IT for medical practices - what software do I really need?

What are the advantages of IT in medical practices?

From practice management systems to medical device software - IT in medical practices should make administrative processes more efficient. Ideally, this leads to a reduction in the workload of practice staff, a reduction in costs and an increase in the quality of patient care.

Digitalization in medical practices has gained further momentum, particularly in the wake of the Digital Health Act. Today, many processes that used to be carried out manually are now automated and paperless thanks to software. Some of the most important advantages of IT solutions in medical practices are

• Automation of routine tasks: IT in medical practices enables the automation of recurring administrative tasks, such as billing, appointment reminders and updating patient data. This reduces the administrative workload.
• Quick access to patient information: Immediate access to patient data through technologies such as the electronic patient record facilitates all processes in the practice and is crucial in emergencies when quick decisions need to be made.
• Interoperability: Certified IT systems ensure smooth and secure data exchange between different healthcare facilities. This is particularly important for referrals or communication with health insurance companies.
• Telemedicine applications: The integration of telemedicine enables virtual consultations and remote monitoring of patients. This can improve access to medical care, particularly in rural areas.

What is the practice management system?

The practice management system (PVS) is the heart of the IT infrastructure of a medical practice. Probably the most important function of a PVS is the management of electronic patient files. As part of this, it manages patient data - from master data to anamnesis, findings and diagnosis through to medication management.

The PVS also serves as an interface for laboratory equipment and data from external laboratories. Billing with the Association of Statutory Health Insurance Physicians and electronic communication with health insurance companies and colleagues are also largely mapped via the PVS. Last but not least, the PVS manages appointments.

How do I choose the right PVS?

A PVS must be certified by the National Association of Statutory Health Insurance Physicians (KBV ) to ensure a certain level of security and a basic range of functions. For example, the ability to connect to the state telematics infrastructure (TI) and a KIM service is an important basic requirement. Nevertheless, there are a large number of providers, which does not make the decision easy. When selecting a PVS, the following aspects, among others, should be taken into account:

• Practice size
• Department
• Functionality
• Costs

The KBV also provides statistics that show which PVSs are most frequently used in which specialist areas. These provide an indication of particularly tried-and-tested systems.

What is a KIM service?

KIM stands for Communication in Medicine. It is a uniform standard for sending sensitive documents securely by e-mail. For example, the KIM service is used to send doctors' letters electronically or to forward the electronic certificate of incapacity for work (eAU) from the practice to the health insurance company.

KIM services are approved by gematik - the National Agency for Digital Medicine. Every KIM service must be compatible with every PVS.

What is the telematics infrastructure?

While the KIM service acts as the executing software, the telematics infrastructure provides the basic server structure for secure data transfer. It is operated by gematik and is therefore in the hands of the state. Typical applications that are processed using the practice management system via the telematics infrastructure are

• Electronic patient file (ePA)
• Electronic prescription(e-prescription)
• Electronic certificate of incapacity for work (eAU)
• Electronic doctor's letter (eArztbrief)
• Insured person master data management (VSDM)
• Electronic medication plan (eMP)
• Electronic health card (eGK)

What is the physician information system?

The physician information system (AIS) is an alternative term for the practice management system. Other common synonyms in German-speaking countries are practice management software, surgery management software and primary system (PS). The terms medical practice software or simply practice software are also used. However, in addition to the AIS, these also refer to all the software solutions used in a medical practice, which can lead to confusion.

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The integration of medical devices

From the wireless keyboard to the X-ray machine, the doctor's surgery is a sensitive ecosystem of different devices. The more seamless the communication between the individual devices and software applications, the more efficient the day-to-day running of the practice.

If, for example, the software of ECG or blood pressure monitors can be connected to the PVS, the step of manually transferring this data is no longer necessary. Even the transmission of app-based self-measurements by patients is technically possible and could enable significantly more cost-effective 24-hour monitoring of blood glucose or blood pressure values, for example, in the future.

What is a PACS?

PACS stands for Picture Archiving and Communication System - in other words, an image data archiving and communication system. A PACS is traditionally associated with X-ray or ultrasound devices. However, it is not only relevant for imaging procedures, but can also be used in dermatology practices, for example, for the secure storage of photographic documentation of skin changes.

Which tools will optimize my daily practice routine?

In addition to medically relevant devices and the necessary software to meet legal obligations, there are also a number of IT solutions for medical practices that simply simplify day-to-day work or enable more efficient communication with patients.

These include modern appointment management systems that allow your patients to make appointments online and send automated appointment reminders. Video consultations via a KBV-certified video service provider can also be a useful addition to your services in times of overcrowded waiting rooms.

Tools that completely digitize existing processes such as medical history taking and invoice management are particularly easy to integrate into everyday practice life.

Our IT tip for your medical practice

Despite major advances in the management of patient data, many manual processes still remain. The transfer of handwritten documents to digital documentation systems and unpaid invoices take up time and nerves.

This is where Nelly can noticeably relieve your practice team. The software also offers many other attractive functions:

• Patient portal: Patients can access documents and invoices without logging in, using only their telephone number and still in compliance with the GDPR.
• Digital patient admission: Patients can enter their master data online and fill out medical history forms without additional hardware - conveniently from home or on site at your practice.
• Digital information sheets: Individualize information sheets during the consultation and have the sheet signed with a click.
• Digital billing: Send cost estimates, offer payment in installments and integrate invoices into the patient portal for easier payment.
• Scoring & factoring: Nelly automatically checks the patient's creditworthiness during patient admission. With factoring, you never have to chase outstanding receivables again because you can simply assign them to Nelly.

Conclusion: Nothing works in the doctor's office without IT

It is impossible to imagine a medical practice without IT - from the management of patient data, efficient appointment scheduling and billing to the integration of medical devices. IT is not just a supporting element, but an indispensable tool in daily practice operations. Digitalization not only optimizes administrative processes, but also improves the quality of patient care.

The role of IT in medical practices is expected to continue to grow in importance in the future. Keeping pace here can sometimes be a challenge, but in the long term it offers significantly more convenience for routine tasks and administrative processes. Create a digital workflow in your practice now. We will advise you on your individual case free of charge and without obligation!

The personal designations used in this article always refer equally to all persons. For the sake of better readability, we have refrained from using double or opposite names.

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