Requirements for Medical Practice Software: Essential Features, Hardware & Network Factors to Consider

In any office, administrative work is essential to keep workflows going smoothly. However, some professionals simply do not have a lot of time for it, which is why they offload it to other members of their team. If not, they use tools that can help them.

Such is the case in medical practices and in multi-specialty hospitals. When patients visit a doctor’s office, they are often met by a secretary or assistant who takes care of menial tasks like scheduling and data entry. Nevertheless, mistakes can still happen. These are errors that medical practice management software can help avoid.

In this article, we will look at the hardware and network requirements for medical practice software, along with the key features to look for in such solutions. Hopefully, the information can help you choose a tool to assist with administrative and medical work.

Medical practice is a rewarding but also challenging field. There are many things to consider, from administrative processes to patient care. Errors can happen on both sides and they are costly as well as dangerous. In fact, medical errors cause around 250,000 deaths in the United States annually. On top of that, an estimated 12 million US residents are misdiagnosed every year.

And considering that there has been an increase in the rate of electronic prescriptions since 2017, it is essential for healthcare providers to be accurate in their diagnoses. As well, errors can mean the life and death of an individual. Also, according to industry data, e-prescription rates have been climbing from 66% in 2017 to 84% in 2020.

But now, there is an increase in the use of medical practice management software. Errors in diagnoses, billing, and patient information can be avoided. But before a practitioner or a health organization implements one, there are certain considerations to note. These include hardware requirements as well as network recommendations. We look at these below to help you prepare for your solution deployment.

Key Features of Medical Practice Software

Every medical practice management solution has something that makes it unique. It could be a platform for a particular kind of specialist. The tool may have a network that connects physicians with laboratories or pharmacies. Whatever the case, there are still features that you can find across all medical practice solutions.

1. Appointment Scheduling. This is an essential feature for every clinic or hospital. You can find this in any medical practice management tool. With this, front-office staff can check the calendar for open slots for consultations. They can also manage these appointments by canceling or adjusting them if necessary. On many platforms, patients can access this and set and manage their own appointments. If you have minimal requirements in your practice, you can also use appointment scheduling apps.
2. Patient Data Management. Medical practice applications have databases where clinics and hospitals can keep patient records. These would include their personal details, reasons for previous visits, complaints about the current visits, and medical history. The record will also have notes about medications or instructions as well as laboratory results. These would make it easier for physicians to determine illnesses and their possible causes during consultations.
3. Communication. Medical practice tools have communication features. It is a hub where they can send SMS to patients and receive replies. Also, a part of the module would be the sending of automated reminders so that patients do not miss their appointments or be late for them. For practices or hospitals that need more than what a medical practice solution can offer, there are communications software systems that can handle large volumes of communications. For instance, an IVR tool can boost the largest multispecialty physician groups’ call capacity and brand voice.
4. Billing. Hospitals and medical practices can take advantage of this feature to ensure that patients receive the right bill. This also allows physicians and administrators to make certain that they are paid on time. The tool can also tie in with insurance eligibility verification systems. As such, staff can submit claims in a timely manner.
5. Reporting and analytics. You can discover how many appointments you had within a certain timeframe with the BI tools of a solution. This will allow you to discover how many cancellations you had as well. And you can even see whether a certain period has been profitable for the practice or the hospital. On top of that, the software will tell you how long it would take for insurance companies to pay claims. Thus, you can have a full view of your practice’s or hospital’s financial health to help you stay profitable.

AthenaHealth provides reporting and analytics for metrics such as revenue, patient visits, and relative value units.

Hardware Requirements of Medical Practice Software

Medical practice software these days are web- or cloud-based rather than installed on-premise. Of course, if you have a hospital or a hospital network, you may choose to host the system on your local servers. Whichever the case, there are certain hardware requirements for medical practice software you need to meet.

• Windows PC. If you are going to use your medical practice platform on a Windows PC, make sure the computer has a 2.0+ GHz quad-core CPU. For example, a laptop or a computer with Core i3 would meet the minimum requirement. You also want to have at least 4 GB RAM in your computer although, for the best experience, 8 GB RAM is recommended. Also, make certain that there are around 10 GB of free space in the hard drive. For best results, choose an SSD.
• Mac. The recommended and minimum hardware specifications for medical practice software in Windows are the same as in Mac. Although certain older models of Macbooks or iMacs can still be capable of running cloud-based or web-based medical practice tools.
• Tablets or iPads. If you intend to use your medical management application on a tablet or iPad, your device should be able to handle the latest updates. This is important because developers also update their applications and may no longer support earlier versions of your device’s OS. But if you are going to access the solution using a browser only, then even if you are not using a device with the newest Android, iOS, or iPad update, it is possible to run it smoothly.
• Smartphones or iPhones. Considerations for smartphones and iPhones are the same as with tablets and iPads.

