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Best Practice Management Software for Small Practices


A Business News Daily Review

Product and service reviews are conducted independently by our editorial team, but we sometimes make money when you click on links. Learn more.

After conducting research and analysis of practice management software, we recommend CareCloud as best practice management software for small practices.

We chose CareCloud from dozens of practice management software applications. To learn how we arrived at our recommendations and for a comprehensive list of practice management solutions, see Business News Daily's best picks.

Practice management software needs to be easy to learn and use, effective and reliable. That's especially true for small practices, which have much less margin for error than large health systems and enterprises. It can be tempting to choose the most inexpensive option, but cutting costs could also mean sacrificing quality. (If you're looking for an inexpensive standalone practice management software, consider our best pick here.)  Balancing cost with effectiveness is the critical balance a small practice must strike when choosing a practice management solution.

Editor's note: Looking for more information on medical practice management software? Fill out the questionnaire below and our vendor partners will contact you to help you make your decision.

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Our best pick for practice management software for small practices is CareCloud. It isn't the cheapest application on the market, but it won't break the bank either. CareCloud delivers a quality software solution that integrates seamlessly with an EHR and utilizes a claims scrubber to boost your claims acceptance rates. Best of all, CareCloud is easy to use; it features a modern user interface and has the familiar feel of a web browser or mobile phone.

Practice management software should not only digitize many of the operations your office staff currently performs, but it should improve them, saving you time and money. Practice management software, should, for instance, boost the acceptance rate for claims your office submits the first time. It should also automate certain functions, like sending out appointment reminders to patients, thereby freeing up time for your staff.

Here's a look at how CareCloud improves billing and streamlines the day to day for your small practice.

CareCloud's billing features give office staff the support and assistance they need to more quickly and accurately capture charges, create claims, submit them and then follow up on unpaid or denied claims. Software is not a replacement for human billers, but it should act as meaningful support, and CareCloud's CollectiveIQ claims scrubber and billing assistant does just that.

  • Patient insurance eligibility verification: CareCloud enables office staff to verify a patient's insurance prior to their visit and confirm information regarding deductibles, coverage, copayments and more.
  • CollectiveIQ claims scrubber: CareCloud's claims scrubber, CollectiveIQ, runs automated billing rules to reduce billing errors. For serious mistakes that will result in rejection, the system highlights errors in red and won't allow the claim to be submitted until the item has been corrected. It also offers helpful recommendations (which are highlighted in yellow) so you can improve the likelihood of the claim being approved.
  • Financial workflow: CareCloud offers a financial workflow tool that guides staff through coding claims and charge entry as the claims scrubber spots and assists with errors. Alerts appear in real time. In the event any claims are rejected, CareCloud has a denial management feature to help you resolve issues with insurance providers.

CareCloud makes scheduling easy for the office staff by bringing all relevant information into one location. For providers, the application is similarly easy, because it shows them only what they need to know. Your practice management software should excel at not only setting appointments and organizing the calendar but also reminding patients when they are expected for a visit, reducing no-shows and cancellations.

  • Scheduling dashboard: The central dashboard shows all appointments by provider and offers a color-coded schedule for easy navigation. It allows staff to directly book and confirm appointments, check patients in and out and view past schedules. It is entirely drag-and-drop capable, lending itself to a user-friendly experience.
  • Appointment reminders: Text and email appointment reminders serve to keep patients up to date on when they are expected in the office.
  • Patient communication: The patient portal allows patients to securely communicate with their doctors at any time, keeping them informed of new developments relating to their care and engaged with their healthcare provider. This tool could also streamline appointments by reducing the amount of time patients require in their appointments with their healthcare provider.

CareCloud's pricing is based on a per-provider, per-month model, which is in keeping with the majority of practice management vendors we reviewed. CareCloud also charges a startup cost that covers implementation and training to get your practice up to speed with its software. The company offers both a standalone practice management software and an integrated practice management and EHR system.

Pricing for CareCloud starts at $449 per provider, per month, plus $3,000 in startup costs for a standalone practice management software. For an integrated practice management and EHR system, CareCloud's pricing starts at $629 per provider per month, plus $5,000 in startup costs.

These prices are higher compared to other vendors we evaluated but are not excessively high. All features are included in this pricing, as well as implementation and training. However, if you want data migrated from an old system to the new one, that would cost extra depending on the amount of data to be migrated.

Implementation and training are covered in the startup cost a practice pays when signing up for CareCloud's services. CareCloud's implementation process could take up to 90 days, which is in keeping with other practice management software companies. Remote training is included in startup costs, but onsite, one-on-one training costs extra. Training includes demonstrations on how to use the system, teaching staff workflows and customizing the software to suit the needs of the practice.

CareCloud includes lab integrations with LabCorp and Quest Diagnostics. While the company won't build integrations with other third-party systems and applications that it doesn't already partner with, it maintains an open API and allows third parties to build integrations. If you are working with a third party that is willing to create the integration you need, then CareCloud is open to establishing that connection.

Our customer service experience with CareCloud was largely positive. We connected with a representative and, without transferring us, she walked us through the specifics of the system. We asked a lot of questions surrounding implementation and integration, and she patiently answered them all. Even when we expressed that we weren't interested in making a buying commitment immediately, CareCloud's rep was understanding and helpful for the entire call.

CareCloud's biggest limitation is its cost. At a few thousand dollars on top of an already slightly above average base rate, it represents a significant upfront investment. However, we still chose CareCloud as our best pick for practice management software for small practices because the quality the software delivers is worth the cost, and, ultimately, it should help practices streamline operations and improve their net collections.

Ready to choose your practice management software? Here's a breakdown of our complete coverage:

Editor's note: Looking for more information on medical practice management software? Fill out the questionnaire below and our vendor partners will contact you to help you make your decision.

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Adam C. Uzialko

Adam C. Uzialko, a New Jersey native, graduated from Rutgers University in 2014 with a degree in political science and journalism and media studies. He reviews healthcare information technology, call centers, document management software and employee monitoring software. In addition to his full-time position at Business News Daily and Business.com, Adam freelances for several outlets. An indispensable ally of the feline race, Adam is owned by four lovely cats.