"After five years of using Amazing Charts, we love it more than ever. Amazing Charts is perfect for our two-physician family medicine office."

— Susan Petrosky, MD


Five Steps for a Successful Practice Management Implementation

The implementation process for a Practice Management system is greatly different than for an EHR. It involves many steps, including migration of existing data, establishment of workflows, evaluation of reimbursement and associated processes, and more.

Here are five steps you can take to help make your Practice Management implementation a smooth one:

One: Set proper expectations

Ensuring you and your Practice Management vendor are on the same page from the start is key for a successful implementation. Schedule a kick-off call to define practice goals with your vendor – this will help you understand the implementation timeline and scope, and also ensure you’re working towards the needs of your practice.  

Your Implementation Specialist should also identify proper channels for addressing questions and issues during the implementation cycle and beyond go-live.    

Two: Utilize the implementation guide

Don’t underestimate the importance of an implementation guide. Your vendor should provide you with a set of files with information you’ll need to work effectively upfront, such as information on clearinghouses, data migration tools, etc. The guide will also serve as a roadmap that leads you through the vendor’s services, policies, and processes.

Three: Conduct a Workflow Analysis

A workflow analysis is a pre-implementation task that should be completed by the Implementation Specialist in conjunction with you and your staff. This provides the office the ability to identify which processes can be improved, and how, using the new PM tools for greater efficiency. The analysis can also help identify areas where AR days and dollars could be improved.

A workflow analysis includes interviewing employees to understand every aspect of the practice’s daily routines, such as, roles/responsibilities of individuals and groups, and the goals/objectives of your practice. Processes that might be evaluated include:

  • Patient registration (demographics, insurances, guarantors, sliding fee applications, etc.)
  • Appointment scheduling
  • Patient check-in and check-out
  • Referrals
  • Billing, claims, issuing statements, accounting, collections
  • Automated letter templates for no-shows and collections
  • Reporting

Four: Create plan of action for data migration

Whether your need is to convert records from paper or an existing software system, your Practice Management vendor should assist in determining the best plan of action for your practice to save you the time and effort of entering data manually.

If you’re switching from a different Practice Management solution, ask your vendor what types of data can be migrated and if they have a data migration template to format your data in a manner that can be easily imported in the system. Be sure to review and clean your data prior to the migration to ensure any inaccuracies don’t carry over.

Five: Get sufficient training

Ensuring you and your staff are fully trained prior to go-live is essential to a successful implementation – it should be a top priority for you and your staff prior to go-live. Once everyone is comfortable using the system, use a “Dummy” patient to run through the new workflow. 

Interesting in learning about our Integrated Practice Management solution? Call 866-382-5932, option 2, or email [email protected].

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