• Sara

How to choose the right patient management software

Updated: Sep 18

Choosing patient management software is an important decision. The right patient management software (PMS) is key to ensure your hospital or practice is successful. That’s why it's critical to choose the best one for your staff and workflow.


In this article, we’ll walk you through the decision-making process. We’ll explain what patient management systems do and what features should you consider? What questions should you ask before buying a PMS?


What is patient management software?


Firstly, the function of any Patient Management Software is to improve the productivity of your employees and to increase the efficiency of your hospital or practice. It automates and streamlines the paperwork and help physicians focus on their patients and healthcare delivery.


Factors to consider when choosing a hospital management software system


Normally, Patient Management software has the ability to:

  • Schedule Appointments

  • Appointments Calendar

  • Preregister patients (including insurance eligibility and benefit checks)

  • Generate patient record


Here is what you should look for:

  • Ease of use

The patient management system must be easy and comfortable to use for non-technical people in order not to affect their productivity.

  • Integration

It must be easy to integrate with other third-party systems you’re using in your hospital. The easier the communication between systems is, the more time you save for your staff.

  • Automation

With automation your patients can schedule appointments online; with automated reminders and notifications you can prevent no-shows and cancellations, and you can use automation to verify insurance eligibility.

  • Flexibility

Not every patient management system is optimized for the functions of your hospital or practice. Software made just for a dental clinic will differ in functionality from that of a physiotherapist. So, you need to find a software solution that is flexible enough to work for your needs.

  • Internal communication

It’s easier to understand the patient’s issue when you have the previous health records from other physicians and communicate with them if needed.

  • Reporting and data analysis

Activity statistics provide you with up-to-date important analytics. Effective analysis can help you make future decisions and projections, as well as improve your current processes.

  • Cost

Don’t choose the cheapest option without considering the other factors. You might miss the best suitable option for you if you only focus on the cost. In this kind of software, the cost depends on the hospital need, the features and functionalities you need, and how big is your hospital or practice.

  • Video calls

Even though the video doctor’s appointments are not something new, now we need to get used to it because the virtual healthcare is here to stay.

  • Secure

And last but not least, the patient management software must ensure the security of the and the data and be in compliance with the GDPR.


Every journey needs a partner


A good patient management software can transform your hospital or practice. It will streamline the productivity of your staff, increase profitability, and improve the patient experience.

The most important thing in this transformative journey is to find your tech partner that will accompany you in the process and besides of the software will offer you support and will guide you through the process.

We advise you to look for a tech partner instead of vendors that only want to sell you a license.



We are building Kailo based on the feedback of the doctors and healthcare providers. If you are interested in helping us create better healthcare contact us to see Kailo in action.


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