Soap Notes

So many chiropractors find themselves ensnared in software that never seems to progress or advance. When a software company makes that first sale they really don’t have any incentive to continue to develop the product to match your changing needs. That’s a downfall of buying a system verse a lease to own with a support package. Often you’re left to work things out yourself, they’re satisfied to have sold you software. That’s fine if your computer savvy and have all the time in the world but as chiropractors we are trained to correct spinal subluxations not computer and software subluxations. A company that is aimed towards customer service will have a brilliant training program and follow up. You should also be provided with ongoing training very much like a lunch and learn program.

 This leads to the next question: How often is your software providing new updates? Maybe you have a software system that has a new release every year and it’s simply to fix problems and add minor enhancements. Those enhancements might even create trouble with the current way you use the system and you may even decide not to update. There are many reasons why a company creates updates: 

1. To entice you to pay for upgrades

2. To solve problems

3. To add enhancements

Make sure you search for a software system that includes all your upgrades and has a rigid programming schedule. Put simply, they know where they’re going and how to get there.

 The hallmark of good software is one that is constantly growing, adding new products and web services to meet the demands of growing companies. As technology improves, if we want to remain viable in this economy, we need to change and adapt to new technology. Patients are expecting more and if you don’t meet those expectations, someone else down the street will. The software system you are using can make or break the patient’s perception in your office. Do you want to be known as old school or new school?

If your current software is meeting your needs and keeping up with all the available web services and advanced features then fantastic. What happens when they’re not keeping up with new technology and you want to make a change?

Unfortunately so many office settle for second best simply because their afraid to change or disrupt the office. What are your options for making that change and what should you do? 

Look for a business that will provide you with a data conversion for your current system. Is that possible and do companies provide that type of service? From experience I can tell you that very few organizations provide a information conversion and if they do it is very limited. If a conversion is available ask them in advance what to expect from the conversion. It will require a larger investment in time on their part and your cooperation if they haven’t previously converted your system. You won’t know how much info is going to be converted until you receive the final result. Since your going into the unknown ask for previous conversion referrals.

Be prepared to hear one of these four common reasons, if they don’t offer a conversion.

1.      Your current system is so outdated we can’t possibly retrieve any data.

2.      Your current system might be damaged and we don’t want to transfer corrupt records.

3.      Your records base is protected and we can’t access the database

4.      We simply don’t provide database conversions

If the business you’re looking at states any of the four above reasons what is your alternative? If you decide to go with this company you will be required to manually enter all your current patients’ demographic information, appointments, charges and insurance data into the new software. Can you anticipate) the hundreds of hours of work this will create for you and your staff. You risk the chance of upsetting and losing your staff along with some patients as well. 

Or you can search for a software company that is willing to take the time to look at your information and give you some suggestions. A world class team will be able to analyze your database and give you feedback regarding the quantity of data that can be transferred. In many cases they should be able to transfer all your records saving you lots of hours of work and thousands of dollars of data entry.

Don’t forget there are many options. The type of service you receive moving your records and the quality of training you get will certainly show the level of support you can expect in the future.