Did you know that nearly 37.6% of patient appointments in healthcare clinics are missed or rescheduled, leading to significant revenue losses and inefficiencies? Today, personalized care and patient satisfaction play a major role in the aesthetic industry, and relying on outdated methods like paper records and manual scheduling can hinder your clinic’s success.

This is where patient management software (PMS) comes into play. It has changed how clinics work by simplifying processes, boosting communication, and improving patient experiences. So what exactly is PMS software, and is it worth talking about, let alone using it? Read further to find out. 

 

What is Patient Management Software?

Patient management software is a digital tool that simplifies and organizes clinic operations. Whether managing patient records, scheduling appointments, or automating billing, this software takes the manual work out of your daily tasks.

The patient management software, in particular, can be helpful for aesthetic clinics because it gives you a centralized system where all patient data, from consultation notes to before-and-after treatment images, can be stored securely and accessed. Therefore, this software can help you avoid the headache with traditional methods like running through paper files or searching for misplaced sticky notes.

 

Features of Patient Management Software

Aesthetic clinics have specific needs, and patient management software is built to meet them. Here’s how:

Scheduling and Appointments

The software comes with a digital calendar, which you can use to manage appointments, block off staff availability, and prevent scheduling issues without worrying about double booking or missed appointments. 

According to a study by the American Medical Association, clinics that used patient management software saw a 30% decrease in missed appointments, and your aesthetic clinic can be one among those.

Patient Records and History

Unlike traditional recording methods like maintaining thick folders, taking printouts, and worrying about space and lost files, this software saves you from all this with a centralized system. Doctors across the clinic can access the patient’s information no matter which department they visit.

From medical history and photos from treatment sessions to ongoing consultation notes, you can have everything at your fingertips. You only need a computer, the internet, and patient management software.

Billing and Payments

No matter if you get it under control, the issue at the reception is regular, given the situation of patients undergoing different treatments. Writing bills, tracking overdue, and estimating treatment costs manually will result in an unproductive workspace and could affect customer satisfaction.

With patient management software, you can automate all this process. The best part is you can integrate it with your accounting software and do much more, like automated payments and tracking payment histories. Do you know clinics using these systems report 40% faster payment processing, resulting in improved cash flow and reduced financial headaches?

Reminders and Follow-ups

We remember what we see. Likewise, patients can remind themselves of their appointment or their next visit to the hospital only when they suffer from pain again. To avoid this, following up with patients after treatments and reminding them about their next appointment is critical for retention. 

While calling each patient and reminding them about their due date is nearly impossible, the software sends automated reminders via SMS or email. 

 

Benefits of Using Patient Management Software

Now that we have explored the key features, let’s look at the benefits of implementing this system in your aesthetics clinic.

Efficiency Boost

Time is money, especially in a busy clinic. Your clinic thrives when it works efficiently. By digitizing records and automating tasks like scheduling and billing, you will save hours and reduce the potential for human error. This boost in productivity allows you to focus more on your patients and reduce administrative tasks by 50%.

Improved Patient Experience

Patients expect professionalism and efficiency when they walk into your clinic because they do not want to wait ages while you dig through files. Their experience will be smooth from start to finish when using patient management software – no waiting for files, no confusion over bookings, and no delays in getting their treatment history. Just converting them into your long-term customers. 

According to a report by Software Advice, clinics that adopted management software saw a 25% improvement in patient satisfaction scores.

Data Accuracy

Manually updating patient records or relying on sticky notes often leads to mistakes, whether a misfiled document or incorrect treatment history. However, accurate data improves treatment outcomes and builds trust with your patients. 

When you rely on patient management software, it ensures that all data is input correctly and consistently. You do not have to worry about misplacing treatment notes or forgetting patient allergies.

Growth Potential

When your clinic runs like a well-oiled machine, you have more time and resources to focus on growth. Whether expanding your services, bringing in more patients, or opening new locations, this software helps you scale efficiently by keeping your operations simple. 

It is not just about handling what you have now but also about being ready for future growth. Clinics using this software reported a 15% increase in patient capacity due to better time management and simplified operations.

Here’s a case study on a well-known aesthetic clinic in Georgia and how it boosted its growth by adopting patient management software:

 

Case Study Example

Dermani Medspa, a popular aesthetics clinic in Georgia, faced a common issue that many growing clinics experience: managing a rapidly expanding client base with outdated manual processes.

