Choosing and introducing suitable practice software
Practice software connects organisation, clinical documentation and billing. The suitable solution depends on specialty, practice structure and existing connections. The team needs to handle a complete workflow reliably, from booking through a checked invoice to later access to the record.
Match practice structure and specialty
A solo practice, a group with separate records and a multidisciplinary centre need different permissions and workflows. State specialty, planned users and important functions. Check appointment resources, recorded services, follow-up and reception tasks using an invented case. A general-practice feature does not establish that specialty-specific devices or templates will fit.
| Workflow | What to check |
|---|---|
| Scheduling | Resources, changes and reception tasks |
| Documentation | Specialty, history and clinician access |
| Billing | Service entry, validation and corrections |
| Exchange | Labs, devices and required external connections |
Check current Swiss billing support
Since 2026, outpatient physician services use the combined TARDOC and outpatient flat-rate system instead of TARMED. Ask for a demonstration of the applicable structure and product version, including validation, rejection and correction. Other disciplines may need different billing bases. A tariff structure differs from the actual applicable monetary values. Automatic calculation does not confirm correct service entry or guarantee reimbursement.
Test labs, devices and communication
Use the shared brief to list existing labs, devices and exchange systems by their known product names. Check which connections are supported directly and which need separate setup. Clear matching, error messages and handling incomplete or duplicate results matter. Local clinical records and connection to an external electronic patient record are different functions requiring separate confirmation.
Distinguish migration from legacy access
Agree which master data, structured entries, documents, images and appointments will migrate. A readable PDF archive is not equivalent to fully structured data. Plan a trial migration, volume reconciliation, acceptance and a rollback route. Older records need to remain accessible as required. Retention and deletion depend on purpose, applicable requirements and cantonal context; changing software does not justify blanket destruction.
Account for access and professional confidentiality
Medical-data access needs to match treatment and task. Not everyone in a shared practice should automatically see every record. Clarify roles, logs, secure sign-in and necessary support and migration permissions. For cloud operation, explicitly assess professional secrecy, processing locations, subcontractors and potential access from abroad. A provider label or server location alone does not replace that assessment and the necessary agreements.
Compare costs for actual practice operation
Compare quotes for the same users, specialty functions and connections. Establish whether charges depend on clinicians, workstations, modules or sites. Migration, tariff updates, training and operational support may be separate items. Agree response routes and service hours without assuming uninterrupted operation. Future exports and archive access also belong in the comparison.
| Cost item | Comparable offer |
|---|---|
| Usage | Clinicians, workstations, modules and sites |
| Implementation | Configuration, training and acceptance |
| Migration | Data types, trial import and readable legacy records |
| Connections | Devices, laboratories and exchange channels |
| Support | Tariff updates, incidents, service hours and export |
Prepare a controlled selection and introduction
Describe practice structure, specialty, users, modules and known existing systems. For replacement, an approximate record count and the type of legacy data are enough initially. No patient names, diagnoses, treatment documents, insurance identifiers or credentials. A specialty demonstration with invented cases, protected migration plan, training and documented acceptance then precede the intended start.
Frequently asked questions
Does one solution fit every specialty?
Not automatically. Documentation, devices and billing must be checked against the specific specialty and product version.
Is a TARMED-compatible claim enough for a new selection?
For outpatient physician services, TARDOC and outpatient flat rates have been relevant since 2026. Check the billing currently applicable to your services.
Can every old record be fully migrated?
No. Structured data, images and documents may have different limits. Agree scope and a trial migration.
Can everyone in a shared practice view every record?
Sharing premises alone does not justify general access. Permissions need to match treatment, tasks and professional confidentiality.
Are all device interfaces included?
No. Check known devices, supported versions, extra costs and responsibility for failed transfers.
Does the first enquiry need real patient data?
No. Specialty, practice size, features, systems and approximate migration volume are enough. Medical records and patient identities should not be included.
