Running a clinic can be very time consuming and detract from focus that can be better placed on treating our patients.  

Software programmes and technologies have been developed to assist in streamlining the running of a business. This includes managing appointments; digital client records; financial reporting and inventory management.

Depending on your budget and size of clinic, whole practice software programmes or basic online and Microsoft programmes can be accessed and tailored to your clinic needs.

Management of Appointments

Software is available to assist in the management of appointments.  This service allows clients to book, manage and cancel their appointments online via your company website, with the added benefit of driving traffic through to the business website for patients to manage their appointment.  Other features to assist in managing appointments include automatic SMS and email reminders to clients 24 hours before their booked appointment time.  Mindbody online and Cliniko are two such examples of management software programs.^1,2

Client Records

The benefits of keeping client records online include less physical clinic space required; transportation of files between multiple clinics is manageable with laptops; security of the document via password protected documentation and the ability to scan and upload test results to keep with your patients file; a reduction of equipment and stationary use resulting in lower ongoing costs and a more environmentally friendly business model.

Finance & Reporting

Financial reporting and maintenance is a very important and necessary component of running a business.  Specific programs such as MYOB, QuickBooks and Xero are some examples of financial programs, which assist with invoicing, receipts, payments, PAYG and BAS Statements.  However, simply setting up an Excel spreadsheet may suffice in single practitioner clinics.^3,4,5

Inventory Management

As with Financial programs, there are also specific stock management programs which assists in entry and monitoring of stock levels and expiry dates.  These important features can avoid over or under ordering, which increase costs or decrease dispensing choices. Some of these programs have the ability to ‘add on’ to financial programs such as Xero and QuickBooks.  Once again an Excel Spreadsheet can be a useful and versatile programme for managing inventory.^4,5

Other features

Whole Clinic Programs have the ability to undertake the all of the above points. They are web based and therefore accessible from various devices. Other useful features of these programs include the ability to create templates which can be used for referrals or letterheads, co-management of patients and patient handouts.

Conclusion

Utilising technology in clinical practice, such as electronic programs to assist in clinic management allows a more streamlined approach to your business and can be time saving and cost effective.

References

1. MINDBODY – For Business: MINDBODY; 2017 [Updated 2017; cited 2017 September 29]. Available from: https://au.mindbodyonline.com/business-software
2. Cliniko; 2017 [cited 2017 September 29]. Available from: cliniko.com
3. MYOB: MYOB Technology; 2017 [updated 2017; cited 2017 September 29]. Available from: myob.com/au
4. Intuit Quickbooks: Intuit Australia; 2017 [updated 2017; cited 2017 September 29]. Available from: intuit.com.au
5. Xero: Xero Limited; 2017 [updated 2017; cited 2017 September 29]. Available from: xero.com/au