The Best Practice Management System

Practice Management Software is used by Private Practices to simplify complex business processes and enable them to provide high quality, personalised care. If you’re looking for a platform or to change from one platform to another it’s important you look at what features are offered by the platform to ensure that it’s able to scale and grow as you do along with providing the essentials to keep your practice running smoothly.

Appointment Booking

This should be an obvious one but having the ability to schedule appointments across multiple rooms and practitioners is essential. Also being able to quickly change, amend, invoice and repeat appointments is extremely useful in ensuring that extra time isn’t spent on tasks unnecessarily.

Take Function 365 for example, Function 365 Practice Management Software allows you to have multiple rooms and practitioners. Amending appointments is simply done by dragging and dropping them to the new date and time. You can even send an SMS reminder once an appointment has changed to ensure nothing is missed.

Patient Portal

First and foremost you have to ensure the Practice Management Software you choose is safe and secure. After all, you’re using it to store sensitive patient data which can’t be compromised. 

A patient portal is where all the information about each patient is stored. Some Practice Management Systems offer a basic patient portal with the ability to see the patients details and for them to book appointments. Whilst this is handy, systems like Function 365 go further and allow the patient to take a hands-on role in their care. Once an appointment is booked the patient then provides all the information you, as the practice, need to do their appointment via a smart intake form (setup by you in the admin panel, tailored to your clinical offering). They’re also able to pay for appointments and even packages of care directly in their portal. Making it a real smooth and seamless experience for the patient and also for the practice and practitioners. 

Automatic Appointment Reminders

Life sometimes gets in the way and we forget things. This is only natural. Practice Management Software is there to mitigate the risk of patients forgetting or simply missing their appointments by sending out appointment reminders. 

This is really important especially if it’s not a chargeable appointment. The last thing you want is to waste practitioner time if a patient forgets an appointment.

Here at F365 we offer appointment reminders via email (like most practice management systems) but we go a step further and even offer the ability to send SMS reminders too.

Secure Messaging

Not every practice management system has a secure messaging system built in. So it’s really useful to look out for this when you’re searching for practice management software. This is vitally important if you need to send messages to your patients that relate to sensitive information. 

Here at F365 we offer this feature built in as part of the system so you can always contact the patient but also, the patient can contact you - again, giving them the ability to really take a hands-on role in their care.

Dashboards & Reports

This is a pretty standard feature across most practice management systems however some of the metrics you’re able to see are pretty basic so it’s definitely worth checking what information you can report on and see to ensure you’re running your clinic as smoothly as possible.

Scale & Grow With You

This might sound simple, why wouldn’t my practice management system be suitable for me in a year's time if it’s suitable for me now? Well, if you plan to scale and grow your practice some practice management systems start out with a really low introductory rate and then bump the price up enormously if you start to scale up in future. At F365 we do not do this. We DO NOT limit features depending on your licence type. In real terms this means from the day you join us you will have access to all the amazing features we offer and as we develop more, these will automatically become available to you, you aren’t charged extra for these.

Knowledge Base & Support

Ever been on a website or software and wanted to know how to do something but weren’t sure how? Some practice management systems have great knowledge bases and support out there and some don’t. Be sure to check before signing up what support there is if you hit a roadblock! The last thing you want is to be stuck and not sure where to turn.

There are lots of other things (some of which will be unique to your practice) you need to look for when choosing the right Practice Management System. Our best advice is to book a demo and see for yourself how the system works and ask as many questions as you can to ensure you’re making the right decision for your business.

If you’d like to book a 1-2-1 demo with Function 365 CLICK HERE

Getting into Private Practice can be extremely exciting. You’re about to venture out on your own. There are some really practical things you need to consider before launch and this article will take you through some of the digital ones.

Domain Name

What is a domain name? A domain name is your www.domainname.co.uk - usually the “domain name” part is your business name. You can buy domains in many places like;

GoDaddy

123-Reg

Nominet

Just to name a few. All these places will allow you to search for your perfect domain name and they aren’t particularly expensive either!

A few choices that need to be made at this point, do you want .co.uk, .com, .io, there are lots of choices. If you’re unsure, I would stick with the most common either .co.uk or .com.

Website Builders

You’ll find places like GoDaddy also offer you the ability to create an “off the shelf” website via their website builder. Whilst you’re getting started these tools can be invaluable to enable you to get going quickly, especially if you’re new to the website building world.

DIY Website

Are you a little more technical? I would absolutely recommend looking into building your own website on WordPress. It’s completely free (all you have to pay for is hosting - through your domain provider usually) and you have the ability to build a website that is a lot more bespoke and niche. 

Your other option is to get someone to build you a website!

Email Address

One final thing I would like to say is this; please please please ensure you have an email address that ends with your domain name for example - yourname@yourdomain.co.uk

It is a lot more professional and means you’re able to separate out personal emails and business!

