Choosing a practice management system? Don't start with the demo.
The wrong system costs years of workarounds. Here is how to choose well and switch without chaos.
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- steps
- 7
- steps
- to start
- 3 to 4 hours over a week
- to start
- scorecard
- Free
- scorecard
The short answer
Write your must-haves before you watch a single demo, then make each supplier run your own daily tasks live: booking, an electronic insurer claim, a clinic letter. Check the contract for data ownership, export format and exit terms before price. Allow two to three months from shortlist to go-live.
What good looks like
Where you stand, before and after
Practice systems
- One system for diary, billing and letters
- Online booking · electronic claims · clear reports
Illustrative sample, not a real person or result.
7 steps
Do it yourself: step by step
0 of 7 done
Watch your team for a week and write down every task and every spreadsheet you keep alongside the system. Turn these into must-haves: diary, self-pay invoicing, electronic insurer billing through Healthcode, letters and dictation, online booking, patient portal, reporting, card payments
- Time
- 3 to 4 hours over a week
- Typical cost
- Free
- Who does it
- Practice manager with reception team
Why it matters
A clear list stops a good demo from deciding for you.
Done when: A one-page must-have list, ranked
This problem is Solvable.
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Practice management system scoring table
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Practice management system scoring table
Score each 0 (cannot do it), 1 (workaround), 2 (does it well). Must-haves scoring 0 rule a system out.
| Requirement | Must-have? | System A | System B | System C |
|---|---|---|---|---|
| Diary for [number] consultants across [number] sites | ||||
| Electronic insurer billing via Healthcode | ||||
| Self-pay invoicing with card payment links | ||||
| Letters and dictation | ||||
| Online booking for new patients | ||||
| Patient portal for secure documents | ||||
| Automatic appointment reminders by text | ||||
| Aged debt and income reports | ||||
| Integrates with [accounting software] | ||||
| UK data hosting and data processing agreement | ||||
| Full data export on exit, in a standard format | ||||
| Total |
Contract questions to send every supplier
- What is the monthly cost per user, and what is not included?
- How long is the minimum term, and what notice do we give to leave?
- How much can the price rise each year?
- Where is our data hosted, and can we see your data processing agreement?
- Do you hold Cyber Essentials or Cyber Essentials Plus?
- If we leave, what format is the data export in, how long does it take, and what does it cost?
- What does migration from [current system] cost and what moves across?
- Who are three practices like ours we can speak to?
Avoid these
Common mistakes
- Choosing on the demo, where the supplier shows what it does best rather than what you need.
- Signing a three-year contract without checking how to export your data.
- Migrating everything, including years of messy duplicate records.
- Going live in your busiest month.
- Training only the practice manager and leaving reception to learn on the day.
Free personal check
Done by Paul Robinson, not software
I'll check your must-haves and tell you what to test in every demo
What I need from you
- Your current system, if you have one
- Number of consultants and sites
- Answers to eight tap questions
What you get
- Your must-have list, tightened
- Three tasks to make each supplier run live
- Contract points to check before price
Within 2 working days
No sign-in, no sales call. I read every request myself and reply on WhatsApp.
Free tools
Check where you stand
Benchmarks
2 to 3 months
Typical time from shortlist to go-live for a small consultant practice. 2 to 4 weeks for shortlist and demos, 2 to 4 weeks for contract checks, 2 to 4 weeks for migration and training, as in the steps on this page
Solvable estimate
From about £20 per user a month
Published entry price for UK practice management software (WriteUpp Flex from £19.95 per user a month). Systems with insurer e-billing and migration support are often priced on request, and a small practice's total can run to a few hundred pounds a month (Solvable estimate)
Source: WriteUpp pricing
Paper invoices no longer accepted
Aviva takes practitioner invoices electronically, through Healthcode or its own online billing platform
Source: Aviva
Paul Robinson
14 years in UK private healthcare
I solve this one for practice managers
Want a hand? I'll look at your situation and tell you the three things I'd tackle first.
A few quick questions, about two minutes. I read every one myself and usually reply the same day.
No sales call unless you ask for one. Just a straight answer from me.
I reply personally, usually the same day.
Questions
Frequently asked questions
How long does switching really take?
Two to three months from shortlist to go-live for most small practices. The slow parts are contract checks and data migration.
Will we lose our old clinical letters?
Not if you plan it. Either migrate them or keep read-only access to the old system for as long as your retention policy requires.
Do we need Healthcode?
Insurers expect electronic billing, and Healthcode is the main route linking practices to insurers. Aviva, for example, no longer accepts paper invoices and takes them through Healthcode or its own online platform. Ask each supplier to show a claim going through live.
Should the consultant be involved?
Yes, for the must-have list and the scripted demo. They will use letters and the diary every day.
What about data protection?
You remain the data controller. You need a data processing agreement with the supplier, and your privacy notice may need updating.
Are you a consultant still deciding whether to switch at all?
See: An outdated practice management system is holding you back
Running a clinic rather than a solo practice?
See: Your practice management system is holding back your clinic's efficiency
Last reviewed:
Sources
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