One important thing to note when using PCs, Macs, or mobile devices is to ensure that you have the right browser unless you are using a native application. Check the specific requirements of your software provider to find out whether they support your preferred browser.

Network Requirements of Medical Practice Software

While some medical practice management systems have offline capabilities, you still need to connect to the Internet to fully enjoy their functionalities. The following are the network requirements for medical practice software. By meeting these requirements, you can quickly connect to your cloud or web-based platform:

• Stable, high-speed Internet connection
• 5 Mbps or greater

If your connection is less than the recommended speed, you may still be able to use the web, desktop, or mobile application. However, you might encounter some issues such as elements and pages not loading properly or completely. To avoid problems due to connectivity troubles, make sure that your connection is fast and stable and that everything on the page loads thoroughly.

Examples of Medical Practice Software

There are many medical practice software out there. You might even find yourself having a challenging time selecting the one for your practice or healthcare institution due to the abundance of choices. There are plenty of great platforms out there but we have narrowed it down to the top five for you here:

athenahealth

athenahealth is a cloud-based platform that combines EHR features with practice management capabilities. Because of that, practitioners and administrators can work and collaborate on the same system. Further, this solution enables accurate documentation of patient encounters with its dictation tool.

Practice Fusion

Practice Fusion is an EHR on the cloud for independent practices. It is a time-saving platform with medical charting templates ready to go. On top of that, it has an e-prescribing tool that allows physicians to manage prescriptions for controlled substances.

Cerner EMR

A complete healthcare solution, Cerner EMR has tools for providers, patients, and employers. It allows users to check their patients’ health plans as well as oversee their paper processes for government requirements. Additionally, the platform has analytics that can help you understand your healthcare data.

TherapyNotes

TherapyNotes is a specialized solution designed to help physicians in the psychological and psychiatric fields. Therapists can use this tool as well. With these, behavioral health specialists can easily schedule appointments, meet with clients online, take notes, and bill clients.

Sevocity

Sevocity is a customizable, affordable EHR. It is easy to navigate and use with its clean interface. Customization is free and unlimited so you can tailor the platform to meet your exact needs. Plus, it integrates seamlessly with other solutions like billing software systems.

Practice Fusion features medical charting templates and a patient portal.

Trends in Medical Practice Software

Medical practice software continues to evolve, adapting to changes in technology and healthcare needs. Here are some key trends shaping the future of this software:

• AI-Powered Diagnostics and Decision Support: Artificial intelligence is increasingly integrated into medical software to provide predictive diagnostics, helping practitioners make faster, data-informed decisions. AI’s ability to analyze vast amounts of data makes diagnostics more accurate, improving patient outcomes.
• Telemedicine Integration: The demand for telemedicine services has grown exponentially. Medical practice software now integrates telehealth features, allowing providers to manage remote consultations, securely share documents, and communicate with patients directly through the platform.
• Patient-Centric Tools: Patients today expect more control over their healthcare experiences. New tools allow for patient self-service, enabling tasks like booking appointments, accessing medical records, and paying bills online, all through secure, user-friendly portals.
• Enhanced Data Security and Compliance: With increasing cyber threats, medical software focuses on advanced encryption, compliance automation, and multi-factor authentication to protect patient data and meet HIPAA and other regulatory standards.
• Interoperability with Other Systems: Interoperability is critical, allowing medical software to communicate seamlessly with EHR systems, laboratory systems, and health information exchanges. This trend promotes continuity of care by enabling secure data exchange across healthcare providers.
• Wearable Device Integration: Software integration with wearable health tech, such as fitness trackers and smartwatches, allows real-time patient data tracking, enabling providers to monitor patient health trends outside clinical settings.

Other Factors to Consider

Now that you know the recommended and minimum hardware and network requirements of medical practice software, you are nearly ready to implement it. Your practice or health organization can benefit from it tremendously as it can reduce the time you spend on menial administrative tasks. Thus, you can focus more on providing the best healthcare to your patients.

