The Best Medical Software of 2023

Electronic medical record (EMR) systems and medical practice management software (PMS), two aspects of what is collectively known as a medical software suite, help streamline both the clinical and administrative operations of a medical practice. These systems are essential to the management of a modern healthcare organization, but a crowded market makes it difficult to find the most suitable solution. Medical practices need software that will streamline, not disrupt, their workflow by allowing staff to perform functions such as setting appointments, receiving patients, and recording details of the provider-patient encounter. It also means supporting post-encounter work in the back office, like generating claims and managing denials. Medical practices have a lot to do, so the best medical software strikes a balance between being comprehensive and user-friendly.

Electronic medical records (EMR) systems and medical practice management software (PMS), two aspects of what is collectively known as a medical software suite, help streamline both clinical and administrative operations of a medical practice. They are essential for managing a modern healthcare organization, but a crowded market makes it difficult to find the most suitable one. Medical practices need a solution that won’t disrupt their workflow, but instead facilitate it in a more efficient way, from setting appointments and receiving patients to the actual provider-patient encounter. It also means supporting post-encounter work in the back office, like generating claims and managing denials. Medical practices have a lot to do, so the best medical software strikes a balance between being comprehensive and user-friendly.

Generally, based on the EMR systems and medical practice management software we reviewed, practices should expect to spend about $140 to more than $729 per month on one of these software-as-a-service platforms. According to the Michigan Center for Effective IT Adoption, providers can expect to pay yearly to five-year costs of $8,000 to $58,000.

All of the EMR systems on our best picks list are priced per provider per month. In most cases, these subscription rates do not include additional costs, such as installation and training. These fees can range anywhere from $1,000 to $20,000. Some EMR vendors require an initial licensing fee, with monthly costs for maintenance and support. Upfront costs average $30,000, with around $300 to $400 in monthly IT support fees. Even fewer platforms charge per patient or per visit.

Prices fluctuate, depending on the scope and breadth of the system. There could be additional fees for customer support, clearinghouses, electronic statements and more. Rates are subject to change based on the size of your practice and your specific needs.

Many EMR vendors also offer RCM or medical billing services as well. Generally, these services charge a percentage of their net collections and, in exchange, perform all critical billing tasks for a practice.

When you’re negotiating with an EMR and medical practice management software vendor, it’s important to have a clear understanding of your practice’s specific needs and how you expect the system to integrate with your existing workflow. This knowledge will help you avoid purchasing unnecessary components of a larger suite, which a vendor may try to sell you.

Here are some of the most important factors to keep in mind when you’re choosing EHR and practice management software:

• What are your goals for implementing the EMR system? Naming the inefficiencies you’d like to solve helps you decide which features are non-negotiable, nice to have, or irrelevant.
• What is the implementation process like? How long does it take? Will it disrupt operations?
• Will the company train your team on the system? If so, what kind of training will it be? How long will the training last? Is it included in the price, or does it cost extra?
• What support is available following implementation and launch? Does it cost extra, or is it included?
• How reliable is the system? What percentage of total uptime can you reasonably expect?
• What software integrations are available? (Before you ask this, you need to know what systems your local labs, hospitals and pharmacies use, because your EMR will need to interface with them regularly.)
• What is the patient portal like? Is it user-friendly and easy to understand? What information can your patients access?
• Do you need to access the system on desktop, mobile or both?

The main difference between EHR/EMR software and medical practice management software (PMS) is that an EHR/EMR system collects and stores your patient records, while PMS gives you the functionality to run your practice, deliver excellent patient care and make sure you get paid.

EHR/EMR systems are generally a physician’s primary tool. These systems allow providers to document clinical encounters with patients, order tests and prescriptions, and track patient health trends over time.

Medical practice management software, on the other hand, is the primary tool used by a practice’s office staff. It organizes documentation, specifically concerning billing and scheduling. The software completes tasks such as patient insurance eligibility verification and accepts copayments through patient portals. It enables medical coders and billers to prepare claims and submit them to payers through clearinghouses. Billers can also manage rejected or denied claims through medical practice management software. Some PMS include tools for promoting your practice and enhancing doctor-patient relationships.

These two software solutions must work closely together. Naturally, the clinical documentation of a patient encounter flows directly into the billing cycle managed by the front office. To accurately submit claims and follow up on denials, the office must have access to data stored in the practice’s EMR system about what services the physician provided during a visit. This is just one example of how practice management software and EMR software work in tandem.

