the best medical office software.

Because it allows you to manage the day-to-day activities of each person who is involved in your clinical practices.

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.

Task management using our medical office system

The best thing is you can set up the task’s expiry date and its expiry notification.

It automatically sends a reminder to added team members – before or after certain days of the expiry date which you set.

And from the dashboard, you can track the status of each task.

View tasks list

📌 Read our detailed guide on: HIPAA compliant task management 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.

Manage documents in medical office software

📌 Read our useful resource on: Healthcare data management software

4. Permission management

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

Manage permission on usage in 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.

Edit user permission

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.

Manage internal and external team in 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 be sent to users to access their dashboard or portal.

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

Basic hierarchy of medical office software

6. HIPAA authorization

Since our solution to 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.

Checklist configuration in medical office software

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.

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 the 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.

Edit notification

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.

Notification management in medical office software

The seamless integration capabilities of medical office software

Integration is the key!

  • A key to enhancing outcomes.
  • A key to saving operational time and cost.
  • A key to eliminating medical errors.
  • A key to providing rapid care solutions.
  • A key to improving the patient care experience.

Being a healthcare-focus IT company, we understand the heavy importance of integration.

Thus, our solution comes up with seamless integration functionalities for any health tech solution.

You can integrate it with any EMR/EHR, HIS, LIS, and the list goes on and on.

This will help you improve operational efficiency, reduce medical errors, and save time and cost across your medical office.

📌 You must also read: Best patient engagement software

The unique pricing model of our solution for medical office

Our pricing structure is not similar to third-party or SaaS solutions.

In other words, we don’t follow a monthly or yearly based pricing model.

Because it never gives value when it comes to ROI.

Besides, you have to pay them extra to use additional features in the software.

Moreover, its pricing model works just like Netflix.

The moment you stop paying them – the next minute you’ll lose software rights.

But with us, you’ll not get stuck in such a money-draining pricing structure.


You just need to pay a one-time licensing fee!

With that, you’ll get –

  • Lifetime usage rights
  • Full freedom over the software
  • An unlimited number of users can access it
  • No boundaries on customization

One medical office 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!