As any practice manager knows, the practice management software used by therapists and other professionals is vital for the smooth operation of a practice.

Using a practice management system that is unsuited to the needs of the practice can result in needless complexity, operator frustration, and it can be a time drain.

So, how do you find practice management software to suit your business?

Get the fundamentals right

When choosing practice management software, it’s easy to get excited about all the features offered by various brands.

But the reality is that unless you are going to use all or most of them, they will be more of a hindrance than a help to you, adding unnecessary layers of complexity and slowing down your efficiency.

It’s crucial to understand the fundamentals of your business and choose software to match. If you’re a single therapist, your needs are going to be a lot different from those of a large practice with multiple therapists or other allied health professionals. It’s critical to understand what you offer and choose practice management software that offers what you need.

Other features to look for

Once you’ve established your fundamental needs, you also need to look for a few other things. These include:

  • User-friendly, not only for you but also for any colleagues or staff who might also be using it. Even if you are experienced at using this type of software, you need to consider who else might use it and whether they will find it easy to use. When it’s simple for everyone, workflow is smooth and efficient.
  • A system whose capabilities are a good match for your workflow
  • Customer service that’s free and readily accessible
  • Easy transfer of data if you’re changing over from another system
  • A system that will take all of your patient records
  • Integration with any partner companies you use
  • Secure enough to safely store confidential records
  • Automation of repetitive tasks
  • Streamlined bookings for a great patient experience
  • Easy financial management
  • Capable of analyzing patient data and making it readily available
  • Easy generation of financial reports for profit/loss data

Where to find software

Other therapists who are operating in the same way as you are can provide recommendations for what they like or don’t like about their current software.

You can ask questions on forums or in social media groups for professionals in your industry, and you’ll find that other members are happy to give you advice or share their experiences.

Online review websites are another good source of information, and you can go to the manufacturers’ websites for information on the features of each. There are also independent review sites such as TechRadar and comparison sites such as that offer reliable information and comparisons of the various systems available.

Choosing the best fit

When choosing your software, ask if it ticks the following boxes:

  • Does it solve the most painful problems faced by my business?
  • Do I get notifications about what data needs to be migrated and in what format?
  • Will it automate my consultation notes?
  • Can it help me optimise my workflow for the digital world?
  • Will it offer new features and benefits in the future to keep up with changes in technology?

The right practice management software is crucial

Choosing the correct practice management software is an important step in ensuring that your workflow runs smoothly, your time is used efficiently, and your business makes a profit.

If you would like to know more about other strategies for running a sustainable, profitable therapy business, check out my business bootcamp for therapists.

Build Your Sustainable, Profitable Therapy Business Bootcamp is an 8-week online course that hands you my complete system to start your business and make it more profitable without having to pay thousands of dollars for business coaching.

This is the exact same system I’ve used to help over 50 paediatric occupational therapists set up and grow their businesses in 2020 through the COVID-19 pandemic.

Many of them during this time have left their 9-5 job and are now full-time and thriving in their own businesses, doing therapy THEIR WAY. Their newfound independence allows them to bring their own therapy genius zone to children and families.

It has helped these therapists to fast-track their business setup. They have learned how to reduce the mental load and frustration of trying to do it all by outsourcing tasks much sooner than they thought possible.

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