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!

Online Appointment Booking Made Simple

Function 365 was designed with one clear goal in mind, to allow you to:

“Build quickly, communicate effectively and collaborate seamlessly”

We take this view when developing any aspect of the software.

As you would expect, booking an appointment is one of those core features.

Booking Appointments

There are 3 main ways an appointment can be booked;

  1. Patient booking through landing page
  1. Patient booking via the patient portal
  1. Staff member (receptionist/PA/practitioner) booking an appointment for a patient

1 - If you have a new customer who doesn’t have access to a patient portal yet, the best way for them to book is via your landing page. This will ensure that they’re booking in correctly, at a time you’re available. It is a seamless experience for the patient and allows for the patient portal creation.

2 - If a patient has already seen you, so has access to their patient portal already, they can easily book an appointment by click on the + symbol at the top of their patient portal screen. This will bring up the type of appointments they can book and the times available. Depending on the type of care and appointment, payments can be taken at this point also.

3 - Someone phones or is there and person and you need to create an appointment for a patient? Not a problem, navigate to the correct day from the Receptionist Portal, select the practitioner, patient and type of care, ensure the time is correct and click save. You can even notify them here by SMS to confirm the appointment with them.

We don’t want to restrict any way of working so we make Function 365 Practice Management Software as customisable as we can.

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/

How to Choose Practice Management Software

Choosing Practice Management Software for your Private Practice is something you really should put some time into. We speak with a lot of Clinicians that went straight for the first one they found but it actually didn’t end up working very well for them. 

Today I’m going to talk you through some things to consider when choosing Practice Management Software and things to consider for further down the road. 

Scaleability - Practice Management Software

Whether your Practice is new or established, scalability should be on your mind! Businesses grow over time and you need Practice Management Software that can and will grow with you - when I talk about scalability I’m also talking about pricing. Will the software still be cost effective for you in a years time and in 10 years time or will it eventually become too expensive to run as you grow. 

Lots of Practice Management Software offer really cheap rates for smaller practices or single licences but when it’s time to scale people really do get burnt. Bare this in mind, don’t just look at the lower end look at the pricing structure and additional features offered for the price points too!

Ease of Use - Practice Management Software

This might sound simple like, why would a company make their software complicated but not all companies invest as much time in user experience as they probably should. This could mean that something you love about the software eventually doesn’t work anymore or is removed from the software all together or for you as the practitioner it really doesn’t meet your requirements as there is just too much information in too many places.

Here at F365 our focus is on the client and ensuring they have the right tools to run their practices the best way possible and we’re always open to talk about new features if you feel you’d like to see something that isn’t already there. You never know, we may already be working on it!

Continual Development - Practice Management Software

Ever gone to the supermarket to find out that chocolate bar you love is no longer being sold. 

For me it was a Spira. I still haven’t forgiven Cadbury’s but that is a completely different story!!

Now, imagine having an issue with your software and finding out the company who developed it is no longer updating the platform or worse still is no longer in business.

Do your homework! Companies that are client focused (and not just money making focused) are a lot more reliable and will never do a Cadbury’s on you!

** Starts writing official letter to Cadbury’s to bring back the Spira immediately **

Reliable Support - Practice Management Software

Aside from an awesome demo and implementation what you really need is support incase you don’t know how to do something or if something goes wrong. Especially when you’re working with such sensitive information. Lots of Practice Management Software companies don’t offer support or only offer it if you’re on a larger premier package - here at F365 we offer the same level of support regardless of the licence you hold and always will do!

Doing your homework is a lot like checking the box to say you’ve read the terms and conditions (when everyone knows you haven’t), you can just click it and hope for the best or you can invest your time, get all the facts and make the right choice. I know what I’d do!

Medical practice going paperless? We've made it easy with F365!

Technology is advancing quickly. The world is changing and in most instances its for the better. Being able to save patient details, notes and information on a secure Practice Management System like Function 365 ensures safety for all patient data at your Medical Practice. Let's have a look at some of the benefits of using a secure Practice Management System at your practice/clinic.

Paper Systems

Paper copies can easily be lost, damaged or destroyed. They’re also not as secure! What happens if someone at your Medical Practice leaves the filing cabinet open by mistake? Human error happens in every business but when we’re working with sensitive patient information we need to ensure that we are minimising these risks by using a Practice Management System like Function 365 to securely save data. 

MYTH BUST - “Information on the internet is always getting hacked, how is it any safer on your system than it is in my filing cabinet”. 

Well, imagine your filing cabinet had a 24 hour security guard at your Medical Practice, wouldn’t it be a lot safer? What if I told you, Function 365 Practice Management IS that security guard for your data?

Why is storing data on a Function 365 the way forward?

That’s a simple one, all your data is backed up, there is no risk of losing patient notes or data because we’re here to ensure that safety and security of patient data is maintained for your Medical Practice. 

If your clinic was to flood, paper copies of Patient Data could be lost or destroyed, there is no risk of that happened if your information is stored in an efficient Practice Management System.

It also helps you organise your workflow. Patient information, data, notes, test results and much more are stored in one place. At the click of a button you can pull up the patients profile and look back over their entire history. This is all done in a visually attractive way too, making it really simple to overlay charts to see patient progress and you can even show this to your patients during a session!

Other benefits to your patients and your practice

Information is there at the click of a button, within seconds, no rooting through files and “prepping” for appointments. This makes it a smoother process for yourself but also means that you can manage that appointment, bring up test results, data and information and show your patients in real time at the click of a button!

You’re also able to see, clearly and in a really simple format how patient behaviour, history and health has changed over time which in turns mean you can offer better care for your patients.

GDPR

Ok, we’ve all seen the annoying popups on websites but in the real word what does GDPR mean for your practice, going paperless and your data? (If you aren't sure how GDPR affects your Medical Practice you can find all the information on the government website here - https://www.gov.uk/data-protection)

Having all information stored digitally actually helps you and your practice comply with GDPR a lot more easily. All documents are securely saved, access to documents is restricted and there is also a trail of where the information has been making Function 365 Practice Management convenient and useful for your practice. 

No one’s saying we’re going to completely stop the need for paper copies of some information but if we can save a few trees whilst ensuring we’re working more effectively and efficiently everyone really does win!

Want more information on Function 365 Practice Management Software? Get in touch today and book a demo! Its free!

Function 365 Landscape Logo - Practice Management Software
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