GUIDE • 2025
Optometry Practice Management Software
What to look for in a PMS, how it differs from an EHR, and why pairing your EHR with an AI scribe like Doctora offers the biggest efficiency gains.
Key benefits
Efficient scheduling
Prevent double-booking, reduce no-shows with reminders, and optimize chair time.
Centralized patient records
Consolidate demographics, clinical history, OCT/fundus images, and communications.
Accurate billing & claims
Cleaner claims, faster reimbursements, and better visibility into denials and AR.
What to evaluate
- Scheduling and waitlist management
- Patient communications (SMS/email/portal)
- Eligibility, billing, and claims
- Imaging and device integrations
- Optical inventory and POS
- Reporting and analytics
- API ecosystem and integrations
PMS vs EHR: What’s the difference?
Practice Management System (PMS)
Scheduling, eligibility, billing/claims, AR management, recalls, reminders, POS/inventory for optical. Focused on the business and front/back office.
Electronic Health Record (EHR)
Clinical documentation, orders, imaging, eRx, eLabs, clinical decision support. Focused on medical charts and care delivery.
Cloud vs. on‑prem for PMS
Cloud advantages
- No servers; automatic updates and backups
- Higher uptime and easier multi‑location scaling
- Simpler remote work and telehealth support
On‑prem trade‑offs
Manual patches, higher DR burden, and hardware lifecycle costs. Consider only with strong IT resources and clear DR plans.
Key integrations to require
- EHR and imaging (DICOM, device bridges, CCD/CCR exports)
- Clearinghouse and ERA/EFT remits
- Patient comms (SMS/email/portal) and online scheduling
- Optical POS/inventory, accounting (QuickBooks, etc.)
- Analytics/BI exports and documented REST APIs
Implementation timeline (typical)
- Discovery and configuration: 1–2 weeks
- Data migration dress rehearsal: 1 week
- Training and SOP updates: 1 week
- Pilot go‑live (partial staff/rooms): 1–2 weeks
- Full go‑live + post‑go‑live optimization: 2–4 weeks
KPIs to track
Front office
No‑show rate, schedule utilization, average speed to answer, recall response rate, time to eligibility.
Revenue cycle
First‑pass acceptance, days in AR, denial rate and top denial reasons, net collection rate.
Practice readiness checklist
- Document your patient journey and information handoffs
- Define required reports and KPIs; validate vendor coverage
- Inventory all devices and required integrations
- Decide on text/SMS cadence and templates
- Plan training and post‑go‑live ownership (who edits templates?)
Pair your PMS + EHR with Doctora
Doctora listens during exams, converts speech to structured SOAP, suggests ICD-10/CPT, and syncs to your EHR. Keep your PMS for scheduling and billing while eliminating after-hours charting.