Whenever you're on the hunt for something new it's easy to get excited and overwhelmed with all of the choices out there. And, if you're looking to make a big purchase, like EHR software, for your eyecare practice you don't want to go into the process blindly because chances are, you are going to get overwhelmed with all of the information out there.
A very important step in the buying process of new software for your practice, is seeing demos so that you can get realistic experience of how the new system will fit into your practice. But you don't want to go into these demos blind, and there are some important things you can do to prepare so that you get the most out of each demo.
7 Steps to a Successful EHR Software Demo
Decide who needs to attend the demo
First things first. Who in your practice is going to be using the software and has an opinion of which solution might be the best fit? Make sure that these team members are included on the demo. They are going to want to see how the system will help with their day to day tasks. Plus, they might notice some red flags or great features that might have gone unnoticed by you. So make sure that you have all of the right people involved.
Prepare talking points on past experiences
It's important to know, and be able to communicate, about the past experiences in your practice. Whether you've have good, bad, or no experience with practice management and EHR software - all of that is relevant information and can help your sales rep understand more about your practice. And, your past experiences are going to help you and your staff come up with the perfect list of requirements and needs that you expect to get out of your new software.
Create a wish list
There are going to be things that you really want in a new system, and there are going to be things that you really need in a new system. Make sure you have this list thought out ahead of time. This is another thing that should be created with the help of your entire staff. You might not realize the specific needs of other people in your office until you get them involved in the process.
Develop a detailed score card
If you're smart, you're going to get demos from multiple vendors to help make your final decision. And it could be easy for the systems to start to blur together. Come up with a detailed score card where you can take notes on each system. This will help you keep track of the pros and cons of each, and help you weigh out things like price when it gets down to the nitty gritty.
Prepare the person giving you the demo
So it's obvious that you need to be prepared for the demo, but so does your sales rep. Help them out by providing all the important details that will help make the demo run smoothly. You should let them know who from your team will be attending and their role in the practice. Another helpful thing for them to know is the type of equipment you currently use in your practice so they can help explain how it will all align for a smooth workflow.
Don't expect to learn everything in one sitting
If a system is packed full of tools for your practice it's going to be hard to learn all of the ins and outs in one sitting. Most systems offer a full training program once you've purchased the system. The demo is simply a time to overview and showcase the system's important features to help you decide if the program is going to fit your specific needs and requirements.
What to do when the demo is done
There is still more work to be done once you've completed the demo. Set up a follow up date with your sales rep so that they have a realistic timeline for getting in touch with you. Debrief with your staff immediately following the demo so you can get an idea on everyone's immediate reactions and how that system compares to others you may be looking at. Last but not least, be honest with your sales rep. If you decide to go with a different software let them know so they can stop reaching out, and don't be shy to let them know the reasons why!