Still, there are other things to consider before you implement a medical practice management solution. One of those is the familiarity of your staff with such tools. You may need to have them attend a training session with your chosen software provider to ensure they can use the platform effectively.

Another is network security. Patient data is sensitive and needs to be protected. You might want to improve security in your practice or hospital network. At the same time, you can think about utilizing VPN software for further protection.

If you’d like to learn more about VPN tools for medical practice software, check out our guide to the best cloud VPN software.

Key Insights

• Automation of Administrative Tasks: Medical practice management software significantly reduces the burden of administrative tasks by automating scheduling, billing, and patient data management, allowing healthcare providers to focus more on patient care.
• Improved Accuracy: These systems minimize errors in diagnoses, billing, and patient information, which is crucial in preventing potentially life-threatening mistakes.
• Enhanced Compliance: The software aids in maintaining compliance with regulatory standards through accurate reporting, audit trails, and integration with insurance verification systems.
• Data Management and Accessibility: Centralized databases make it easy to store, access, and manage patient records, improving the overall efficiency and quality of patient care.
• Network and Hardware Requirements: Ensuring that your system meets the necessary hardware and network specifications is essential for smooth operation. This includes having a stable, high-speed internet connection and adequate computing power.
• Training and Security: Proper training for staff and robust network security measures, including the use of VPNs, are critical for effective and secure use of medical practice management software.
• Integration Capabilities: The ability to integrate with other healthcare systems and tools, such as EHR, billing software, and communication platforms, is vital for streamlined operations and improved patient care.
• Cost and Customization: Evaluating the cost and customization options of the software is important to ensure it meets the specific needs of your practice or healthcare organization.

FAQ

1. What are the key features to look for in medical practice management software?Key features to look for include appointment scheduling, patient data management, communication tools, billing and insurance claim processing, and reporting and analytics. These features help streamline administrative tasks and improve overall efficiency.
2. What are the hardware requirements for running medical practice management software?For Windows PCs, a 2.0+ GHz quad-core CPU, 4-8 GB RAM, and at least 10 GB of free hard drive space are recommended. For Macs, similar specifications apply. Tablets, iPads, smartphones, and iPhones should be capable of handling the latest OS updates to ensure compatibility with the software.
3. What network requirements are needed for medical practice management software?A stable, high-speed internet connection with at least 5 Mbps is recommended to fully utilize the functionalities of cloud-based or web-based medical practice management systems. This ensures smooth operation and reduces issues related to connectivity.
4. Can medical practice management software help reduce errors in patient care?Yes, medical practice management software can help reduce errors by automating data entry, providing accurate patient records, and integrating e-prescription tools. This helps prevent misdiagnoses and ensures that billing and patient information are correctly handled.
5. How does medical practice management software enhance compliance with regulatory standards?The software enhances compliance by providing accurate and timely reporting, maintaining audit trails, and integrating with insurance verification systems. This ensures that all regulatory requirements are met and reduces the risk of non-compliance.
6. Is training necessary for using medical practice management software?Yes, training is necessary to ensure that all staff members can effectively use the software. Many software providers offer training sessions to help users become familiar with the platform’s features and functionalities.
7. How can medical practice management software improve data management and accessibility?The software centralizes patient data in a single database, making it easy to store, access, and manage records. This improves the efficiency of administrative tasks and enhances the quality of patient care.
8. What security measures should be considered when implementing medical practice management software?Robust network security measures, including the use of VPNs, encryption, and regular security audits, are essential to protect sensitive patient data. Ensuring that the software complies with healthcare data protection regulations, such as HIPAA, is also crucial.
9. What are some examples of medical practice management software?Examples include athenahealth, Practice Fusion, Cerner EMR, TherapyNotes, and Sevocity. These platforms offer various features tailored to different types of medical practices and healthcare organizations.
10. How can medical practice management software integrate with other healthcare systems?The software can integrate with EHR systems, billing software, and communication platforms through APIs and other integration tools. This ensures seamless data flow and enhances the overall functionality of the healthcare organization’s IT infrastructure.

By Nestor Gilbert

Nestor Gilbert is a senior B2B and SaaS analyst and a core contributor at FinancesOnline for over 5 years. With his experience in software development and extensive knowledge of SaaS management, he writes mostly about emerging B2B technologies and their impact on the current business landscape. However, he also provides in-depth reviews on a wide range of software solutions to help businesses find suitable options for them. Through his work, he aims to help companies develop a more tech-forward approach to their operations and overcome their SaaS-related challenges.