Bristol Park’s Pat Dolphin completely agrees. “That was an absolute factor [for vendor selection] for us,” she says. Blair notes that initially, “We felt it was a little bit too much risk to put everything into one system. … Lo and behold, we ended up selecting a system that was integrated, and got the best of both worlds.”

Besides, says Jenkins, upgrading your PMS is simply easier to do than implementing an EMR. “The PM upgrade wasn’t painful; EHR was painful,” she says. Why? Because physicians are generally less involved in ongoing practice management tasks than they are with those carried out via an EMR; thus, their impact carries less weight.

And why waste time cobbling a connection between your spiffy new EMR and old-school practice management software anyway? Previously, these two systems worked off two databases; now, just one elegant, flexible database serves both entities if both systems come from the same vendor — although some EMR-less vendors will tell you how easy it is to share data across platforms. Be wary of this, especially since there are as yet no set national standards for EMR data records.

Planning pays off

As with any major change, careful planning, thoughtful analysis, and informed decision-making are crucial to success. To ensure this outcome, keep the following steps in mind:

Analyze your current system. Take a hard look at the way you currently conduct business within your practice. What is the work flow? How much time do you spend on routine practice management tasks? What protocols do you follow when performing these tasks?

Stay open to new ideas. A great deal has changed since the PMS niche grew from an ugly duckling into today’s lovely swan. So what do you currently skip but wish you could do? Are there specific data slices you’d like to be able to access in a handy report? Do you get frustrated with some of your workers because they jump over certain tasks you’ve deemed important? What about appointment scheduling? Are you currently limited to just 15- or 30-minute appointment slots? What if you could set aside 20 minutes for a patient you know is going to need that extra five? Make a wish list of all that you see lacking in your current system, and take note of vendors that could potentially meet your needs.

Decide what to ask. Every PMS vendor wants your business — badly. To select the right one, ask the right questions. Cover every aspect imaginable, down to the last keystroke needed to sign off every evening, and level the playing field by asking them all the same questions, including:

• How is scheduling handled? Can we double- or even triple-book appointments?
  
  
• What’s the maximum number of providers allowed?
  
  
• Does the software properly handle the procedural and diagnostic codes our practice needs?
  
  
• What about search capabilities, such as finding unpaid claims? Or data scrubbing? Can our billers choose how to submit claims?
  
  
• How are financial data tracked? What reports are available? Which will we find truly useful?
  
  
• Is the system fully HIPAA-compliant and secure over the Internet? Can we control user access?

Naturally, you’ll want to put the vendor itself through the question mill, too. Here’s one for your current vendor: Does it still exist? A lot has changed since the original practice management software entrepreneurs first hawked their solutions. “Back in the eighties, there were hundreds of vendors. Then the market matured, and many vendors fell out,” says Paul Stinson, senior vice president of Sage Software, the manufacturer of a practice management product called Intergy.

Treat the issue of vendor robustness very seriously. Scrutinize each one’s financial stability and growth; ability to offer an integrated EMR; level of compliance with HIPAA and other regulations; responsiveness when you have questions; quality of software servicing and support; user training programs; clarity of pricing; and competency of salespeople.

Beware of any vendor making inordinate promises to customize the software; in all likelihood, that software is simply not right for your practice. Also, feel free to pop in your jaundiced eye and cast it about whenever you see fit, especially if a vendor claims unique features. “If any salesman comes in and says their system does something the others don’t, they’re probably lying, because they all pretty much do the same thing,” says Blair.