Medical administrative assistants play a critical role in any healthcare organization. They ensure that daily operations run smoothly and efficiently. However, with the increasing demands of the modern workplace, administrative assistants are turning to software solutions to help them manage their workload more effectively.
In this guide, we’ll take a deep dive into the different types of administrative assistant software available. We’ll look at their features and benefits, and how they can help you streamline your work and boost productivity.
Features and Benefits of Administrative Assistant Software
Why should you invest in quality administrative assistant software? Because it provides you with the following benefits:
- Communication and Collaboration – It helps improve your communication between colleagues as well as patients. You can assign tasks to colleagues, schedule meetings, and send direct messages.
- Time-Saving – Instead of filing out physical notes and converting them into electronic ones, you can put notes directly into the software. Productivity apps also help to reduce wasted time.
- Organizational – Better organization is guaranteed when patient information is stored in one virtual location.
- Automation and Integration – Routine tasks don’t have to be time-consuming – with administrative assistant software, you can automate them. You can schedule emails and automatically book personal appointments. Admin software can also be easily integrated with your current work systems.
- Reporting and Analysis – Pulling together information and converting it into a graph, chart, or PDF file becomes a straightforward task with administrative assistant software.
- Security and Privacy – Administrative assistant software is HIPPA-compliant, meaning security is guaranteed.
Medical Administrative Assistant Tools
The main medical administrative assistant tools include the following:
Electronic Health Record (EHR) Software
An Electronic Health Record (EHR) is an online patient health record. As a medical assistant, it is your responsibility to keep this record up-to-date. Typical information found on an EHR file includes prescribed medications, future and past appointments, immunization dates, appointment notes, patient conditions, etc.
EHRs are designed to replace paper charts. They are much more practical, efficient, and less error-prone. Information can also be fetched and converted into a PDF file at a quicker rate.
Filling out EHR files can sometimes feel robotic, but 100% accuracy is needed to provide the correct level of healthcare for your patients.
Once created, these files can be viewed and edited by authorized users – which can sometimes include the patients themselves.
To make creating EHRs easier, several software options are available. Software for administrative assistant options can be distinguished based on how the EHR records are stored. Storing options include:
- Hosted – This means that the EHR documents are stored on a single computer. Maximum security is guaranteed thanks to the corresponding software and hardware.
- Remotely-hosted – This is when EHR files are stored on a third-party server. This includes cloud storage, as well as subsidized and dedicated servers. Although less secure, remotely hosted EHR files allow several approved devices to access the documents.
Common features of EHR software include:
- Documentation management – Through this feature, patients can view charts and graphs that contain health information. Medical assistants can also add to and edit this feature.
- Patient portal – Here, patients can review their medical data by providing an access code. Advanced software allows patients to organize check-ups and appointments via the portal.
- Billing – Here, a medical assistant can update a patient’s billing information for insurance purposes.
- E-prescriptions – Instead of making an appointment to gain a prescription, patients can request doctors’ prescriptions via the e-prescriptions feature.
Popular EHR software options
- AdvancedMD EHR Software
- iPatientCare EHR
- CareCloud Charts
- Kareo Clinical
- ADSC EHR
Medical Billing Software
A big part of the medical administrative assistant’s role is overseeing medical billing. After a patient has received healthcare, the medical assistant is required to complete coding and billing procedures.
Coding and billing involve matching the healthcare procedure with a specific medical code. This code is then used to bill the patient’s insurance provider.
Alternatively, if a patient is required to pay for something, the medical assistant needs to bill that patient directly and promptly.
Medical billing software makes this process easier by providing the following features:
- Medical billing automation
- Automated coding and claim resubmission
- Patient record storage
- e-billing software
- Encryption and security
Popular medical billing software options:
- Kareo Billing
Medical Scheduling Software
Medical scheduling software is normally designed to schedule medical procedures. It can be used by both nursing assistants as well as patients. This software can be used to schedule check-ups, prescriptions, and insurance payment requests.
Patients can access this software to check when their next appointment is or to receive an update on their insurance.
Medical scheduling capabilities can sometimes be found in Electronic Health Record software. Alternatively, medical scheduling software can be used alongside EHR platforms to provide accurate and up-to-date care.
On some medical scheduling platforms, virtual appointments can be arranged and carried out. This can be performed on platforms like HasHealth.
Popular medical scheduling software options
- Epic Cadence
- NextGen Healthcare
- CareLogic EHR
In the fast-paced environment of healthcare, reliable communication is necessary. Things don’t always go to plan and the relevant healthcare professionals need to be alerted to changes in workflow. It is partially the responsibility of the administrative assistant to keep everyone in check as situations develop.
Communication software can facilitate the transference of private information, patient data, and work updates.
Popular communication software options
- symplr Clinical Communications
- TigerConnect Clinical Collaboration Platform
- Buzz Medical Messenger
- Vocera Platform
- Voalte Messenger
File Management Software
File manager software, like billing software, can help you store and securely send important medical documentation. Typically, file management software is used to store receipts, invoices, reports, and scans.
