Choosing the Right Hospital Management Software for Hospitals and Clinics

Arun Joseph VargheseArun Joseph Varghese on May 5, 2021

Choosing the right hospital management software can be daunting. There are so many factors to consider, and it's important that you get it right because this decision will impact your business for years to come. 

Insta by Practo offers an all-in-one solution that helps clinics and hospitals improve their operations in various ways including minimizing errors, optimizing their workflow, providing a great patient experience, and staying ahead of the curve with new technology. We hope this blog post will be helpful in choosing the right HMS for your healthcare business!

In order to choose the right solution for your hospital or clinic, you need to determine the key reasons for the installation of a new hospital management software solution for your healthcare facility. It can be to give better patient experience, improve the infrastructure and modernize the hospital, etc. Let us look at some of the key reasons for implementing HMS solutions and how Insta can provide a better result.

Exploring Ways to Enhance Patient Experience:

Clinics and hospitals are struggling with a variety of challenges that result in poor patient experience.

Poor patient experience can lead to unhappy patients, loss of business, expensive churn rates, and low revenue growth.

Insta HMS is an all-in-one software solution that helps clinics and hospitals to run their businesses better while achieving higher revenues through improved efficiency, smarter operations & enhanced customer experiences.

Automating your hospital's mundane and manual tasks:

Healthcare is a sector that has been dealing with lots of challenges. Running the business and providing quality healthcare to patients are two major problems that have always plagued the healthcare industry.

The lack of proper infrastructure, tools, and manpower makes it difficult for hospitals to provide satisfactory services to their customers. This results in loss of revenue opportunities as well as an unsatisfied customer base for hospitals.

Insta HMS is an all-in-one software solution that helps clinics and hospitals run their business better by automating most mundane tasks such as appointment scheduling, inventory management, patient records, etc., thereby freeing up time for doctors to focus on what they do best – treating patients!

Reducing the Overwhelm to Run and Scale your practice

Doctors and other healthcare professionals are overwhelmed with the day-to-day tasks of running a clinic. They have little time or energy left over for anything else, especially marketing and sales.

The problem is that you can't attract new patients if your current patients don't know you exist! This means that even though doctors want more business, they need help attracting potential customers.

InstaHMS helps clinics generate leads by automating their appointment booking process and streamlining communications between them and their existing patients. With its simple interface, users get up to speed quickly on how to use it so they can focus on growing their practice instead of spending hours learning how to use the software.

Modernizing and keeping up with the latest technology in Hospital Management.

A lot of clinics and hospitals are still functioning with the same old technology that they have been using for years. They don't have a single software solution to manage their business operations, which results in missing out on important information about their patients, finances, etc.

The way we see it, healthcare is rapidly changing - new technologies are being developed every day to help doctors provide better care. But many clinics and hospitals aren't keeping up with these changes - they're stuck relying on outdated systems that make it difficult (if not impossible) for them to improve patient care while reducing costs at the same time.

Insta by Practo has been developed and improved continuously over the last decade due to a strong feedback loop from its 1250+ centers across 22 countries. It has everything you need to run your clinic or hospital efficiently from managing appointments & inventory, billing & payments, and even insurance management along with generating meaningful and clear reports which help in decision making and financial management.

To keep up with regulatory requirements.

As a healthcare business owner, you have to deal with many challenges. Your day starts early and ends late, and there’s no time for errors.

You need a software solution that can help your clinic run smoothly without any disruptions. But the problem is that every software has its own limitations; they don’t work as seamlessly together as you would like them to be. And when it comes to updates or changes in government rules and regulations, these systems often fail miserably at keeping up with the pace of change—and putting your practice at risk of fines or penalties.

Insta HMS is an all-in-one software solution that helps clinics and hospitals manage their medical records digitally while adhering to the frequently changing or updating government requirements like taxation, integrating into government portals like NABIDH and MALAFFI, etc. Insta provides the perfect solutions for proper compliance with Government regulations.

