Medical Practice Management Software

Medical Practice Management Software

Medical Practice Management Software

What is it? Why is it Important?

The modern medical practice is a busy place. Whether you work in a small practice or a larger hospital, it is all the same: the daily challenges and demands of the medical world come from all angles. Doctors and practitioners count on efficient systems to deliver the highest quality treatment that patients expect and require. Administrative staff depend on systems that can streamline an excessive amount of workflow. Medical Practice Management Software (MPMS) is the health care software that deals with the daily operations of a medical practice.

Such software is quickly becoming the gold standard in health care as providers want to be able to capture patient demographics, schedule appointments, maintain lists of insurance payers, perform billing tasks, and generate reports all using one simple system. With the advance of Practice Management Software (PMS) into specific MPMS, practitioners can automate patient scheduling, staff scheduling, billing as well as expanding the capacity to communicate with customers and track customer profiles in their systems and across practices and staff members.


The ultimate goal of MPMS is to reduce the time a doctor spends on paperwork so that he or she can spend more time with patients. As such, medical practice management software often include functions to assist with medical administrative tasks, such as:

Patient Billing

Medical practice management solutions can assist with preparing patient billing statements, sending electronic bills, and collecting and processing payments. On top of this, many solutions integrate both customer billing and employee payroll in the system.

Appointment Scheduling

Instead of using a paper calendar or Excel spreadsheet, many medical practices opt to use software to better organize patient appointments and staff schedules. Not only does MPMS do both of these things, it can also monitor appointment history, and even send automated appointment reminders and follow-up notices to patients. MPMS often include a calendaring or scheduling component that allows staff to create and track upcoming patient visits. Software is often differentiated by whether it allows double-booking, or whether it uses a scheduling or a booking model. Schedules are often color-coded to allow health care providers (i.e. doctors, nurses, assistants) to easily identify blocks of time or sets of patients.

Patient Registration

New patients typically fill out a form or questionnaire with demographic information about themselves including their address, insurance, and contact information. Medical practice management software allows office administrators to enter and store that in the system. In some cases, patient information can also be transferred from to an Electronic Medical Record (EMR) system or to the patient’s insurance company for verification.

Reporting and Document Management

Because medical facilities often have a large amount of paper documentation, MPMS include functionality to help organize and manage all their paperwork. Doctors can scan patient prescriptions, bill payments and other documents into the system. Most systems also allow admins to pull comprehensive reports to better track office-wide activities.

Claims Management

Before medical practitioners submit insurance claims for services rendered, they can use an MPMS to scrub and edit the data to ensure that it meets national insurance claim standards. They can also use the software to submit claims electronically, check claims status in real-time, verify benefits information, and track overdue claims. In cases where a patient did not have proper insurance, or where insurance coverage did not fully pay the charges, the practice will usually send out patient statements. Medical practice management software often contains options for a practice to print and mail their own statements (or other correspondence), and may even contain a way to interface with third-party patient statement printing companies.

Inventory Management

Stocking and distributing medical inventory takes a lot of time, but MPMS can simplify the process. Tracking inventory orders, assessing inventory and supply levels, and managing inventory storage is all streamlined with MPMS. You’ll also be able to generate inventory reports, eliminating manual data entry, and track items dispensed to patients.

Medical Practice Management Software vs Other Software

While comprehensive medical practice management software is designed to handle all back office and administrative functions at a medical facility, there are some stand-alone applications commonly mistaken for an MPMS:

Medical scheduling software coordinates appointments and schedules for doctors, patients, and staff.

Medical billing software covers patient billing activities and insurance claims processes.

Electronic medical records (EMR) software automates the clinical side of a medical facility. Specifically, it maintains patient records such as allergies, medical history, immunizations, charts, prescriptions, etc.

It goes without saying that the field of medical software is wide. With the development of technology and the spread and ease in which software can now be created for any specific task, there is a huge array of applications in existence. Some of the current branches that fall under medical software are: dental management, imaging and visualization, medical information systems, research, mobile software, health system management, and diagnosis. The majority of this article will discuss Practice Management Software, with a focus on the features this software has to offer to all relevant medical and heath care branches.


Due to the increasing implementation of EMRs as dictated by U.S. law ( Health Information Technology for Economic and Clinical Health (HITECH) Act ), there is an overlap between PMS and EMRs and electronic health records (EHR) systems and they become increasingly intertwined and often packaged together; but there is one big distinction between them: While some information in a PMS and an EMR overlap, for example, patient and provider data, in general the EMR system is used for assisting the practice with clinical matters, while PMS is used for administrative and financial matters. Medical practices often hire different vendors to provide the EMR and PMS systems. The integration of the EMR and PMS software is considered one of the most challenging aspects of the medical practice management software implementation.

Scheduling Software

The most obvious purpose for scheduling software is to manage and communicate with incoming patients. Scheduling software offer advanced features that revolve around the scheduling of patients. In addition to patient scheduling services, MPMS applications that organize and schedule staff. This type of software allows users to manually arrange and track the schedule of employees, and customize and edit shifts. In addition, it offers advanced reporting features which can offer insights into such things as scheduling fairness. This app like many other is also available for access by staff from a tablet so they may do things like request vacation time remotely. The benefits of this software are improvements in work flow and reductions in scheduling errors, the likes of which are extremely problematic in an emergency environment.

Billing Software

There are a variety of medical software applications that utilize billing and accounting features in order to cut down workflow in transactions and costs, automate processes and streamline claims. The main reason for billing software is to create an instant, comprehensive bill, and most medical billing software exist for the sole purpose of cutting down administrative workflow and block leaks in revenue due to easily avoidable errors (i.e., human or system). Additional features include the ability to create a patient file with complete billing history so that transactions may be viewed over a long run of client and practice interactions.

MPMS applications allow users to access to large amounts of data on certain patients. This allows for the creation and accumulation of personal statements, which helps track and account transactions and create a paper trail automatically for things such as medical claims on the part of the client or practice. This means that tax considerations, claim considerations, or information regarding the method of payment can all be stored in a single patient file.

Claims Management Software

Closely related to billing software, claim management software is often included in MPMS packages. This type of software is designed to comprehensively automate claims processes. Claims management software includes the capacity to electronically integrate medical claims, identify patient eligibility for benefits, identify referrals from other practitioners, the automation of reimbursement, and benefit management.

Top Companies That Offer MPMS

There are several companies that offer MPMS software nationwide that pride themselves and advertise that a medical practice’s current system is ineffective, by switching providers, they will provide a professional level suite of medical practice software that elevates the performance of the client’s medical office. They’re MPMS software features include:

  • Appointment Scheduling : Manage appointments with ease
  • Charge and Procedure Entry : Simplify billing and accelerate the payment process
  • Billing and Claims Submission : Real-time claim status and tracking
  • Office Management : Simplify administration
  • Reports : Dynamic management, financial and administrative reports
  • And much, much more

What companies are these? Click the links below to find the best company in your area:

The introduction of constantly new and evolving medical practice management software, proves a great opportunity for all varieties of medical organizations. The software available reaches to the narrowest corners of the medical profession, integrating work flow and patient records as some of the most greatly utilized tools across all medical services. The automation of scheduling for both staff and patients saves on costs and wasted time, while software that manages claims and prescriptions improves accuracy in the provision of treatments. A full-featured MPMS system that offers advanced scheduling, patient registration, billing, claims management, and reporting provides health care organizations a complete, web-based practice management solution that streamlines clinical, administrative, and financial operations, providing opportunities for productivity, collaboration, and growth within the health care practice.