They relied more on paper-based systems for booking, patient records, and follow-ups. All that led to inefficiencies and errors and affected patient experience. In 2018, the clinic started using patient management software to simplify operations and give a better experience for staff and patients. Here’s how the switch transformed their business:

 

Challenges Faced

Dermani Medspa had loyal customers and was growing steadily, but the management systems they used could no longer support the inflow of patients. Some of the key challenges they faced included:

Manual Scheduling and Double Bookings

The clinic handled over 300 appointments weekly, and using paper and digital calendars made it difficult to avoid double bookings or missed appointments. Their staff spent more time confirming and rescheduling appointments, which created frustration among employees and clients.

Fragmented Patient Records

Keeping patient files on paper often led to missing information or the inability to access patient treatment history during consultations. This affected their quality of service, as providers did not always have immediate access to vast patient details.

Delayed Billing and Payment Collection

Processing payments manually or through a basic point-of-sale system slowed down their billing process. It also made it difficult for them to track overdue payments, which led to cash flow problems.

 

The Solution

Dermani Medspa chose to implement Zenoti, a cloud-based patient management software specifically designed for spas and clinics. Zenoti is an all-in-one solution that integrates appointment scheduling, patient records, billing, and marketing automation. Here’s how it addressed each of the clinic’s challenges:

Improved Scheduling

The software allowed for online booking, which synced directly with Dermani’s system. It helped them with double bookings and allowing patients to book appointments at their convenience. With real-time updates and automated confirmations, Dermani saw a 30% reduction in no-shows and improved staff efficiency, as they no longer had to confirm appointments manually.

Centralized Patient Records

Zenoti software stored all of Dermani’s patient’s information in one centralized place, including treatment history, consultation notes, and even before-and-after photos. Therefore, service providers accessed complete patient profiles within seconds. As a result, patient satisfaction scores increased by 20% within the first six months.

Automated Billing and Payments

Zenoti’s billing system automated invoicing and integrated with Dermani’s payment gateway. They processed payments instantly, and overdue bills were flagged for follow-up. This led to a 25% improvement in payment collection times. The software also offered patients with multiple payment options, including membership packages.

 

Results and Impact

Within the first year of using patient management software, Dermani Medspa saw notable improvements across the board:

• The clinic increased its capacity by 15%, handling an average of 350 weekly appointments without additional staff.
• Automated follow-ups and personalized communication led to a 25% increase in patient retention. Patients appreciate receiving reminders for appointments and treatment recommendations.
• Administrative tasks were reduced by 40%, allowing staff to focus more on patient care. The clinic reported that the time saved on administrative duties translated to cost savings of $50,000 yearly.
• Dermani Medspa experienced a 20% increase in revenue in the first year after adopting patient management software.

We understand! Worrying about the cost of implementing new software is natural. However, we say you consider it an investment. Over time, the software pays for itself through its features because, according to a report by Grand View Research, clinics invested in management software saved an average of $10,000 annually in administrative costs alone.

Conclusion

Patient management software can improve your clinic’s efficiency, patient experience, and revenue. You will eliminate manual errors and improve patient satisfaction by automating scheduling, record-keeping, and billing. Do not let outdated systems hold you back. 

 

Upgrade to a solution that simplifies your operations and boosts growth. Explore Consentz’s patient management software today and see the difference it can make.

Frequently Asked Questions

What is PM and EHR software?

PM (Patient Management) software simplifies scheduling, billing, and patient data, while EHR (Electronic Health Record) software digitally stores patient medical data and treatment records.

What software do most hospitals use?

Most hospitals use EHR software like Epic, Cerner, or Meditech, which manage patient records, appointments, and billing.

What is patient care management?

Patient care management involves coordinating and overseeing patient treatments, follow-ups, and overall care to improve health outcomes and ensure smooth healthcare delivery.

Is patient management software secure?

Yes, patient management software is designed with security features like encryption and secure access to ensure the confidentiality and safety of patient data.

What are some free PM software options?

Some free patient management software options include OpenEMR, PracticeSuite, Cliniko, Medesk. These options have limitations compared to paid versions, but they can still effectively support smaller clinics.