Cost Considerations for EHR Software: What to Look Out for When Making the Switch

Great software is not typically something you just stumble upon. We understand that choosing new optometry software is time-consuming and often difficult to navigate. In fact, many people stay with inefficient practice software simply to save themselves the hassle of moving to a new solution. What they may not know is this could cost them in the future. 

We’re dishing out all the need-to-knows so that you don’t feel intimidated by making the switch. Even more than that, we’ll cover the reasons why sticking with the status quo can be detrimental to your practice. We’ve gathered a list of costs to consider and paired them with questions you should be asking if you’re thinking of making the switch.  

Beware, Simple Training Might Be Insufficient 

Transitioning to a new and powerful software system can be complex and it’s important to know what training options and software support are available to your team after you go live. After all, different teams have different training needs. You and your team might be ready for a quick and easy transition; however, you want to have options in case you end up wanting additional support.  

Here's what you should be asking: 

What onboarding options are offered? 

Who will be supporting my team through the onboarding process and beyond? 

Are there options available for ongoing education if my team needs it? 

Eyefinity offers a wide variety of onboarding and education resources so your practice can learn in ways that work best for you. You’ll have access to a dedicated onboarding team and flexible learning options offered on-demand, live, and in-person. Whether your team needs our 10-day accelerated training, or if you’re looking for ongoing education, we have an option for you.  

Data Breaches are Never Planned and Always Costly 

As of 2023, the average cost of a data breach has risen to an average of $4.45 million, or $165 per record. Not only is this a steep price to pay, but a data breach can also cost you the hard-earned trust of your patients.  

All EHR software should be HIPAA compliant, but what additional measures are in place to prevent cyberattacks? If you’re really looking to dive into security measures, check out our three-part series starting with Simplify Security: Empower Yourself. If security is one of your top priorities, here’s what you should be asking: 

What security measures does your software have in place? 

What certifications does your software have? 

How can new software help keep my practice data secure? 

To demonstrate our ongoing commitment to data security, Eyefinity has not one, not two, but multiple voluntary security certifications that prove we’re prepared to keep your practice data safe and secure, beyond a shadow of a doubt. Not to mention, we’re the only software in the eye care industry that has achieved a SOC 2 Type II certification.  

Know What You’re Getting 

If a deal seems too good to be true, it might be just that. Be extra careful when it comes to features versus add-ons. It may not be clear which features are only accessible when you pay additional fees. Furthermore, you may be offered a good deal when you sign up for new software, only to find out that an unexpected cost increase is hiding right around the corner.  

Investigate with these questions: 

What features are add-ons, or have an additional cost associated with them? 

Are cost increases communicated ahead of time? 

Are there limits on the number of staff members that can use the software? 

It can be easy to just think of setup fees when considering new software, and this can leave you vulnerable to future hidden costs. Our website breaks down what features are included in Eyefinity Practice Management and Eyefinity EHR so that you don’t have to wonder.  

Required regulatory features are not always included in your monthly subscription. For example, not all software includes e-prescribing in their base cost, however, a majority of states require that you offer this service. Additionally, if you use CPT II codes, some EHRs require you to pay for the copyright through a cost per license fee.

Do some extra digging with these questions:    

Does this software offer advanced features and meet current regulatory requirements? 

Is a CPT II code license included in the software subscription or are you responsible for covering the licensing cost? 

Are you able to securely email other providers from the software? 

Don’t worry, functionality like e-prescribing, CPT II code licenses, and secure messaging are all included in Eyefinity EHR—no extra charge.  

Transparency is key to any good relationship, which is why we’ll never leave you guessing what your fees are. Our add-ons, like Electronic Patient Notifications and Image Management, are designed to go the extra mile for your practice. Electronic patient notifications allow you to automate text and voice message recalls, boosting patient engagement. Image management allows you to easily review and save patient images in one centralized location, saving you time. While both features aren’t required for regulatory purposes, we think they’re a great way to level up your practice.  

Fuel a Profitable Future  

Of course, one of the most important factors to consider is how your software will continue to grow with your practice year after year. Cloud-based software evolves with you and your practice as time goes on, making it so you don’t have to worry about outdated capabilities. If you aren’t using cloud-based software, then it’s time for a change. Server-based software has many additional costs, and the list is only going to get longer as time goes on. To dive into these costs, check out our post, The Hidden Costs of Server-Based Software.  

Perhaps the most important question of all remains: 

How can I get the best possible return on investment (ROI) from my software? 

Rather than sitting down with oodles of spreadsheets and a calculator, you can crunch the numbers with Eyefinity’s ROI Calculator, made with busy providers like you in mind.