Practice software checklist for your first 30 days

New practice software feels like a lot on day one. You do not need every feature in the first month. You need the few things that let you see a client, keep a proper record and get paid. Here is an order that works.

Before you sign up

• Ask the vendor for a Business Associate Agreement and read it. The HIPAA questions guide explains what it should cover.
• Ask how you export your records, in what format, if you leave.
• Check the price of the plan that actually includes the features you need, such as video and card payments, and not just the entry plan.

Week 1, the basics

• Enter your practice details, address, time zone and working hours.
• Add your services with their length and fee. Include the CPT code if you give superbills.
• Set up your booking page and test it as if you were a client.
• Turn on appointment reminders and read the wording clients will receive.

Week 2, getting paid

• Connect your payment provider and make a small test payment.
• Decide how you handle late cancellations and write the policy where clients will see it. See the policy template.
• Check what a receipt looks like to the client.

Week 3, your forms and records

• Load your intake and consent forms and send one to yourself. Our list of what to include in an intake form can help.
• Choose a note format and try it on a practice session.
• Add your NPI and license number so superbills come out complete.

Week 4, moving existing clients

• Import your client list and upcoming appointments from a spreadsheet. Our guide to switching from SimplePractice covers the export and import steps.
• Decide whether clients get a notice about the new system, and send it before the first reminder goes out.
• Run your old and new calendars side by side until you trust the new one.

Before you rely on it

• Do a full dry run as a client, from booking to payment to a video visit if you offer one.
• Check who else can see records and set roles for anyone who works with you.
• Write down where your data lives and who to contact for support.

RafaNest can import a client list and upcoming appointments from CSV files and connects to Stripe for card payments. The Starter plan is free for up to 25 active patients, so you can try the set up steps above without committing.