Choosing a practice management and medical billing software is an important decision. With so many variables to consider and so many factors to weigh, the search can be overwhelming – especially considering that many of the solutions you’ll find have really good (often similar) features and benefits.
The key is to finding the BEST fit—the RIGHT fit—for your medical practice or billing service. This website is intended to make your search easier by both educating you on the benefits of electronic solutions and helping you to recognize some key differences between the options you’ll find out there.
This is probably the best place to start, because if you’re not yet familiar with these two terms, you should be (and if you keep reading, you will be soon!) If you wouldn’t describe yourself as “tech-savvy,” not to worry! We’ll start out slow and teach you the basics so you’ll feel confident and educated as you continue your search. There are two key differences between Internet-based and server-based software: 1) where your data is stored, and 2) how you access that data.
With server-based software, you’ll probably need to purchase your own dedicated server to house the software and all data. Plus, you’ll have to back-up your data using the standards set for HIPAA compliance, which may require employing an IT staff and other hardware costs. To access your data, you typically have to pay an individual license fee for each user on your system. Also, you’ll probably need to download the software onto every computer you or your staff will use to access patient data. (Remember, this means that if you have an office computer and a home computer, you might need to purchase separate servers, licenses, and other related items.)
On the other hand, Internet-based software generally requires no dedicated servers be purchased. That’s because the data is housed, maintained, and secured by the software provider. They take on the expense of managing the servers (and they should have more than one!), employing the IT experts, and staying up-to-date with HIPAA compliance and other security measures. We’ll get into the importance of security a little later.
Using an Internet-based solution, you will access your data via the Internet. (See? We told you this would be easy to understand.) To be a little more specific here, Internet-based software will work in one of these two ways:
A) You will need to use your browser to access the system, or
B) You’ll need to initially download a small java application, and then use the Internet behind the scenes to access your data.
We’ll explore these two options in more detail later on, but if you want to skip right to the good part, click here!
As we mentioned before, the key differences between server- and Internet-based software are WHERE the data is stored and HOW you access it. As you might have guessed, though, there are several other factors you’ll want to consider. To make an informed choice between Internet-based and server-based software, you should compare them based on the factors most important to you.
Server-based software is usually known for its speed and power. After all, when you store all of the data yourself, you should be able to access it pretty quickly! Internet-based software usually wins in the categories of flexibility and convenience, affordability, security, and environmental impact. Of course, like all things you shop for, it depends on who you ask. And since you’re asking us, let’s dive into some of the specifics on the factors we think medical practices and billing services care most about.
With a server-based solution, you store your own data, so you don’t spend time pushing or pulling information or graphics over the Internet. In fact, you have no dependence on Internet what-so-ever, so if that is a concern, server-based software may be a good fit for you. Without waiting on an Internet connection, you can access your data very quickly, which is a big plus for streamlining efficiency.
The flexibility and convenience of an Internet-based solution give its software users quite a bit of freedom because it usually offers anytime accessibility. The key benefit here is that your office can steadily increase productivity in day-to-day operations since you aren’t limited by which computers—or which staff members—can access your data. Basically, an Internet-based solution allows you to work from your home, office, or any other location that has access to a broadband Internet connection.
On the other hand, if you prefer to maintain control over your data, a server-based solution allows you to do exactly that. Of course, if you experience a computer crash and all of your data is lost, it will be too late to change your mind on that point.
Without a doubt, one of the greatest benefits to choosing Internet-based software is the significant cost savings. From initial hardware and software investments to networking, IT and dedicated server costs, a server-based solution can be extremely expensive. You also should consider cost factors such as paying for upgrades and updates, how many users are included, and the costs of maintaining and backing up your data – all of which are generally more pricy with server-based solutions.
Let’s face it. No industry has higher standards for security than healthcare. That's why you need to be sure to protect your data with the highest form of security possible (preferably an encrypted 256-bit SSL connection). Internet-based solutions usually have the highest quality firewalls, often providing stronger security than a typical office server you would buy on your own. Be sure to also consider where your data will be backed up (and who will handle that process for you). You might be on your own to handle these things with a server-based solution, whereas Internet-based software usually offers high-quality safety mechanisms.