As a result, many PMS vendors also offer EMR systems. Some solutions automatically integrate with EMR software; others do not. If the application you’re considering is a stand-alone practice management solution, you must ensure that the software can adequately communicate with your EMR platform.

Electronic Health Records vs. Electronic Medical Records

Technically, there are differences between an EMR system, which is essentially digitized paper charts for a single practice, and an EHR system. For one, EHRs not only replace paper charts but also streamline critical functions, like billing, prescription and test ordering, practice management, and communication with patients and other healthcare providers.

EHR systems are also interoperable, and patients can access their data. They’ll soon be available for digital download. However, this also makes EHR systems more vulnerable to cyberattacks.

Industry members often use the terms “EMR” and “EHR” interchangeably, so to make it easier for our readers, we’ve chosen to use them interchangeably as well. Anywhere you see the term “EMR system” in our reviews, it refers to the interconnected capabilities of an EHR.

Even the more cost-effective healthcare IT platforms are a significant expense for most medical practices, so it’s natural to wonder precisely what benefits you’ll get in return for your money. Good EMR systems and medical practice management software can become the central pillar of your practice, helping you to streamline operations, improve patient experiences, and provide better care.

Benefits of an EMR System

• An EMR liberates providers from administrative tasks, allowing them to spend more time on marketing, research and patient care.
• It helps providers monitor their billing and makes their collection processes more accurate, expedient and efficient.
• The software reduces no-shows by sending automated alerts to patients.
• It improves communication with patients (and stakeholders) by sending automated appointment reminders, alerts and preventive health tips to patients.
• An EMR centralizes data in one location, thereby enabling the healthcare team and patients to view information in real time, communicate, and monitor processes. This same centralized infrastructure gives insight into how to improve the practice.
• The software helps providers interact with patients through mobile devices and remote telemedicine services.

Benefits of Medical Practice Management Software

Medical practice management software covers front- and back-office operations of the practice, such as appointment scheduling, insurance eligibility verification and medical billing. EMR and practice management software complement each other and allow data to flow seamlessly between modules. For example, practice management software gives patients access to an online portal where they can fill out intake forms before their visit, thus speeding up the check-in process. That information then auto-populates in the EMR software’s clinical tools, thereby saving providers time and ensuring records are up to date.

Data interchange works in the other direction as well. After a patient encounter, for example, the provider can save and export a clinical note. The charges captured during the encounter are then pushed into the practice management software, where the medical coders and billers at the practice (or at an outsourced medical billing service) can create and code claims and prepare them for the appropriate payers.

If you choose a user-friendly and reliable healthcare IT platform that meets your staff’s needs, it can improve your entire workflow. The wrong EMR system, however, could be counterproductive.

The best medical software is an all-inclusive package that lets you handle provider-patient encounters, conduct billing, schedule appointments, check patients’ insurance eligibility, track claims, and create custom templates that suit your practice’s workflows. Most important, the software should be easy for the entire office to use. To reduce your office staff’s workload, the software should include a portal where patients can schedule appointments online.

It’s also important for the software to have various integrations, including those for credit card processing, lab ordering and e-prescribing. The billing software should easily integrate with the EMR software so you don’t have to seek outside help to use the two applications in tandem.

Here’s more about the specific features you’ll want to look for.

Administrative Features

There are four major administrative features to look for in a practice management application.

• Automated appointment reminders: Does the software let you automate patient appointment reminders so your staff doesn’t spend hours contacting patients to remind them of upcoming appointments? Also, see if the application gives you several options – email, text message and phone call – for sending reminders.
• A patient portal: The software should have an online portal that lets patients access their accounts to edit their own information, see their balances and make payments online. This reduces your staff’s workload, because a patient can preregister or modify their address or credit card information without calling the office or taking up staff’s valuable time.
• Check-in and insurance verification: Your staff should be able to quickly check patients in, verify their insurance, determine the copay and collect payment at the time of service.
• Document scanning: Does the application let you scan and store documents within the system, freeing your staff from unnecessary paperwork? Is it easy to locate documents in the system?

Clinical Features

Some of the most important features of medical software are the clinical tools that make providers’ jobs easier and help to establish thorough medical histories for all patients.

