4 Reasons to Use Different EHR & PM Systems
Updated April 8, 2025
Originally Published February 17, 2023
Businesses today are digitizing operations wherever possible, and independent medical practices, clinics, and healthcare organizations are no exception. Electronic patient records, scheduling, billing, clearinghouse submissions, and claims are all essential tools that help offices operate efficiently—often with minimal (if any) paper usage.
Care providers rely on Electronic Medical Records (EMR) systems to manage patient information, including symptoms, diagnoses, and prescriptions. These systems support seamless data sharing between organizations, ultimately improving patient care.
Administrative and billing staff, on the other hand, use Practice Management (PM) systems. PM software should handle appointment scheduling, insurance eligibility verification, claim submission, and payment follow-ups.
EMR and PM systems can come bundled together or as separate solutions. While an all-in-one package may seem convenient, there are compelling reasons to keep these systems separate.
Specialization: Get the best of both worlds
There are valid reasons to keep doctors and medical billers as two independent positions. They serve two very different essential functions, with very different skill sets. A patient would not ask a medical biller for a diagnosis. And, a biller will get accurate claims processed faster than most physicians. Well-run organizations use both to take advantage of what each brings to the table. They are masters of one specialty.
Software works on the same principle. EMR packages can be excellent at many things. This encompasses recording medical history, prescription conflicts, and detecting symptom trends over time. In contrast, PM systems should be efficient at different tasks. These include scheduling appointments, assessing insurance coverage, and maintaining claims awaiting payment. Both specialties are complex and nuanced. By utilizing different software suites, practices get the best exclusive features of both. Organizations reap the benefits of getting two experts, instead of one “jack-of-all-trades.”
Integration: No need for extra work
Everyone executes their part for team and business success. Different roles operate on their own, with each contributing to the collective whole. The front desk checks a patient in; a nurse takes vitals; and the doctor provides service. Finally, the biller processes the back-end claims and payments. Redundancy is unnecessary. Each professional operates on their own. Yet, they still work together to complete the patient experience. The whole team communicates to ensure smooth transitions and the best patient experience.
A practice’s software systems should operate in the same manner. They should execute their purposes but stay in sync by communicating vital information. Today’s integration capabilities end the need to repeat tasks. There are standards like HL7 (Health Level Seven International). Data migration between systems should be seamless. Providers enter symptoms and diagnoses into their EMR program. Then practice managers should accept the data, code it, and prepare it for claims and/or billing in the PM system.
Some software companies can be stubborn about other products’ compatibility with their own. Decision-makers should always ensure full integration before agreeing to a new system. This helps to avoid any conflicts. Practices don’t have to miss a beat by selecting different EMR and PM software. A solid integration leads to smooth sailing!
Flexibility: Providers get the EHR and managers the PM
Most care providers and office management staff approach day-to-day operations from different perspectives. In some cases, the physicians are decision-makers for the business. They select their EMR of preference and all other staff must adapt. Sometimes the roles reverse. The office teams pick the PM that best fits their needs. The providers then have to accept whichever EMR accompanies it. Why can’t both get to choose?
Physicians and practitioners should use the software they are most comfortable with. It keeps focus on providing patient-centric care, not on fumbling their way through an EMR. The system should serve as an assistant and tool, not as an obstacle.
In the same way, office staff and billers should use the software they are most comfortable with. It keeps their focus on efficiency, accuracy, and their goal: getting the office paid. Timely payments and accurate claim submissions are critical. Without them, a clinic can not stay in business.
With two different systems, there is no need for any party to compromise. A doctor will always select a scalpel over a cheap plastic knife. A medical biller will always prefer a computer over a scratchpad and calculator. Neither role should limit the needs of the other. Practices should choose the best EMR for the medical staff and the best PM software for the office staff. This way, every employee gets the best tools for their role.
Security: Different Systems, Different Compliances
Protecting patient and financial data is important for any healthcare practice. While both EMR and PM software must meet strict security requirements, they follow different compliance standards based on their roles.
EMR systems are built around HIPAA (Health Insurance Portability and Accountability Act) compliance, ensuring patient records stay private and secure. These systems control access, encrypt data, and track activity to prevent unauthorized use.
PM software, however, must also meet financial and operational security standards. Many top PM platforms have AICPA SOC 1 and SOC 2 certifications, which confirm that they follow strong financial reporting and data protection practices. Some also meet HiTrust e1 certification, which builds on HIPAA with extra safeguards for cybersecurity and risk management.
Using separate EMR and PM systems allows practices to choose the best security for each function. EMR software protects medical records, while PM software meets the broader requirements for billing, payments, and financial operations.
In conclusion: A symbiotic relationship
By implementing two separate systems for EMR and PM, practices reap the benefits of both. They receive expert software suites that specialize in performing their dedicated tasks. Specialization almost always outperforms generalization. Modern integration allows for the different systems to work together. This eliminates the most significant potential downside of using different programs. Care providers and office staff are both equipped with the software that suits them best. Different roles get the best tools to do their jobs. Using specialized software with the proper security certifications helps reduce risk, keep data safe, and maintain compliance across the board.
Medical practices and billing companies must carefully evaluate software solutions. There is no “one-size-fits-all” solution for everyone. The best package for one clinic may not be the best choice for another.. Consequences can linger and changing systems forever is inefficient.
Package deals can appear to have some appeal. It can seem logical for one software suite to run an entire business end-to-end. There are clear-cut benefits to the specialization of systems and keeping them separate. The symbiotic relationship between a good EMR and a solid PM gives an edge in data management.