When starting out, many clinics and hospitals are unsure about what they want in terms of their HMS. Luckily, Insta by Practo offers a solution that can help with all of these aspects. Once you are clear with the reason for implementing a new software solution for your hospital management the next step is to quantify the workflow of the hospital, understand the requirements and determine the budget. Here are some things to consider:

  • How big is your clinic or hospital?
    Is your hospital a large multi-specialty hospital with multiple departments or a small clinic with just one department? Your software requirement varies according to the size of the facility. 
  • What type of healthcare services do you offer?
    Do you offer general health care or specialized care like radiology, oncology, etc. If your hospital or clinic provides services over several departments you will require software that can handle data and integrate it across all departments and also with specialized equipment to generate reports. 
  • Do you have an existing IT department or will you need one?
    It is important to understand the IT requirements before purchasing software for your facility. What are the supports and assistance offered by the provider, what are the extra assistance you would require internally. Will the implementation of new software require additional IT support. These are very important aspects to consider for proper budgeting.
  • Is there a need for an electronic medical records system?
    In many countries, it is preferred by Governments that hospitals keep electronic medical records rather than paper records. In other regions, it is part of the Government planning for initiating a unified electronic healthcare data portal for its citizens which requires each person to have a unified electronic medical record. 
  • Will this be a new installation, upgrade, or replacement of your existing HMS?
    Do you want to upgrade or start from scratch? Depending on this you can determine the extent of technical support and training you would require, in case of replacement a provider who can ensure business continuity, smooth migration of data without loss, and integration with existing systems would be preferred. 
  • What is the current state of your hospital?
    Is the workflow unmanageable? Will the implementation help to enhance the performance of the hospital staff and thereby provide better patient care. Try to understand which are the areas that need to be included in the HMS like billing, scheduling, etc. 
  • Who will be using the system (Doctors, nurses, patients)?
    Which are the access points for the HMS. This will let you know what to ask for from a provider. If they provide multiple access points, how easily can additional access points be added, etc. 
  • What are the requirements of your hospital?
    Do you require software for all the processes of the hospital or only a few of them? Is it only certain areas like billing or medical reporting for which you require automation or do you want to integrate all the departments? 
  • Do you need to integrate with other systems in your hospital, such as billing and scheduling software?
    Hospitals may already have a variety of equipment which are already in use. While implementing software do you require this equipment to work together with the software to give out collective reports and to provide workflow management?  
  • Will all of your staff be using the same system or will they need access to different parts of it?
    Do you require restricted access or free access interdepartmental? Many of the departments do not require data from other departments. For example, the laboratory staff need not have access to the data from the financial department. Understanding your preferences will help you make a better choice.  
  • What is your budget range for this project?
    Finally, the most important part is to understand your finances. How much are you ready to invest? What is your budget for the completion of HMS implementation, considering the infrastructural requirements, training, and all hidden costs?

Answering these questions will help you understand what is the amount of workflow that the software needs to manage and also the features that you need to look out for in the variety of options for HMS that are available in the market.

The final step is to understand the general features and modules that HMS solutions presently available in the market provides, the safety they provide for your patient data, the recovery support they offer, and also the after-sale support they provide.

Having an overview of the features commonly available will help you in decision-making. The following are a few of the modules found in HMS Solutions:

  • Billing and scheduling: This feature helps to manage your cash flow with accurate rate determination, contract management, appointment management, and improved resource utilization.
  • Patient records and demographics: This module helps to store the patient's medical history, demographic information such as age or gender, etc and other related data in one place so that it is accessible for all healthcare providers at any time during treatment of a particular individual without having them go through a lengthy search process.
  • Electronic medical records: This module helps to store all the patient's medical records, lab reports, etc in one place so that it is accessible for healthcare providers at any time during treatment of a particular individual without having them go through a nerve-racking search process. 
  • Patient engagement: This module allows the patient to book appointments and access his/her medical records through the online Patient Portal and receive timely notifications and alerts about appointments, bill payments, prescriptions, lab reports, etc
  • Third-party application integration: Clinics and Hospitals run on a variety of medical equipment and devices, integration of the HMS with these devices can help to keep the hospital running smoothly and efficiently.
  • Patient care: This module helps clinics and hospitals with their patient flow, by providing them a way of tracking patients through all stages in order that they are not lost or misplaced during treatment.
  • Pharmacy and Inventory management: This module provides easy access for doctors to understand the availability of medicines and their insurance coverage providing better treatment for their patients.
  • Revenue cycle management: This module helps to manage taxation, insurance claim submissions, resubmissions, and integration to financial accounting software. The module allows for better management of the insurance claim process and helps to streamline this procedure along with providing reports that give an overview of the cash flow which is very helpful for decision-makers.
  • Compliance: This is an important feature or requirement for HMS which helps hospitals to stay compliant with the latest regulations, by providing them outputs that are compliant with the Government regulations and also which are adaptable to changes in their state or federal laws.
  • Data storage and protection: This feature provides hospitals with a way to store and protect all their data so that they are not at risk of being hacked or having any other security breaches. Many providers offer Cloud hosting or on-premises hosting facilities, data recovery support during disasters, and ensuring business continuity. 


