Practice Management Software That Does More Than a Standard Package

Medesk's numerous features set it firmly apart from other practice management software packages, giving the user not just the expected basics but also intelligent reports to help analyse marketing strategies. Medesk's features include scheduling, online booking, electronic health records, reports, task management, consultation templates, security and integration.

It is extremely simple to access Medesk, as it is a cloud-based platform there is no requirement to download software. It also means that it is accessible via all devices so that during a busy clinic day there is no need to lug in a heavy laptop when it is possible to use a smartphone or tablet. The clever interface seamlessly changes to suit the device you are using, meaning no frustrating wrong-sized pages or non-responsive buttons to contend with.

What is Practice Management Software?

Practice management software is a crucial tool for private healthcare providers who want to reduce the burden of administrative work and focus more time on patient care. At its core, it is a comprehensive platform that brings together the key operational functions of a clinic or practice into one place. This typically includes appointment scheduling, patient records management, invoicing, reporting and communication.

For private healthcare practices in particular, the benefits are significant:

• Streamlined administration: routine tasks like booking appointments, sending reminders and generating invoices can be automated, freeing up staff time considerably.
• Improved data accuracy: centralising patient information on one platform reduces the risk of errors and keeps records consistently up to date.
• Boosted cash flow: efficient invoicing and payment collection tools help practices get paid faster and maintain healthier finances.
• Better patient experience: reducing administrative delays and simplifying booking processes creates a smoother journey for patients from first contact onwards.

Rather than juggling multiple tools or relying on paper-based systems, a good practice management software solution handles the operational side of running a practice so that practitioners can concentrate on what they do best.

Scheduling

Creating appointments within Medesk is very straightforward and user-friendly, it is possible to choose between a day/week/month view of the schedule. When scheduling an appointment simply click on the time and day the client wishes to book up, and a pop-up box appears in which various information can be entered. Depending on whether the client is a new or returning one, their data can be inputted, and the purpose of their visit recorded if necessary.

The duration of standard appointment times can be pre-set when first setting up Medesk to save time when inputting appointments in the future. If the client is coming to your practice for their first appointment, when 'first time' is selected this creates a star next to the clients name on the schedule so that the practitioner is aware they may need to read up on any client notes or prepare any initial appointment forms.

Selecting the acquisition channel is an incredibly useful feature within setting up appointments, as this can then be used to create a report to find out what advertising is working for your practice and where your clients are finding out about you. Another beneficial element is the ability to send a notification to the client reminding them that they have an appointment booked and the time/date.

Various other features include re-scheduling and duplicating appointments at the click of a button; viewing the schedule by room bookings rather than practitioner; the capability to create and sign contracts between practitioner and client; being prevented from double booking appointments for both practitioner and room. If you have in your mind a useful tool to have in a practice management software then Medesk most likely has already thought of it!

Online Booking

One of my favourite aspects of Medesk is the online booking facility, where clients can view your schedule and book an appointment themselves, taking away the necessity for ringing up to book, and saving both you and them time.

An online appointment booking link can be embedded in the practitioner's website, social media pages and anywhere else that might be useful. Clients can choose a time and date convenient to them, fill out an online booking form and even pay in advance (either in full or a deposit) for their appointment by using the online payment platform Stripe.

This is a highly bespoke feature that can be customised and branded to fit in with your practice's image. If client's booking an appointment themselves without speaking with you first doesn't suit the nature of therapy practice that you run, an alternative is to have a call-back option before the appointment can be booked.

Through the booking link, detailed reports will be able to tell you where the client found your practice and even more handy by using google analytics you can see if a client drops out of the booking process at any point. This information is extremely valuable as it allows for streamlining of marketing resources.

Watch our expert's video on how you can make sure that patients leave their real contact details during online booking?

Electronic Health Records

Being able to run a paperless practice where all the information needed is stored in one secure place is something that many practitioners dream of! Within Medesk's practice management software this is made into a reality. Comprehensive patient records management means that a client's medical history, a log of communication and storage for any uploaded documents are all centralised and easy to access.

Forms and documents can also be created and saved within your client's record. This is one factor that especially illustrates how Medesk know their user base and want to make life as easy as possible for practitioners. They provide customisable templates for all the various letters, prescriptions, invoices and questionnaires that might be required.

A vital part of any practice management software is the ability to create invoices and bill clients for the services provided. Medesk simplifies this process with multiple useful functions including: the creation of invoices; an account balance on each clients record; the ability to add funds or refund a client; and a section to add in any insurance policies if the client is not privately funding. As well as the option to integrate Stripe for prepayments and deposits, there is also the possibility to integrate Xero for convenient accounting and financial reporting.

Integrating with Accounting Software

While Medesk handles invoicing and financial tracking within the platform itself, connecting it to dedicated accounting software takes financial management a step further. The integration with Xero allows practice income and expenses to be synchronised automatically, removing the need to re-enter data manually across different systems.

For busy practices, this kind of integration has a noticeable impact on day-to-day operations. Invoices raised in Medesk can flow directly into Xero, where they can be reconciled against payments received via Stripe. This creates a joined-up financial picture without the administrative overhead of maintaining two separate sets of records.

