Your healthcare advocacy business is growing. Or you’ve just started out and are looking for solutions to help streamline things. Maybe you’re finding that you’re getting bogged down in administrative tasks that are cutting into your time with your patients. No matter the reason, you’re on the hunt for software solutions to help run your patient advocacy business. But where to start? Make the wrong choice and you could be spending more time and energy than necessary to make things work—or worse, risk patient privacy, billing issues and more. Fortunately, we have the insights to help you avoid common pitfalls when selecting software for your healthcare advocacy practice.
1. Ignoring specific practice needs
One of the biggest mistakes healthcare advocates make is choosing software without thoroughly considering their practice's specific needs. Different practices require unique features. For example, healthcare advocacy practices often need robust case management capabilities to handle patient advocacy and care coordination, which may differ from what is needed in a direct primary care (DPC) setup, where membership management may be a higher priority.
Tip: Before selecting a platform, clearly outline the specific requirements of your practice, such as case tracking, billing integration, or virtual visit functionalities. Some software solutions might be better suited for clinical practices rather than advocacy work, so make sure to align your choice with your business model.
2. Overlooking HIPAA compliance
Patient privacy and data security are paramount in healthcare, and patient advocacy is no different. If you’re managing patient data using spreadsheets and other manual tools, you could be at risk of HIPAA violations.
Tip: Make sure to choose software that ensures secure data handling, encrypted communication, or protected document sharing that complies with HIPAA regulations.
3. Underestimating user training and support
Even the most advanced software is only as effective as your ability to leverage it to its fullest. To do so, you’ll need adequate support, training and resources—but not all software partners are created equal in this regard. Also keep in mind that some vendors may disappear after initial setup and training—meaning that you could have issues with ongoing support and bug resolution.
Tip: Opt for a platform that provides in-depth training, customer support and resources. Pay extra attention to how prospective vendors handle support requests and feedback on software features or improvements. A good way to get a feel for this is to read customer testimonials that speak to the quality of a vendor’s support and ongoing software improvements.
4. Not considering scalability
As your practice grows, your software should be able to grow with you. Choosing a platform that doesn’t allow for scalability can hinder your ability to onboard more clients, add new services or manage an increasing number of cases. This is especially crucial for healthcare advocates who may start with a small client base but plan to expand.
Tip: Select a solution that can scale with your practice. This means considering not only the features you need now, but the features that would be nice to have in the future as your business grows or changes.
5. Overcomplicating things
When it comes to patient advocacy software, it’s easy to fall into the trap of choosing a solution made for larger, more traditional healthcare systems. But most healthcare advocates don’t need full-blown EMR systems or administrative solutions built for giant healthcare networks. Choosing a solution like this could mean you’re overpaying—and making life harder when it comes to navigating and using the solution.
Tip: Start by evaluating the must-have features for your practice, such as client management, case tracking or secure messaging. Avoid solutions that offer excessive features you won't use, which could lead to added costs and operational confusion.
6. Neglecting customization options
Healthcare advocacy practices often have unique workflows that may not fit into a one-size-fits-all software solution. Platforms that don’t offer customization options can force you to change your processes rather than enhancing them, which can create inefficiencies.
Tip: Choose software that allows for customization, such as adding fields to client profiles, configuring communication workflows or tailoring case management to meet specific client needs.
Selecting the right software for your healthcare advocacy practice is a critical decision that can significantly impact your operations. By avoiding these common pitfalls you can ensure enhanced efficiency and top-tier patient care. vSuite is a case management, billing and patient administration platform built specifically with healthcare advocates and DPCs in mind. Read more about how vSuite can help you work smarter or contact us for a demo today.
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