AdvancedMD is a powerful EHR, suitable for all kinds of medical offices and it includes loads of features that we won’t use. The representative who gave us our demo really showcased the software’s interface and functionality. Though it was an impressive display, it didn’t really give us a sense of what the user interface (UI) would look like in a tattoo removal clinic. Much was left to the imagination.
Although the (UI) looks intuitive and user-friendly, it’s cluttered and a bit aesthetically dated. The text density is very high in most menus and patient information screens. The most customization is offered in the System Settings, which is one gigantic drop-down menu with over 20 categories. It seems like it would be challenging for a user to quickly find the right settings until they’re very comfortable with the software. Context menus (right-clicking on an icon/object) has options that will never be used, such as “Collect Co-pay” in the patient menu. We’ve been assured that our customization of the software will be dramatically different (i.e. more simple), but we never got to see exactly what that pared-down UI might look like. It’s still unclear if we can disable all of the features that don’t interest us. With that said, relative to what we’ve seen from other companies, AdvancedMD’s UI seems to accommodate a lot of customization.
AdvancedMD’s scheduling features are optimized around managing multiple locations, which leaves room for growth. A drop-down menu allows for quick selection between location schedules. Up to three patients can be scheduled for the same time slot, and appointment management seems intuitive and straightforward. This should nicely accommodate our desire to scale-up our operation over time.
Intake forms can be manually pushed to patients before they ever schedule an appointment. Web links to these forms, as well as form-filling instructions and reminders, can be sent via email or text message. Two-way texting is available through a third party, PatientPop (using an API) for an additional fee. Patients can fill out intake forms using a patient portal that doesn’t require a password, only their name and date of birth. However, additional engagement in the patient portal (e.g. rescheduling an appointment online) requires a password. AdvancedMD’s text/email features, reminder system, appointment scheduling and other intake form optimizations, are quite impressive relative to other EHRs we’ve seen. The software should exceed our needs regarding pre-appointment workflow.
The AdvancedMD template builder/editor offers exceptional levels of customization for creating intake forms and chart note templates. It is extremely involved, potentially to the detriment of intuitive design. Simply put, the interface layout looks like a cross between Microsoft Publisher and Adobe PhotoShop. Lots of buttons, options, and features, allow for a variety of inputs and page layouts when taking chart notes. Fields are added and moved using a drag-and-drop system. They can be placed anywhere on the page, and be arranged into columns and other layouts. We predict a case of, “It’s great once you get comfortable with it,” for better or for worse. Not ideal, but greater template customization is typically better, despite a steep learning curve. We were repeatedly assured that trainers will spend loads of time with providers on this aspect of onboarding, to ensure templates are correctly dialed in. It appears the AdvancedMD team knows that their template editor is difficult to navigate, and dedicate resources to accommodate users.
Unfortunately, AdvancedMD’s charting features don’t align very neatly with our needs. Photos are easy to upload, but not easy to compare side-by-side; the process requires navigating between different chart notes. Because the software does not accommodate multiple chart notes per appointment, all treatments will need to be recorded in a single note. As a result, systematically adding comments to chart notes will be vital for keeping track of tattoo treatment progress, creating extra labor for the provider. Chart notes are categorized only by date and the type of note template used. This could make finding the right note arduous and time-consuming, if a provider doesn’t recall the date of treatment or if note comments are inconsistently phrased. When reviewing a tattoo’s progress, notes will contain photos and treatment data for other tattoos as well. Workarounds that increase data organization are possible, but tedious, and create extra labor for the provider
One workaround worth noting only requires that a clinic determine exactly which tattoos will be treated before an appointment. If we decide 4 tattoos are to be treated, we schedule 4 consecutive short appointments, resulting in 4 encounters worth of chart notes. This method will resolve all issues with cluttered treatment data and photos within chart notes.
With that said, the charting process within AdvancedMD seems smooth and optimized. An appointment begins, which calls up a specific pre-selected chart template – which, as mentioned above, can be quite elaborate in its layout and formatting – and appropriate treatment data from previous appointments can be easily pulled forward into the current note. Given the right template design, charting will be fast and treatment data will be very well-organized within any given appointment’s notes.
If we were less concerned with tracking tattoo progress through photos and keeping our chart notes so organized, and having to deal with the extra features we don’t need and can get in the way, and more comfortable with a dated looking UI. AdvancedMD is not a good candidate for us as it clearly does not fit with our workflow.