Questions to Ask Prospective Vendors When Shopping for a Practice Management Software System

Many vendor practice management systems have additional features not listed in the Vendor Functionality Matrix (VFM) since the VFM only reflects functionality that Blue Cross validates. When “shopping around” for a computer system, you may want to consider asking any prospective vendors some of the questions below:

1. Do you use a clearinghouse? If so, be sure that the electronic claims you send to the clearinghouse are forwarded to the appropriate insurer in an electronic format.
2. Does your software offer electronic posting of remittances?
3. What are your HIPAA Compliance Plans? Will you upgrade your software to submit HIPAA compliant transactions or do you plan to use a clearinghouse?
4. Does your software offer the option of printing the data entered/retrieved?
5. How long does the implementation process take?
   1. From contract signing until completely functional?
   2. From contract signing until equipment/software installation?
   3. From equipment installation until training?
6. What platform does your system use (Windows, UNIX, etc.)? This question may help you in determining how much, if any, additional hardware/software you may need to purchase.
7. What type of database do you use? Does your software create a local database?
8. Is training included in contract price?
   1. Is training performed onsite at your office or at the vendor’s office?
9. What is the cost of additional training for new employees? Is it onsite at your office or at the vendor’s office?
10. Will I have the same trainer from start to finish?
11. Do you provide user manuals? Are they included in the contract price?
12. Do you offer electronic conversion of my current data? Is it converted as a balance forward or detail information?
13. Do I rent or purchase my equipment?
14. May I use existing equipment?
15. What is covered under a maintenance agreement on the following?
    1. Rental equipment
    2. Purchased equipment
    3. Existing equipment
16. May I run other software programs at the same time as the Practice Management Software?
17. Does your software offer the following electronic capabilities?
    1. Claims submission
    2. Audit Trail retrieval
    3. Remittance retrieval
    4. Patient account information (benefit and eligibility, claim status, fee schedule information and payment history)
    5. Medical records
18. Do I have to pay for software upgrades?
19. Does your system offer an electronic transcription component?

Note: The Vendor Functionality Matrices (VFM) are available below:

• Check the Institutional Vendor Functionality Matrix
• Check the Physician Vendor Functionality Matrix
• Check the Dental Vendor Functionality Matrix