Dedicated servers, which are a key component to server-based software we discussed earlier, can have a pretty strong effect on our environment. A single dedicated server consumes 150 kilowatts of energy, not to mention the 264 pounds of carbon dioxide it puts out each year. To put these numbers into perspective, it’s estimated that one large tree can only absorb 45 pounds of CO2 per annum over a 40 year lifespan. This translates into needing six large trees to offset the carbon dioxide output of a dedicated server in a single year.
As a more environmentally safe option, an Internet-based solution is probably the better way to go. Since any PC in your office can be set up to share files or printers, you could completely remove the need for a dedicated server.
As you can see, there are obvious benefits (and a few disadvantages) to both the server-based and Internet-based options. But you’re in luck! There is one other option out there we’ve found that combines the best of both worlds: a Hybrid solution.
Remember the section above that explained the two kinds of Internet-based software? Option A requires that you use your browser to access the software. This is commonly referred to as browser-based or SaaS (software as a service).
Option B requires you to download a small java application onto your computer, and then you can access your data over the Internet. Now, you may be thinking, “the only thing I know about java is that I take it with cream and sugar!” The reality is that you might not know how an engine is built or how your television works, but you’d never let that stop you from owning a car or a TV, would you? Though the hybrid technology may be a little more difficult to understand, it is certainly just as easy, if not easier, to use. And that’s what matters.
The hybrid model combines the convenience and flexibility of most browser-based applications with the speed, power, and rich user experience credited to many server-based (locally run) applications. Unlike with a browser-based application, hybrid SaaS users install a small application onto their computer. Once the program is running, it looks like any normal Windows application. The difference, however, is that all data requests travel over the Internet to the software providers’ data center, and return the info to you.
One of several unique advantages to this application includes its access to the user’s local hard drive for real-time data caching. What does this mean to you? Well, this proprietary data caching, not available in browser-based programs, allows the program to locally store commonly used data for instant retrieval of information without delays caused by Internet traffic, resulting in increased office efficiency at significantly lower costs.
Another key advantage to the hybrid SaaS model is greater speed. When accessing patient demographics, a hybrid SaaS model pulls only specific patient data from the software provider’s secure server. With a browser-based solution, however, your software would also have to pull all of the graphics required to refresh itself with the new screen (which is a waste of time, since the graphics aren’t even changing) each time you send a request to access your patient information. The benefit is most measureable with features like messaging and scheduling because it takes about HALF the time of a browser-based solution.
A third hybrid SaaS advantage is the one-click software update. Because this process occurs behind the scenes, you probably wouldn’t even know it’s happening, but you’re definitely benefitting. All a user needs to do is click a single update button in order to upgrade to the latest features released by the software provider. This way, you remain in control of your software (which definitely beats the browser-based option of opening your software application to find that the company that sold you your software went ahead and updated it without your permission or preparation!) Upgrades are much better left to be done at the user’s convenience.
So we have already listed the hybrid SaaS benefits of increased efficiency, speed, and control. But if you’re still not convinced, maybe the lower bandwidth usage (which means cost savings for you) would do the trick. As we mentioned earlier, a hybrid SaaS model requires less bandwidth to gather the same information as a traditional SaaS model because it pulls only actual field data and not the complete graphical screen. This translates into a lower monthly Internet bill for those users who pay for Internet in proportion to the bandwidth they use. Stated another way, an office using hybrid SaaS medical billing software can, without any additional cost, employ a higher number of simultaneous users working heavily on its system than if that same system were weighed down by the comparatively higher volume of data caching common to browser-based solutions.
For a more in-depth discussion of the hybrid SaaS model, we recommend you check out this white paper: Hybrid Practice Management Technology Saves Medical Offices Time and Costs in Economic Downturn.
That’s a good question! But as far as we can tell, there isn’t one. Well, that’s not entirely true. Though the hybrid model has been around for over a decade, there are not a lot of practice management software providers that offer it. So the tricky part is finding a hybrid SaaS solution. Our recommendation would be CollaborateMD. Their solution is full of bells and whistles, yet the pricing is really affordable. You can check them out here: CollaborateMD.com
Now that you know the difference between server-based and Internet-based medical billing software, and you also understand the two different options in Internet-based solutions (browser-based or SaaS vs. hybrid SaaS), you are ready to begin your search for the RIGHT practice management software.
