Patient

 Management  System  
 
-­‐ also   known   as   clinic   management   software,   patient   manager   software,   medical   patient   software  
or  medical  practice  management  software  (MPM).    
-­‐ It   refers   to   a   number   of   efficient   automated   systems   designed   for   tracking   patient   information,  
diagnoses,   prescriptions,   interactions   and   encounters   within   healthcare   organizations   like   medical  
clinics  or  hospitals.  

Benefits  of  Patient  Management  Automation  

 
Patient  management  information  systems  offer  a  range  of  benefits  to  providers  big  and  small.    
 
1.  Ease  Overburdened  Staff  
Administrative  staffing  is  one  of  the  big  drivers  of  high  healthcare  costs.  Automating  routine  processes  like  
patient   flow   management   helps   medical   clinics   and   hospitals   minimize   their   administrative   expenses.   It  
does  this  by  reducing  the  amount  of  data  entry  tasks  the  front  desk  staff  is  expected  to  perform,  which  lets  
them  make  the  most  of  their  working  hours.  It  also  helps  maintain  efficiency  —  by  easing  workloads,  it  lets  
the  same  number  of  staff  members  perform  better,  more  meaningful  work.  
 
2.  Practice  Management  
Solo  practices  benefit  significantly  from  patient/practice  management  systems  because  of  their  limited  
resources.  A  patient  management  system  helps  streamline  every  element  of  a  medical  office  including  
recordkeeping,  charting,  patient  scheduling,  claims  processing  and  billing  functions.    
 
3.  Timely  Patient  Care  
Larger  clinics  and  hospitals  can  enjoy  similar  benefits  to  smaller  ones  but  have  the  added  bonus  of  making  
patient-­‐related  processes  more  efficient.  Because  large  practices  have  a  heavy  patient  flow,  the  scheduling  
features  of  MPM  are  crucial  to  operations.  Having  an  organized  patient  intake  flow  can  mean  the  difference  
between  a  calm,  orderly  waiting  room  and  a  packed  hotbed  of  irritation  and  frustration.  A  comprehensive  
management   program   enables   immediate   record   transfers,   enhances   patient   workflow   and   eliminates  
treatment   errors   that   result   from   inaccurate   or   incomplete   paper   records.   The   best   patient   management  
system  allows  providers  to  deliver  timely,  accurate  and  better-­‐quality  patient  care.  
 
4.  Organization  
Practice   management   software   offers   charting   modules   (or   integrates   smoothly   with   your  
separate  EHR/EMR  module)  to  keep  patient  data,  charts,  appointments  and  billing  information  together  in  a  
single   digital   file.   Digital   storage   capability   saves   space   for   a   neater,   more   welcoming   office   —   and   less  
harried  employees.  Additionally,  digital  information  is  more  secure  than  paper  files.  
Note:  EMR  stands  for  Electronic  Medical  Record  
 
5.  Day-­‐to-­‐Day  Operations  
Automated  process  management  streamlines  and  standardizes  many  administrative  tasks,  freeing  medical  
staff  to  focus  on  what  they  do  best:  patient  care.  As  a  result,  staff  members  may  see  improvements  that  help  
them   find   their   jobs   more   fulfilling.   A   happy   staff   shows   —   when   those   providing   care   are   happy   and  
healthy,  patients  enjoy  a  higher  standard  of  value-­‐based  medical  care.  
Efficiency,  accuracy  and  fewer  errors  directly  benefit  the  facility’s  bottom  line.  Patients  who  receive  quality  
care  from  a  professional  and  focused  medical  team  will  remain  with  the  practice  and  tell  their  friends.    
 
 
 
 
 
  
What  are  Important  Patient  Management  System  Features?  
 
1.  Medical  Records  
-­‐  The  ability  to  track,  store  and  access  patients’  electronic  medical  records  is  vital  to  any  healthcare  provider.  
Some  patient  tracking  software  offers  its  own  charting  module.    
-­‐   charting   features   should   record,   update   and   archive   crucial   patient   data   within   the   system   for   access   at  
future   encounters.   It   produces   flow   sheets   for   each   patient   which   list   immunizations,   previous   diagnoses,  
surgeries,  test  results,  chronic  issues  and  other  important  data.  
 
