Tips for buying cloud-based practice management software Skip to main content

Tips for buying cloud-based practice management software

If you’re in the market for cloud-based practice management software, there are several things to consider before choosing a vendor. In this post, we’ll discuss finding the right software to match your budget and needs.

Are you certain that cloud-based software is right for you?

Making the move to cloud-based software can be very beneficial for your practice under the right circumstances. Familiarize yourself with the pros and cons of cloud-based practice management software before you rule out an on-premise solution.


  • Ideal for practices with multiple offices
  • Syncs data across all locations
  • Lower up-front costs
  • Storage is scalable
  • No server purchase or maintenance required
  • Software updates & data back-up are done automatically


  • All locations must have a reliable internet connection
  • SaaS subscriptions are sometimes more expensive than on-premise software licenses
  • Data security must be trusted to a third party

Identify the problems you most want to solve

There is no perfect software solution that outperforms all other options in every aspect. To find the right software for your practice, first figure out which specific problems you want to solve. Examples include:

  • Patient scheduling
  • Patient engagement
  • Collections and payment processing
  • Charting and notes
  • Patient portal

Rank the features that matter to you most so that you can shop vendors that perform best for those specific features.

Determine your ideal budget

Pricing varies wildly depending on practice size, the number of locations, available tools and add-on features. Knowing your preferred monthly budget in advance will help you to set realistic expectations for the functionality of your cloud-based practice management software while also preventing you from purchasing a low-cost solution that won’t perform like you need it to.

Is it intuitive?

Be sure to test a software demo or trial before making any final decisions. Choosing an easy-to-learn solution with interfaces you and your team members can pick up quickly is invaluable. There’s no point in buying powerful software that’s so complex that you never utilize its full potential.

Trusted service and training

Be sure to ask vendors about provided training and customer support. Going with a company you can trust is worth a higher monthly fee if it means you’ll immediately get a helpful support tech on the phone when something goes awry.

Talking to a sales rep

Once you have shortlisted a handful of potential software options, it’s time to call up the company and speak to a sales rep. Always speak to sales reps from at least three different vendors to compare notes. Even if you’re 100% set on a specific solution, having a backup option in your pocket can provide you with leverage for negotiating price or add-on features.

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