There are many factors that will lead you to consider changing your practice management software. Below are just some of the items you will need to take in to account to ensure your practice is change ready. For peace of mind, talk to a Direct CONTROL professional about your practice and your individual needs.
Opportunity to Improve Processes
There is always room for improvement and the opportunity certainly arises when implementing a new software programme. Take the time to get your systems and processes to be the best they can be eliminating duplication of data entry.
You may need to upgrade Hardware and other Software Applications. Ensure your Hardware and Software meet the 'new' application's specifications and requirements. We all aim to use 'less paper' so time to get two monitors per workstation to assist in this. It is appreciated that some do not have the space for this but you really should work with two monitors for each receptionist.
Staff understand the reason for 'change, and are fully informed and involved with the 'change' and have input. Invest in training. This is not just about the 'new' application but about their 'workflows' and change in processes.
Medicare Australia Online
If you have been transmitting Claims to Medicare / Health Funds in your 'old' system and that system can electronically receipt, you can commence invoicing in the 'new' system but hold off transmitting until most, if not ALL, Claims have been receipted in the 'old' system. Any Claims not receipted electronically will have to be manually receipted. Notify Medicare of your changing software by completing the 'Medicare Bank Details' Form.
If you are just starting to use Medicare Online, ensure you have completed all the necessary paperwork. Detail on this are here.
Some choose to migrate details from the 'old' application to the 'new' application. We endeavour to migrate data at no charge to our Clients but this migration does not include Patient Transactions (Invoice/Receipts). Many choose to just start with a 'clean' database and re-enter existing Patient/Client details ensuring that these details are up-to-date.
If migrating data, a migration is done well before 'go live' for you to test that all is correct and accurate.
It is often easier to keep receipting oustanding accounts in your 'old' system if there are many. You will get to the point where you can re-enter these unpaid invoices into Direct CONTROL. It is recommended that you print out your Debtors List to include Invoice Detail prior to your informing your 'old' software vendor of the change should they restrict access to your 'old' programme. Please note well that Software Vendors have no right to restrict your accessing your data. Under the 'duty of care' you have every right to this information.
BPay and EFTPOS
If using BPay and EFTPOS, some 'software vendors' set this up and take a percentage of your transaction. Direct CONTROL does not take a percentage of your transactions. You may need to check your paper work on these and confirm that all is correct with your bank/s. This normally is not an issue but best to check.
Direct CONTROL uses RedOxygen.com as the carrier to sending SMS Messages. Direct CONTROL does receive a 10% commission.