To help you along the way, we have outlined a few search tips below. If you use these tips to form specific questions for the sales people you meet along the way, you will be armed with the best tools to ensure you find the right solution for your office. Happy shopping!
Category |
Search Tips |
Service |
Choose a service-oriented company that can eliminate the backbreaking process of printing, stuffing, addressing, and mailing patient statements from your staff’s to-do list. Some companies provide these, and other time-saving services, at a low and reasonable price. |
Bells & Whistles |
Any standard practice management software solution should offer appointment scheduling, but don’t settle for a basic one. The more robust systems will offer a scheduler that allows access from anywhere, organization by appointment type, time blocking by resource, and multi-provider view settings on the same screen. |
How Much $$$$$ ? |
Whether price is an important factor for you or not, you should know what types of questions to ask to figure out what your TOTAL costs will be. For instance, companies with Internet-based products might say their software is “free” and those with server-based products might say there is a one-time license cost. In either case, there are often additional fees for initial set-up, monthly plans or packages, individual users, licenses, upgrades and updates, support, and other fees you’ll need to ask about to get the big picture on price. |
Stretching Your Dollars |
The key is to find a software provider that offers the top-level features without the top-shelf price tag! Even if you’re not ready to take advantage of added-value services now (like ePrescribing, institutional billing, eligibility, or electronic remittance advice), you should consider such options for your office down the road. Your best bet is to find the most comprehensive solution that gives you the features now, but only charges you as you use them. That way, you’ll have far more flexibility for your future as you continue to grow in size and revenue. |
Reputation |
Ask for testimonials and references to find out what real customers think about the software you’re considering. You should be able to find this information posted directly on a software company’s website. Also, be sure to search for medical billing software on the Better Business Bureau website to find out if the company is accredited and what their rating is. |
Automation |
Ask the sales person if their software offers “auto-apply”, which allows you to review EOBs in your system, automatically post payments and adjustments, customize your workflows based on the remittance advice codes, and make changes on the fly. All in all, a feature like this is virtually guaranteed to improve accuracy, reduce data entry costs, and result in faster patient statement processing. |
Payer Relationships |
No matter which medical billing software you choose, you will need to go through the process of completing payer agreements requested by governmental payers and certain commercial payers. The application process can be quite extensive, especially if you need to find the agreements on your own. |
Clearinghouse Relationships |
There are several different options for using a clearinghouse. Some software providers require their customers to research and choose their own. Others give you a couple of options, but usually you then have to “deal with” the clearinghouse you select by yourself. Another arrangement is for the software company to have an exclusive relationship with a clearinghouse (hopefully, a reputable one) that processes all of their customers’ claims. An upside here is that there is normally a great bulk discount here (but be sure to ask if those savings are passed along to you). The other big plus is that they usually have a direct relationship with the clearinghouse reps, and they will handle your issues on your behalf. If you are already an expert on clearinghouses and have a specific relationship with one where you know you can get your issues resolved directly, look for a software company that lets you choose your own. Otherwise, to err on the side of caution, it would probably be easier for you to choose a software provider that takes that whole operation off of your plate. |
Tracking & Reporting |
One of the greatest features of any practice management solution is the software's capability to track claims and provide reports. |
Security & Reliability |
This is a biggie (but we probably didn’t need to tell you that). Be absolutely sure that your data will be backed-up, preferably on a mirrored out-of-state site. What this means to you is that if your software provider’s office gets destroyed by an act of God, there will be a back-up copy of all data safely stored in some other (hopefully) unaffected state. Both locations should have redundant fiber optic connections and power management. Plus, ask about their “up-time.” This refers to the amount of time they are up and running without interruption. Look for at least 95% (but the higher, the better) excluding the occasional planned maintenance. |
Try BEFORE You Buy! |
Whatever you do, once you have narrowed down your options, ask if you can take the software for a test drive. If they offer a free demo on their site, at least you know they have nothing to hide. During your trial, be sure to investigate things like reporting functionality to be sure they have export capabilities and pre-built report templates to make it easier to keep your account receivables in check. If they offer some sort of money-back policy, that’s icing on the cake. |
Hopefully, you have found this website useful! If you have any questions or comments about what you’ve read here (or on any of the other resourceful websites out there), we would like to hear from you! Feel free to drop us a line: HelpMe @ Domain.com.