Now that you’ve seen demonstrations of multiple software platforms and tested them out with free trials (where available), it’s time to narrow down your choices to your top three software platforms and negotiate pricing. You may have questions that you hadn’t thought of before. You may have run across something in the free trial that you don’t understand. Regardless of the issue, a conversion is a big move, and you want to be sure you are choosing what is best for your practice. Here are some key points to consider in this stage:
- Watch for Hidden Fees: Some software platforms might appear cost-effective upfront, but the provider may charge extra fees under various conditions. For example, if you don’t use their preferred credit card processing or pharmacy tools, they could tack on additional costs. Carefully consider the pricing section of the contract to eliminate surprises later.
- Consider Bundle Discounts: While each software typically comes with a monthly price, bundling services together from your software provider can provide significant savings. Use this as leverage to negotiate a lower overall price. And don’t hesitate to ask for any special offers or discounts that may be available.
- Request a Second Demo: After reviewing multiple platforms, it’s very easy to mix up their capabilities. You don’t want to assume they are all the same and will all meet your needs. If you’re unclear about any specific features, simply request a second demo. Doing so will help you clarify any lingering questions and ensure the software truly supports your practice’s requirements.
- Understand the Data Conversion Process: Transitioning from one software platform to another can be complex. Make sure you understand the entire conversion process. Questions you may want to consider include:
- Are there additional costs involved?
- How much time will it take?
- What data can or cannot be converted?
Knowing this information upfront can prevent a lot of potential headaches down the road.
- Evaluate the Training Process: Effective training is crucial for a smooth transition. If it wasn’t disclosed already, make sure to find out if the provider offers free training tools or if there are paid options to get your team up to speed quickly. The right training can make all the difference in how quickly and efficiently your practice adapts to the new software platform.
Taking the time to thoroughly evaluate and negotiate with your new software provider helps to ensure that the conversion will be beneficial for your practice in the long run. By being diligent now, you can avoid unexpected costs, confirm your team is well-trained, and ultimately find the software that best supports your practice’s growth, within your budget.