• Templates: Templates are pre-generated outlines of different types of notes. They can often be customized and assigned to specific appointment types, ensuring the correct note type populates for whichever type of appointment the patient has scheduled. Templates allow care providers to quickly see the required information fields for each encounter and fill them out accordingly. Many EMR systems allow providers to edit templates on the fly by adding or removing sections that may or may not be relevant to individual encounters.
• E-prescribing: The ability to electronically prescribe medications and review a patient’s active medication history is one of the most important features of an EMR system. Many EMR systems offer warnings about potential drug interactions or patient allergies to help providers avoid prescribing medications that could cause unwanted reactions.
• Labs: Providers can use an EMR system to order lab tests electronically and receive results in a secure inbox. Patients can access this information through the patient portal and use secure messaging systems to discuss results with their providers.
• Telemedicine: Telehealth is a newer element of modern healthcare and one that has been particularly important during the COVID-19 pandemic. Many EMR systems integrate a secure telemedicine component that allows providers to schedule remote appointments with patients and then engage in a video conference with them directly within the platform.
• Recommendations: Some EMR systems feature a recommendation engine that helps providers determine courses of treatment for certain diagnoses, prescribe preferred medications, order certain lab tests, and ensure compliance with government regulation targets, like MIPS and MACRA.

Billing Features

A good practice management system helps with both administrative and financial requirements. It should make collecting payments and filing insurance claims as easy as possible for your staff while using the fewest resources. This means automatically generating superbills after providers conclude a patient visit. It also requires a seamless integration with the EMR system, where providers record notes about a patient’s visit. Further, the software should be able to scrub claims for errors so you don’t waste resources appealing denied claims and incur further delays in payment.

Most practice management systems are interoperable with EMR systems. Some companies sell both software options as a suite, while others let you choose what you need.

If you already have an EMR system and don’t want to switch, look for companies that partner with common EMRs and can integrate their software with your current EMR system. You may want to consider partnering with the same vendor that provides your EMR system if you’re satisfied with your current software.

While not all practice management and EMR systems are compatible, all solutions should follow basic safety and privacy standards. At a minimum, they should comply with HIPAA regulations.

Support and Hosting

Because medical practice management software is vital to your daily operations, the manufacturer should offer support that conforms to your practice’s schedule and needs. You should have access to live support or a ticketing system to quickly resolve any issues you experience with the software.

As powerful as many medical office software applications are, you still may want separate software for medical billing. Medical transcription services are still in demand by many practices.

Selecting the healthcare IT platform that best fits your practice is a big task. These systems are generally sprawling and complex, making it hard to get a full picture of the software during the first use. Following these steps can help you organize your search and choose the ideal medical software suite for your workflow and your team.

1. Research market leaders and popular systems.

The first step in any buying journey is to learn about the market. Take some time to research EMR software, the recent history of the industry, and some of the leading brands on the market today. Seek out user reviews on multiple platforms to get an idea of how previous and current customers responded to the EMR software after implementation.

2. Identify your priorities.

While you’re researching the market, consider your priorities in a healthcare IT platform. Ease of use is often a big consideration for medical practices, because some medical software suites are complex and difficult to learn. However, a system with a steep learning curve might offer advanced features and tools that can improve your medical practice’s performance. So, while there might be a rocky introduction to the software, this little extra time might pay off in the long run.

Another key consideration is the customizability of the system, such as which templates it offers for clinical notes and how much you can tailor them to suit individual users’ preferences. Patient engagement tools, such as a user-friendly patient portal that allows patients to take an active role in their healthcare, are also increasingly common.

Finally, look for interoperability with labs, pharmacies and hospitals for seamless data interchange. Consider which aspects of a healthcare IT platform would match your team’s existing workflow, rather than how you would adapt your workflow to a new system.

3. Request live demonstrations.

Many medical software vendors do not post pricing on their websites, but almost all of them offer live demonstrations, which are often followed by a price quote or estimate. Live demos give you an opportunity to walk through the software with a company representative who will show you the highlights. They will often tailor the demonstration to your needs, showing you the tools you’re most interested in seeing. Most live demos take place through video conference software.

During the live demos, take extensive notes on each of your priorities and anything that stands out as a positive or negative. If you can, record the live demo or ask the company representative to do so. Saving recordings to review later or share with team members can help you make a final decision.

4. Schedule a more detailed demo with the top three vendors.

Oftentimes, if you’re interested in a healthcare IT platform, company representatives will give you a second, more in-depth demonstration. Some of these demos even include sample software you can control and click through yourself. Take detailed notes yet again, and record this demo if possible. When you’re finished with these final demonstrations, request a contract or agreement from each company you’re considering to compare them side by side.

5. Request a detailed breakdown of pricing and fees.

In the contract or agreement you request, there should be a detailed breakdown of all pricing and fees. You need to see an explicit list of everything you are paying for, alongside a contractual obligation for the vendor to provide certain services. Don’t simply trust a promise from a sales representative; if they promised it, it needs to be added in writing. Once you’ve compared contracts, you should be ready to make your buying decision.