File management software keeps important documentation safe from hackers. It also allows you to send documents between colleagues, patients, and insurance companies.
The benefits are similar to other medical assistant platforms: it keeps documents organized and within easy reach.
Popular file management software options
- ClinicSoftware File Manager
- LogicalDOC Healthcare Document Manager
- eFileCabinet Healthcare Document Management Software
Customer Relationship Management (CRM) Software
CRM software is often implemented by healthcare facilities to cover patient relationship management (PRM). Like other communication platforms, it can be used to arrange appointments, store patient history, and provide some level of customer support.
For example, if a patient has a minor question about a prescription or an upcoming appointment, they can send you a message. You could also add resources to CRM software so that patients can easily find answers to their queries themselves.
If you work for a clinic, CRM software can also be used to track online reviews and reply to comments.
Popular CRM software options
- Onpipeline Healthcare CRM
- Salesforce Health Cloud
- HIPAA CRM
- Leadsquared Healthcare CRM
- IMS by Meditab
- Mercury Healthcare
Virtual Meeting Software
When it comes to organizing meetings in the healthcare industry, not just any virtual meeting software will do. You need to get software that is Health Insurance Portability and Accountability Act (HIPAA) compliant.
HIPAA-compliant software has measures in place to ensure total security. It also guarantees patient info is kept confidential.
Luckily, many major video conference services have HIPAA versions of their platforms. This means that Zoom meetings can be held in total confidentiality.
With virtual meeting software for healthcare, administrative assistants can effectively communicate health updates to patients via video call. Appointments can be hosted virtually. Patients can also voice concerns without visiting the health clinic.
Popular virtual meeting software options
- Zoom for Healthcare
- Chiron Health
- RingCentral Video
Electronic Signature Software
Electronic signature software makes it easy for medical administrative assistants to collect signatures from patients. Documents can be accessed via signature software on any web-enabled device. They work best on phones and touchscreen devices, but the virtual signing pen can also be manipulated using a mouse.
This software better organizes paperwork and makes it easier for patients to sign. Most electronic signature software streamlines the whole document and signature process, meaning you don’t have to jump between different applications.
Of course, you need to ensure that you get electronic signature software that is HIPPA-compliant. All the options listed below meet this criterion.
Popular electronic signature software options
- DocuSign for Healthcare
- Medforce’s SignCenter
Task Management Software
The job description for medical administrative assistants is highly diverse. In the job role, you’ll have to carry out a range of tasks. This includes filing, coding and billing procedures, appointment management, and inventory management. Not only that, but you’ll also have to complete these tasks in order of priority – without missing anything!
Task management software makes organizing projects easy. These platforms allow you to create projects, collaborate with your colleagues, and organize your workflow. You could set different tasks for filing, inventory management, and appointment scheduling. Then, you can set due dates for each of these tasks to organize them in order of importance.
This way, you get an overview of all your upcoming tasks and a clear indication of what you should be working on next.
Task management software also allows you to assign tasks to colleagues. For example, if you book a patient in for an appointment, you can assign this appointment as a task to the relevant healthcare professional.
You can also communicate through the software and remind them to carry out certain procedures. Overall, task management software provides better workflow organization for your medical institution.
Popular task management software options
- ClickUp Healthcare Project Management
- Medesk Task Management
Time Tracking Software
As aforementioned, medical administrative assistants take on a lot of unique tasks. This requires them to implement time management accordingly. The best way to manage time would be to invest in time-tracking software.
Not only does this help you record your working hours, but it also allows you to track time for certain tasks. For example, if you’ve limited time to make an inventory checklist, you can set a fixed time frame on your to-do list. This way, you can organize your day into time slots, which ensures you make it through all your tasks.
Using time management software also makes it easier to record how long you spent on a project that doesn’t have a limited time frame. It allows you to clock in and out seamlessly and avoid having to complete any time-tracking-related paperwork.
Popular time-tracking software options
- Time Analytics
- Tracking Time
- Apploye Time Tracker
Password Management Software
Although investing in HIPAA-compliant software ensures security, quality password management software is also necessary for medical administrative assistants. With this, you can ensure that all your passwords for your software programs is kept secure from cyber threats.
Instead of keeping all your passwords written down, password management software will securely save them in one place. So, whenever you need to log in, your password details can be easily retrieved via the password management software.
Within these password management platforms, you’ll be able to review your password health score. i.e, how strong the password is and how likely it is to be hacked. You can then edit your passwords as necessary.
Most password management software can also generate high-security passwords for you.
Popular password management software options
- Keeper Business
No matter what healthcare sector you work in, note-taking plays an essential role. As a medical administrative assistant, you have to take notes on patient care, insurance information, prescriptions, and so on. Instead of filling out a notebook haphazardly with information, you can keep things organized by using a note-taking app.