As implementing an HMS solution in your healthcare facility is a big decision, you need to make sure that it's the right type of software for your organization. A lot of people are tempted to choose less expensive systems because they're more affordable but what you really need is to understand the benefits and weigh them to the risk you take in investing. Let’s look at some of the benefits of HMS solutions.

Benefits of HMS solutions

  • Improves efficiency of staff.
  • Increases revenue and profitability. 
  • Allows you to focus on patient care
  • Save time and money by automating your billing process.
  • Keep up with the latest developments in healthcare management.
  • Modernises clinic/hospital. 
  • Ensure that you're always compliant with regulations
  • Spend less time struggling with tech tools. 
  • See all your important data in a single dashboard. 
  • Enjoy increased productivity with automation. 
  • Gain peace of mind with automated backups.
  • Save time on administration, billing, and compliance.
  • Get access to all the latest health care technology.
  • Give your patients a better experience with more personalized care.
  • Be part of an innovative team that's changing the industry
  • Get rid of the hassle of insurance claim submissions and reimbursement documentation.
  • Systematic management of the entire workflow.
  • Cost-effective


What Insta by Practo provides:

The healthcare industry is one of the fastest-growing sectors in the world. This growth has created a demand for new software and technologies to help manage clinics and hospitals more efficiently. One such technology that's been proven to be very successful is hospital management software, which can include everything from scheduling staff, monitoring inventory, and tracking patient records.

Insta by Practo is a clinic management software that has been engineered to help healthcare professionals and hospital IT managers run their clinics smoothly. We understand the need for a robust, scalable solution that can grow with your business needs. Insta by Practo offers an intuitive UI, automated features like online appointment scheduling and SMS alerts, free customer support, and training from our team of experts.

InstaHMS is an all-in-one software solution that helps clinics and hospitals to Run, Grow & Transform their business. Installing Insta by Practo will help your hospital stay ahead of the curve with its online booking system for patients as well as providing electronic medical records in case a patient needs them later on down the road.

Insta's architecture is designed to be scalable to meet your long-term needs while also meeting your short-term requirements. Insta is a web and browser-enabled software that you can use to enter patient information, take comprehensive notes and examine reports. 

It also has the capability to run different modules simultaneously for hospitals running conventional clinical operations. With Insta, all your essential operations are seamlessly integrated into one highly dependable system. 

It is a cloud-based solution for hospitals and clinics to Run, Grow & Transform healthcare businesses with ease from anywhere in the world! It offers an all -in one system which includes online booking services (including electronic medical records), alerts/notifications as well as insurance claims management, inventory management, and much more.

Insta by Practo is an HMS solution that you can easily set up in your local premises or on the cloud.. Insta helps streamline all operations. You can also make collaboration between staff easily with their integrated access and improve on the workflow as one office becomes two seamlessly.

Insta provides a solution that integrates easily with other hospital devices in your facility unlike other software solutions available in the market which provide only specialized integrations for particular devices in departments like a laboratory, radiology,  operation theater, etc. 

Practo is ISO-27001 certified and has an electronic medical records module that provides a secure platform to store patient data. This helps clinics or hospitals in complying with the latest regulations, while also providing easy access for doctors/staff members when required. 

Insta by Practo enables secure access to users to online medical records and data. And offers multiple data backup options in case of an event of an emergency.

Insta by Practo also has a reputed customer base to boast of. Serving with the best HMS across the world, Insta has always been prompt and quick to resolve any issues as well as to provide the best training and technical support to its customers, keeping up a loyal customer base.

Imagine your computer system crashing. Now imagine the emergency room filling up with patients and you're unable to access any information about them or their medical records.

This is a reality for many hospitals, clinics, walk-in centers, and urgent care facilities today. Insta offers the best support and solutions to ensure business continuity with complete reliability so you don’t have to panic even under such situations. 

It's critical that healthcare professionals choose the right hospital management software to ensure it can grow as their business does - not become obsolete in just a few year’s time. Insta by Practo offers an innovative solution that incorporates all aspects of running a clinic or hospital into one easy-to-use platform.

Click here to read more blogs on different modules and features of HMS solutions.

Click here to get a free demo and learn more about Insta’s HMS.

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