Google My Business, What is it?

Have you ever searched for a company on Google and all their information came up? Well, that doesn’t just appear (Google isn’t that clever .. YET), people ‘claim’ ownership of the business and submit their details through, you’ve guessed it, Google My Business!

What information is needed for Google My Business?

Google may already know quite a bit about your company from ‘crawling’ (scanning through) your website. The information it wants to know for Google My Business is:

Company Name

Trading Address

Contact Number

Website Link

Opening Hours

Once you’ve submitted this information Google can make sure that when someone searches for you, or companies like yours that you’re showing up and it’s really easy for people to find you and contact you.

How to get started?

Getting started with Google My Business is really simple. All you have to do is Google ‘Google My Business’. The first link (Google My Business - Manage Your Profile) will take you to the home page where it will explain in more detail exactly how Google My Business can assist your business.

When you’re ready to get going, simply click ‘manage now’ and go through Google’s simple step-by-step setup!

Here is a direct link to Google My Business - https://www.google.com/intl/en_uk/business/

Paid Facebook Advertising

Facebook is an extremely powerful tool. Think about your medical practice for a moment, how many people walk past your doors every day? 

Well, Facebook is your digital door. Allowing you to showcase your business to potential clients near you who are already in the market for your medical services.

To Boost v To Advertise

Ever noticed that handy little “Boost Now” button that pops up at the bottom of your posts on Facebook? It looks handy but don’t be fooled. If you click it you have the ability to show your advert to SOME people but are they the RIGHT people?
Consider doing some research into Facebook Advertising through Facebook’s handy business manager - https://business.facebook.com/ 

Facebook’s business manager allows you to create targeting advertising campaigns for your Medical Practice which are highly targeted to your perfect client but also allows to you set other demographic criteria like; age, gender, location and so much more!

A short course that’s really handy to get your head around the basics is:

The Ultimate Facebook Ad & Marketing Guide - https://www.udemy.com/course/how-to-create-facebook-ads-like-a-pro-facebook-marketing/

Know Your Audience

This one might sound pretty simple but sometimes people forget your business page isn’t like your regular Facebook page. That funny cat meme you shared with your friends may not be the most appropriate thing to post on your business profile! 

Struggling for ideas? My advice is to use social media as a chance to tell your story.

Text v Photo

Did you know, every 4th post down your Facebook timeline is an advert (go on, check it - it’ll say “Sponsored” right under the name). We’re constantly being fed information and pretty much all of that now is either photo or video. Don’t have any or many photos to post? Don’t sweat it, sites like Canva (https://www.canva.com/) are super helpful to create professional looking artwork or material for both your social feed and even your website, better still, Canva is actually free.

Let me wrap this one up here - Facebook advertising can be a minefield and I completely understand why some companies think it’s easier to get a digital marketing company to do the work for them HOWEVER with a little bit of time you can actually become a Facebook Ads pro pretty quickly!

The Power of Social Media

In 2021 it is now recorded there are 2.89 billion people on Facebook.

Just let that number sink in. 

Since its inception in 2009 Facebook (and other social media) has been connecting people, business and communities together. So what can Social Media do for your business?

Get Your Name Out There

Social Media is really powerful at increasing brand awareness of a business. You’re able to connect with people who may never heard of your (yet) but are actively searching for a Medical Practice just like yours!

Before social media, companies relied on the local area, word of mouth and print advertising. Social Media is so incredible because it’s free and you have the potential to reach millions of people in your target area at the click of a button.

Popular Social Media Websites:

Facebook

Instagram

Linkedin

Twitter

Click the linked and give us a follow!

People Buy From People

Your social feeds are your chance to show a little bit more about yourself, your practice and even about your ethos, what you stand for. In private practice you’re asking people to spend money and trust you. It’s a lot easier to trust you if they feel they know you!

Now I’m not saying you should post personal content and information but simply a picture of yourself explaining who you are and the same for your staff/colleagues makes potential customers feel an association with your company and brand.

Drive from Social to Web

A really handy tool that you can utilise on social media is the “push to website” feature.

Posting regularly with a like to your website is HIGHLY recommended. This gives your followers a chance to explore content on your website and get to know the services you offer. As well as this, Facebook allows you to to put a Button at the top of your Facebook page. If you set this up with your website link, people will be able to reach your site a lot more easily.

Generate Those Leads

I’ve mentioned above that social media is free, and it is, but if you want to really start generating leads it’s a good idea to consider paid social media advertising (I’ll cover this in detail in a later blog).

Let’s wrap this up - is Social Media powerful? ABSOLUTELY! Should your business be on Social Media? 100%. It gives your customers a chance to interact with you on a different level, it allows you to speak directly with customers and better yet, you can advertise to people you would never have reached without the power of Social Media!

Function 365 Landscape Logo - Practice Management Software
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