When you’ve selected a healthcare IT vendor, closely review the contract before you sign it. If possible, have an attorney review the contract and mark it up accordingly. Be sure to request a detailed breakdown of pricing and any additional fees that might be included. Many vendors charge extra for setup, implementation and training, for example. Again, make sure any promises a vendor made during your research phase are guaranteed in writing.

Many medical practice software solutions and third-party services go hand in hand. For example, an electronic medical record (EMR) system and practice management software are closely related. A medical billing service might work within your practice management software, while a medical transcription service can help you create notes in your patients’ charts, which are stored in your EMR system.

If you’re looking for a full suite of healthcare IT solutions or additional medical practice services that could improve the way your practice runs, take a look at our other medical practice review categories:

• Medical billing services: Medical billing services, also known as revenue cycle management services, offer a way to outsource your billing. Medical billing and coding can be complex and time-consuming processes, and maintaining an internal staff for billing and coding can become quite costly. Medical billing services generally work directly within your medical practice management software and perform coding and billing services, including follow-ups on outstanding claims and denial management. Many medical billing companies also work to get providers at a new practice credentialed with the appropriate payers and provide additional reporting tools to contextualize a medical practice’s cash flow. To learn more, see business.com’s best picks page and reviews of the top medical billing services on the market today.
• Medical transcription services: Medical transcription services support the creation of internal documentation, patient charts and communications by way of audio dictation. Medical transcription services generally offer multiple ways to securely upload audio dictation and then return a transcript within 24 hours. Some medical transcription services also offer direct EMR entry, in which they plug transcribed notes into the appropriate place in an EMR system, thus saving providers and staff time and effort. To learn more, see business.com’s best picks page and reviews of the top medical transcription services on the market today.
• Telemedicine software: Telemedicine software is a relatively new technology that allows healthcare providers to see patients remotely. By using video conference platforms specifically tailored to the needs of healthcare organizations and the privacy requirements laid out under HIPAA, telemedicine software reduces unnecessary office visits. In addition to boosting medical practices’ efficiency, it offers a convenience to patients, which is helpful in building recurring clientele. To learn more, see business.com’s best picks page and reviews of the top telemedicine software on the market today.

Medical software is now a well-established part of most healthcare organizations’ workflows. From hospitals and enterprise health systems to single-provider practices, almost everyone uses medical software thanks to government incentives and penalties intended to spur mass adoption.

In 2023, look for continued updates to existing medical software platforms, a consolidation of brands in the industry, and healthcare providers settling into the systems they’ve chosen for their practices, given the significant upfront investment in capital and time.

Allied Market Research has reported that the global medical software industry will reach $63.8 billion by 2030, up from $30.6 billion in 2020, according to Allied Market Research. That represents a 7.7 percent compound annual growth rate over 10 years.

According to the report, the space is mainly driven by advancements in artificial intelligence (AI). New developments in this technology are already bearing this out. For example, some doctors are using DocsGPT, a ChatGPT-powered platform, to write post-surgery instructions, patient referrals and death certificates. The platform is powerful enough that leading EMR vendors may eventually have little choice but to fully integrate it into their software.

Cloud-based software remains a significant driver of growth in the medical software space as well. However, on-premises software in hospitals and enterprise health systems remains a dominant industry segment. That said, telehealth expansion is expected this year. Experts say that, in 2023, medical practices may more frequently use their medical software’s telehealth capabilities to consult with specialists at other practices. Checking in with patients after surgery or during chemotherapy may also be common telehealth applications in 2023.

There may also be consumer and legislation expectations that medical practices prioritize transparency in their billing. In Texas, for example, a new law requires hospitals to provide patients with clear, itemized invoices ahead of sending them to collections. In Colorado, one consumer made national headlines with his complaints to the state government about billing errors that could affect tens of thousands of people. This suggests that a strong focus on billing transparency is necessary for medical practices in 2023.

Similarly, in Minnesota, the Attorney General’s office is investigating the billing procedures of the health systems Mayo Clinic and Allina Health. This investigation indicates an increasing government focus on medical billing practices that keep consumers happy. Using your medical software to power this billing transparency should be a prerogative in 2023.

Additionally, the No Surprises Act that went into effect in 2023 and banned unexpected medical bills for patients has come under fire in 2023. In February, a federal district court struck down part of the law, but in July, federal executive agencies asked the court to reverse this decision. As enforcement of the Act changes, practices may need to alter how they use their medical software to oversee patient billing. The No Surprises Act is thus key to keep track of in 2023.