Smooth Sailing: How to Assess the Integration Process of a New Practice Management System

Implementing a new Practice Management System (PMS) can feel overwhelming – but it doesn’t have to. When you know what to look for from the outset, integration can be surprisingly smooth.

Your PMS underpins everything from scheduling and billing to patient care and internal communication. So choosing one that fits your team and workflow – and integrating it properly – is essential for long-term success.

PMS got you feeling like this👇? Here’s how to assess the integration process before committing to a new PMS.

What Is a PMS and Why Does Integration Matter?

A Practice Management System streamlines your day-to-day operations by centralising patient records, appointments, invoicing, inventory, staff scheduling, and reporting. It reduces manual data entry, minimises errors, and improves collaboration.

But it’s not just about features – it’s about how well the system integrates with your existing workflows.

Key Considerations for Assessing PMS Integration

1. What’s the Implementation Approach?

Most PMS providers offer either:

• The ‘Big Bang’ approach: You switch entirely to the new system on a specific date. It’s faster but potentially more disruptive.
• The ‘Parallel’ approach: You run both systems side-by-side for a while, gradually shifting to the new one. It’s slower but more controlled.

Choose the one that best fits your team’s ability to handle change and the level of risk you’re comfortable with.

2. Who Manages the Setup?

Clarify whether the provider will handle the full installation or if you’ll be expected to manage some parts internally. Ask:

• What tasks will we be responsible for?
• Will you provide dedicated onboarding support?
• Are there training resources for our team?

Even “fully managed” setups usually require internal coordination and time.

3. How Much Disruption Will There Be?

Ask for a full integration plan, including:

• Timeline and milestones
• What downtime (if any) is expected
• What support will be available during and after the switch

Bonus tip: Some providers can install during off-peak hours – a lifesaver for busy or 24-hour practices.

4. Can You Migrate Existing Data?

This is a make-or-break factor for most practices. Clarify:

• What data can be migrated?
• Who handles the migration?
• How long will it take?
• What’s the fallback if something goes wrong?

Manual data entry isn’t just time-consuming – it introduces a risk of error. Ensure your patient history, billing records, and appointment data make it into the new system intact.

Final Thoughts

Choosing a new PMS is about more than just features and cost – it’s about how easily it integrates into your practice.

By asking the right questions and involving your team early in the process, you’ll be better prepared for a seamless transition – and a system that genuinely improves your day-to-day.