Choosing the right electronic health records (EHR) and practice management software is crucial for optimizing your optometry practice's efficiency and patient satisfaction. Here are essential questions to guide your decision, ensuring you select a solution that aligns with your practice's needs and growth.

1. Is the Software Cloud-Based, and Which Cloud Provider Does It Use?

Opting for a cloud-based solution provides accessibility and flexibility, allowing you and your staff to access practice data whenever needed. Inquire about the cloud provider used by the software—reliable providers like AWS, Google Cloud, or Microsoft Azure offer stability and robust data protection.

2. How Comprehensive is the System?

A fully integrated EHR system can dramatically reduce the need for multiple software solutions. Check if the software consolidates various functions such as appointment scheduling, patient communications (including two-way texting), billing, and medication prescriptions into a single platform. This integration can save time and reduce errors.

3. User Friendliness: What is the Onboarding Process Like?

Ease of use is crucial for software adoption, especially in environments where staff turnover may occur. A user-friendly interface and straightforward training processes can significantly impact how quickly your team adapts to the new system. Moreover, consider how the software facilitates ongoing training for new employees, ensuring that transitions are smooth and that operational continuity is maintained even as staff changes. This aspect of the software can be vital for maintaining consistent patient care and administrative efficiency.

4. Is There a Trial Period?

Before fully committing, check if there is an option to trial the software. A trial period allows you to evaluate the software's compatibility with your practice’s workflow and its ease of use without any long-term commitments.

5. What About Downtime?

Understanding the expected downtime and the provider's procedures for handling outages is essential. This impacts how you plan and manage patient care during such periods.

6. How Often Does the Software Provider Increase Prices?

Discuss pricing stability with the provider. Frequent price increases can affect your budget planning. Knowing this in advance can help you make a more informed decision.

7. How is the Pricing Structured?

Understanding the pricing model is vital, especially for growing practices. Determine whether the pricing is per doctor, per location, or based on usage levels. This will help you plan for future costs as your practice expands.

8. How does the Software Evolve?

Learn about the provider's commitment to innovation and software growth. A solution that evolves with technological advances and changing healthcare regulations is preferable. It’s crucial to ensure that the software not only adapts to general trends but also integrates advancements in specialty care and artificial intelligence (AI). This will enable your practice to stay at the forefront of optometric care, offering cutting-edge solutions that meet the evolving demands of the industry and enhance patient outcomes.


Selecting the right EHR and practice management software involves careful consideration and detailed questioning. By addressing these questions, you can ensure that the software you choose not only meets your current needs but also supports your practice's growth and success in the long term.

For more insights into choosing the perfect EHR system, tune into the latest episode with The Depth Perception "Swiping Right on the Perfect EHR with Barti." In this conversation, Colton Calandrella, CEO of Barti Software, draws a unique comparison between selecting an EHR system and choosing a long-term partner in the realm of dating, underscoring the importance of finding a match that truly fits the unique needs of your optometry practice.

If you're ready to explore the best EHR solution for your practice, schedule a consultation with our product specialists. They'll provide tailored answers to help you make an informed decision. Book your appointment now and advance towards a more efficient and integrated practice management system.

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