2.  Scheduling  
-­‐  One  of  the  most  valuable  features  is  scheduling.  The  days  of  calling  and  making  appointments  via  telephone  
are  on  their  way  out,  and  that’s  good  news  for  those  looking  to  implement  practice  management.    
-­‐  With  a  patient  scheduling  module,  patients  can  book  their  own  appointments  online  with  24/7  access  to  
a  patient  portal.  They  can  also  cancel  and  reschedule  appointments  in  the  system  —  which  means  desk  staff  
doesn’t  have  to.  
Once   an   appointment   has   been   scheduled,   system   can   send   automated   appointment   reminders   via   email,  
text  or  phone  call,  reducing  the  likelihood  that  patients  will  forget  appointments.    
-­‐  It  may  also  record  appointment  histories,  including  no-­‐shows.  
-­‐  The  system  can  even  send  out  automated  alerts  when  routine  preventive  care  appointments  are  due.  For  
example,  my  vision  prescription  is  close  to  expiring,  and  I  got  an  automated  email  from  my  doctor  letting  me  
know  it  was  time  to  come  in  and  get  it  renewed.  It’s  convenient  for  the  patients  and  staff  and  helps  promote  
the  number  one  thing  people  can  do  to  stay  healthy:  get  consistent  preventive  care.  
 
3.  Patient  Encounter  
-­‐  tracks  and  manages  the  patient  encounter  before  they  even  walk  in  the  door.      
-­‐  Patient  check-­‐in  software  modules  generate  electronic  intake  forms  for  them  to  fill  out  prior  to  their  visit.  
This  helps  streamline  a  patient’s  initial  clinic  or  hospital  visit  and  reduces  wait  times  otherwise  spent  filling  
out  forms  in  person.  Once  patients  arrive,  they  can  check  in  electronically,  and  their  wait  times  are  tracked  
by  the  system  to  gather  metrics  for  performance  analysis.  
Patient  management  solutions  monitor  exam  room  availability,  as  well  as  track  the  progress  of  each  exam.    
-­‐  Once  an  appointment  is  over,  patient  management  system  automates  the  checkout  process,  including  co  
pay  collection  and  patient  follow-­‐up  appointment  scheduling.  
 
4.  Inpatient  Encounters  
-­‐  Patient  information  management  systems  can  also  be  utilized  to  manage  patients  in  hospitals.    
-­‐   MPMs   manage   admissions   and   track   patient   wait   times   to   get   as   many   patients   in   contact   with   care  
providers  as  possible.  Once  patients  are  admitted,  patient  care  management  system  lets  users  track  patient  
locations,  schedule  surgeries  and  coordinate  emergency  response.    
-­‐  On  the  logistical  side  of  practice  management  features,  users  can  schedule  bed  occupancy  and  maintenance  
to   prevent   overcrowding   or   unsanitary   conditions.   -­‐-­‐   MPM   helps   manage   medication   doses   to   ensure  
patients   receive   the   right   amount   of   the   right   medications.   Once   patients   are   well   enough   to   go   home,  
practice   management   or   practice   management   systems   let   users   plan   and   execute   discharges.   All   this  
information  is  charted  and  graphed  for  easy  absorption  by  staff.  
 
5.  Medical  Billing  
-­‐Hospital   patient   management   systems   offer  billing  modules   that   reduce   the   stress   of   the  revenue   cycle  
management  process.  
-­‐  This  feature  manages  patient  accounts  to  keep  a  record  of  all  past  and  present  payment  information  and  
diagnoses.   When   a   patient   checks   in,  medical   billing  modules   verify   insurance   eligibility   to   make   sure  
everyone  is  on  the  same  page  about  copays  and  deductibles.  
-­‐   After   encounters,   medications,   surgeries   or   other   services,   MPM   automates   the   billing   process   to  
standardize   every   bill   and   payment   collected.   When   payments   are   due,   the   system   issues   automated  
payment  reminders  and  patients  can  pay  online  through  the  online  patient  management  system.  
During  the  billing  process,  it  can  be  difficult  to  keep  track  of  everything  that  needs  to  be  done.  Medical  billing  
tracks   insurance   claim   status   and   coordinates   billing   with   insurance   providers   to   ensure  claims   are  
processed  quickly  and  accurately.  When  there  is  an  issue,  MPMs  offer  a  claim  denial  manager  to  assist  in  the  
process  of  arguing  a  denied  claim.  
 
6.  Security  and  Facility  Requirements  
Many  MPMs  offer  an  internal  direct  messaging  system  where  patients  can  directly  send  messages  to  their  
doctors.   While   this   system   is   incredibly   convenient   and   saves   both   patients   and   doctors   time,   it   transmits  
sensitive   information.   It’s   vital   to   make   sure   there   is   ample   security   for   the   system,   and   this   includes  any  
software  it  integrates  with.