Recent shifts in federal and state government policies and directives, coupled with the growing influence and support of several progressive ECP associations and organizations have also spurred an interest in practice management software among ECPs. Despite the presence of these and other factors, a certain level of hesitation, if not caution, toward software adoption still exists within the ECP community.

Real and perceived barriers and resistance
Indeed, with so many vendor options, demanding home and work-life schedules, as well as other business priorities, for most ECPs the notion of implementing software can appear to be somewhat of a daunting task. For others, it's merely a matter of embracing change. While some ECPs recognize the value and benefits software can bring their stores and practices, there is a propensity for some to resist change or simply fear new technologies.

Misconceptions and confusion about software are also highly prevalent. Contributing to these misunderstandings are a plethora of contrasting price structures, feature options, training and support costs, and an array of 'custom-made' and 'off-the-shelf' developers, among other things.

The reasons for software apprehension are thus both real and perceived. However, they are not exclusive to the eye care industry. Other medical fields have witnessed similar experiences. In fact, computer and software implementation in general is typically met with initial uncertainty or trepidation. Remember that crazy idea called the World Wide Web not so long ago? How about Windows or even the Blackberry?

The fact of the matter is software can bring automation and greater efficiencies, among other things. Moreover, the so-called barriers mentioned above can easily be overcome. Commitment, an open-mind, and a desire for change are really all that is required. Once this is achieved, all that is left is to determine which practice management software to choose.

Choosing practice management software
Clearly, no two software solutions are the same. That is why it is important to do your homework first. Always explore your options before making such an important business decision as implementing practice management software. The following are just a couple of things to keep in mind when considering practice management software:

Ease-of-use:
Make sure the software was developed with ease-of-use in mind. In other words, ensure it is easy to navigate, and hence user-friendly. An intuitive user-interface and workflow design is very important. Such programs are easy to learn and to use and ultimately they enable greater productivity and efficiencies.

Programs with endless buttons and complicated text fields are far too cumbersome and often counterproductive. They are difficult to learn and tend to impede workflow productivity. Remember, practice management software should make things easier on you and your staff, not harder.

Features:
Determine the functionalities you require. In other words, make sure the software handles all of the core features you need to run your business (lab orders, CMS-1500 claims, POS, inventory, recalls, accounting, etc.). Worry about bells and whistles after. Heeding this advice will make things easier on you and your wallet.

Some programs are comprehensive while others offer basic features and charge a premium for any additional features you require. This can prove quite costly in the end. In certain instances, additional features can be bundled together. Thus, if a feature you require is included in 'Bundle A,' for example, and another feature you require is included in 'Bundle B,' you may be required to purchase both bundles. Keep in mind some vendors are particularly accommodating and will do modest to significant customization work, so don't hesitate to inquire.

Training, Support & Upgrades
Training and support is an essential, yet often overlooked consideration when choosing practice management software. A good software program should offer strong training and customer support. Find out not only what the customer support hours are, but how helpful, prompt, and consistent the service is. Try calling the support number yourself. Technical issues can arise; make sure there are people available to help resolve them.

Know exactly what the support package entails. Just because you pay a premium rate for customer support does not necessarily mean you will receive premium service. Are upgrades included with support? How often are the upgrades delivered? Some vendors provide quarterly updates, for example, while others are merely annual.

See if the vendor is responsive and accommodating to user-feedback. In other words, does the vendor incorporate its user's suggestions in future upgrades? Or how does the vendor respond to special requests and/or customization?

Try it before you buy it
Take the software for a test drive. Most software vendors give a trial period; so try processing actual visits and other tasks to see how the software performs in a real life setting. If you are not sure how to do something, then request a personalized product demonstration.

Talk to current users
Request to talk with someone who uses the software. It's always good to hear first hand what people with experience have to say. Current users are typically quite honest when it comes to what they like and what could be better about the software they're using.

Price
Get a quote on the total cost of having the software installed in your store. Are licenses sold per store location or per computer? Are support and upgrades optional? Are some of the core components you require included in the price or are they extra (ie add-on features). Will you require any additional hardware such as a dedicated server?

Data ownership
Oddly enough, not all vendors allow you full access to your own data if you terminate or decide not to extend your contract. Make sure if at some point you choice not to extend your service agreement you'll still have access to your data.

Implementation
A better understanding of the dynamics and so-called barriers of practice management software is clearly needed. While the considerations in the aforementioned paragraph are by no means exhaustive they are an excellent starting point. Taking the time to research, inquire about, and decipher these and other similar considerations is especially important. It helps dispel some of the myths surrounding practice management software, provides you with a better understanding about what software can do, and ultimately helps you determine which software will best suit your needs.