Also, whenever you need to find notes that you’ve taken, you can easily search for them in the note-taking software. This saves you from having to search countless pages of handwritten notes for the information.
Not only that, but note-taking apps are a lot more secure than paper-based ones. If the notes contain sensitive details, you can password-protect the note page.
There’s also less risk of entering details incorrectly onto note-taking software. You can fill out information quickly with less chance of errors.
Popular note-taking software options
- Microsoft OneNote
- Apple Notes
Health Information Exchange (HIE) Software
Electronic Health Information Exchange (HIE) software allows healthcare professionals to easily exchange patient and medical information online. These platforms create a secure place for patients and medical administrative assistants to exchange sensitive information.
This allows you to keep patients’ records (current medications, vaccinations received, etc.) as up-to-date as possible.
HIE software helps you reduce the risk of duplicate testing, improve diagnoses, avoid readmissions, and keep medical errors to a minimum.
HIE software normally offers direct exchange, query-based exchange, and consumer-mediated exchange.
Direct exchange HIE software is normally used between healthcare professionals. Query-based exchanges are normally made between healthcare clinics to ask a question about a patient. Lastly, the consumer-mediated exchange can be used by the patients to view and control who gets to see their medical information.
Popular HIE software options
- NextGen Healthcare HIE Software Solutions
- Ncrypted Health Information Exchange Software
- Chetu Health Information Exchange (HIE)
How to Choose Administrative Assistant Software Assessing Your Needs and Priorities
All the tools we’ve discussed in this article are top-quality. They can help you manage tasks, increase productivity, and schedule appointments with your patients. However, which software is right for you? Keep the following points in mind before investing in software:
Researching Software Options
When researching, the best place to start would be your current medical admin solutions. Are there any duties that take up much more time than others? Is there something in particular that is causing workflow issues?
Evaluating Software Features and Benefits
Some admin assistant software may offer you a free version to test out the features. This way, you could evaluate whether the software makes a difference to your workflow. Once the trial period ends, you can confidently decide whether it’s worth investing in the software further.
Considering User-Friendliness and Ease of Implementation
Whenever you introduce a new system to your medical facility, you need to provide adequate time for its implementation. It may take some members of your medical administrative team more time to pick up the new technology.
The software listed above is all user-friendly. However, mistakes can still happen, and you may need to host staff training to get everyone up to speed.
If the technology is to be used by patients as well, you need to make sure the controls are understood by all. This may involve going through the motions with your patients to help them understand how to operate the software.
On the whole, pick software that provides maximum user-friendliness to minimize training time.
Budgeting for Software Costs
Price, of course, needs to play a big factor in how you determine the right software for you. The platforms listed above all have varying price tags, so it’s important to determine the most cost-effective options.
To do this, you should outline software types that you definitely need. For example, medical billing software, note-taking software, etc.
Next, you should see if any software packages can cover several bases. For example, AdvancedMD EHR Software features appointment management, billing and invoicing, charting, and client portal tools.
Challenges and Opportunities in Using Tools
As with anything, introducing new software to your healthcare facility poses challenges. When integrating new software, remember the following:
Overcoming Resistance to Change
It’s important to integrate new systems incrementally or after a lengthy training session. Loading new software onto your team will likely cause some resistance to change. If resistance does occur, you should review the software to identify areas that may be overwhelming your colleagues.
Ensuring Compatibility with Existing Systems
During the free trial period, you should ensure that the software is compatible with your existing systems. If not, consider different software.
Maintaining Data Integrity and Accuracy
While still using the free version, make sure that accuracy and 100% security are guaranteed by the software.
Opportunities for Increased Efficiency and Productivity
If the software allows, transfer as much of your workflow onto the platform. This way, you can streamline all of your operations into the same system. Using one platform for all operations will definitely increase efficiency and productivity.
When it comes to healthcare administration software, your choices are varied. From medical billing software to note-taking apps, the range of available applications is reflective of the diverse job role. Invest in admin software today and improve your workflow, productivity, and accuracy of caregiving.
What are the most popular administrative assistant software options?
Overall, the most popular administrative assistant software includes Google Docs, Google Calendar, Microsoft Word, and Microsoft Outlook. These are basic software packages that can be used by all administrative and executive assistants.
For healthcare administrative assistants, popular software includes AdvancedMD EHR Software, Kareo Billing, and ClinikNote.
How do I determine which administrative assistant software is right for me?
The best way to determine the right administrative assistant software to use would be to identify what slows your productivity down. Then, match this problem up with the appropriate software.
Is medical administrative assistant software difficult to learn and use?
Medical administrative assistant software types normally compete with one another to provide the most user-friendly product. For this reason, it would be wrong to think that any administrative assistant software is difficult to use. Although some may take a while to get used to, these platforms should be easily picked up by anyone with admin experience.
Are there any free or low-cost administrative assistant software options available?
There’s not a good budget software option for medical executive assistants. However, you can get free and trial versions of many of the best applications. These include Capterra and Cliniko.