The practical benefits include more accurate financial reporting, reduced risk of data entry errors and faster month-end processes. For practitioners who want a clear view of their practice finances without becoming bogged down in bookkeeping, connecting Medesk with Xero is a straightforward way to achieve that.

Support

I felt that the support and training offered by Medesk deserved a section to itself as it really is exceptional and is included at no additional cost. When a new practice joins, all members of staff who will be using the software are given remote training on the sections that they will using. This seems a very sensible way of making sure users have enough knowledge yet won't be overwhelmed with having to learn and remember how to use features that just won't be necessary in their role.

Medesk have a live-chat support team ready to assist with any queries seven days a week, including help with creating document templates or solving technical issues. Whilst trialling the demo version, I tested the claim that my live chat question would be replied to within 10 minutes and was not surprised to find that I was answered by a human being (not a bot!) before the 10 minutes had passed.

Their staff are extremely knowledgeable, experienced and passionate about the software. There is also a wealth of support information available made up of articles, video guides, frequently asked questions and manuals.

Reports

Throughout my review I've written about various reports that can be generated to find out how your practice is performing. This is a valuable and unique tool that delivers statistics in an easy to interpret way with charts and graphs. Fully customisable to each practice, so much information can be discovered, for example: the most popular day of visiting the practice; the most popular service that clients are using; or which advertising campaigns are the most successful. From this data informed decisions can then be made to tailor where money is spent on advertising or focusing on quieter days to promote special offers.

Task Management

For any practice being organised and on top of any outstanding tasks is a necessity. Medesk allows tasks to be created and there is a separate section on the menu dedicated to upcoming tasks, reminding users of what needs to be completed. This is not only helpful for practitioners but allows for high-quality care to be provided and makes sure important information is not forgotten.

Security

An essential part of all practices is to make sure security is tight and in line with GDPR standards. Reassuringly Medesk is built with this in mind, as it is secure and encrypted, using the same high-security centres as financial institutions. Data is backed up but importantly can also be permanently deleted upon request – in psychotherapy practices once seven years has passed from the last appointment with a client then records related to that client must then be destroyed, this is simple to do with Medesk and by having to request that it be deleted means unintended permanent removal of data is covered for.

How to Choose the Best Practice Management Software for Your Clinic

With a range of options available, finding the best practice management software for your specific needs takes a little thought. The following checklist covers the most important factors to consider before committing to a platform.

• Ease of use: the software should be intuitive for all members of your team, not just the most technically confident. A steep learning curve can undermine even the most feature-rich platform.
• Cloud-based access: being able to log in from any device, anywhere, is a significant practical advantage for modern practices.
• Integrations: check whether the software connects with tools you already use, such as accounting platforms like Xero or payment processors like Stripe.
• Data security and GDPR compliance: patient data is sensitive. Ensure the platform uses encryption, secure hosting and supports compliant data deletion.
• Scheduling and online booking: these are core functions. Look for flexible appointment management and the ability to accept bookings and payments online.
• Reporting: meaningful reports on revenue, client acquisition and appointment trends help you make better business decisions.
• Support: responsive, knowledgeable support (ideally available seven days a week) makes a real difference during setup and ongoing use.
• Scalability and cost: consider not just the current price but whether the platform can grow with your practice without costs becoming prohibitive.

Taking the time to assess these criteria honestly against your practice's needs will put you in a much stronger position to choose the right solution.

Overall

If you are looking for a practice management software that does so much more than your standard package, then Medesk is for you. It can help take your practice to the next level by cutting down on administrative tasks whilst letting you establish the most concise marketing strategy all in one product. Medesk is packed with expertise and beneficial features yet is still a simple to use software. Fully customisable and bespoke dependent on your practice, with a high level of support available, it really does tick all the boxes.

Ratings

Overall rating: 5/5

Ease of installation: N/A – cloud-based

User-friendliness: 5/5

Help and support: 5/5

Value for money: 4/5

Cost: Dependent on size of clinic, the number of users and individual modules needed. £110 a month is the average cost, however it can vary from £50 - £300 a month.

Frequently Asked Questions

1. Do I need separate accounting software to use Medesk?

No, Medesk includes built-in invoicing, billing and financial reporting as standard. However, if you already use Xero, you can integrate it directly with Medesk to synchronise financial data automatically and streamline your reporting further.

2. How much does Medesk cost?

Pricing depends on the size of your clinic, the number of users and which modules you need. The average cost is around £110 per month, though plans typically range from £50 to £300 per month. It is worth contacting Medesk directly to get a quote tailored to your practice.

3. Is Medesk easy to use if I am not very technical?

Yes. Medesk is designed with non-technical users in mind and the interface adapts automatically to whichever device you are using. New users also receive personalised remote training as part of the onboarding process, so there is no expectation that you will figure everything out on your own.

4. Is my patient data secure with Medesk?

Medesk is built to GDPR standards and uses the same level of encryption and secure hosting as financial institutions. Patient data can also be permanently deleted upon request, which is particularly important for practices with specific data retention obligations.

About the author: Hannah Emery has worked at a thriving psychotherapy practice for many years as an administrative assistant and currently works for four individual therapists assisting with their administration.

Source: Private Practice Hub