Top 6 Digital Tools for Streamlining Audiology Practice Management
Explore digital tools that enhance efficiency and patient care in audiology practices, addressing key challenges in management and communication.
Audiology practices face a challenge: 48 million Americans experience hearing loss, but there are only 13,880 audiologists to serve them. Digital tools can help manage this demand by improving patient care, simplifying workflows, and handling administrative tasks. Here’s a quick look at the top six tools to boost efficiency:
- Audflow: Enhances patient experience with reminders, tutorials, and SEO-ready website integration.
- Counsol: Simplifies scheduling with automated reminders, calendar sync, and secure client portals.
- Blueprint OMS: Streamlines patient record management with NOAH integration and secure cloud-based access.
- eVisit: Enables virtual care through secure video consultations, reducing costs and no-shows.
- Kareo: Handles billing with automated claims, payment tracking, and financial analytics.
- Weave: Improves communication with two-way texting, missed call texts, and bulk messaging.
These tools address key needs like patient management, billing, telehealth, and communication. Below, we’ll explore their main features and how they can transform your practice.
Related video from YouTube
1. Audflow: Patient Management App
Audflow is designed to simplify audiology practices by combining tools for patient interaction and practice management.
Its standout feature? A focus on improving patient experience while keeping operations efficient:
- Custom Practice App: Offers easy access to features like:
- Push notification reminders
- Hearing aid tutorials
- In-app supply requests
- Review links
- Digital Patient Resources: Includes an in-app help center where patients can find answers on their own.
- Practice Website Integration: Connects your practice with a custom, SEO-ready website to boost your online presence.
Dr. Kelly Knolhoff from Birkdale Audiology shared her thoughts:
"Anything I can do to make my patient experience better is what I was looking for, and I'm excited because Audflow has done that for my practice."
Audflow also helps practices run more efficiently by offering tools that go beyond patient engagement:
| Feature | Benefit |
|---|---|
| SEO Services | Boosts local search visibility with targeted optimization. |
| Google Profile Management | Keeps business details accurate across online platforms. |
| Patient Communication Tools | Enhances patient interaction with built-in mobile features. |
| In-App Supply Requests | Makes it easy to manage inventory directly in the app. |
2. Counsol: Online Scheduling System
Counsol simplifies appointment management for audiology practices with its scheduling tools and automated reminders. Its user-friendly booking system works seamlessly with existing workflows, making it easier for both staff and patients to manage appointments.
Here’s a quick look at some of its top scheduling features:
| Feature | What It Does |
|---|---|
| Multi-channel Reminders | Sends automated email, text, and phone notifications 24, 48, or 72 hours before appointments |
| Calendar Sync | Keeps calendars updated in real-time across devices like smartphones, tablets, and desktops |
| Custom Availability | Lets practices set flexible session lengths and time slots |
| Group Booking | Handles office visits, phone calls, and online consultations |
These features help practices save time and reduce missed appointments. Victoria M, MC, LPC, shares her experience:
"My clients love how easy it is for them to book their appointments. I appreciate the ease in which my clients can move appointments around. It has reduced my no shows due to sending out reminders. This service acts as my receptionist."
Counsol also includes a secure client portal where patients can:
- Schedule appointments on their own
- View and pay bills
- Communicate privately with providers
- Sign documents electronically
Practice managers have reported noticeable time savings. One clinic cut 30 minutes from their daily administrative workload, while another nearly eliminated no-shows thanks to the reminder system.
"Counsol.com has helped me stay organized as my practice has expanded... I also like that my clients receive email and/or text reminders. I highly recommend Counsol and recommend it to other colleagues."
Counsol offers four pricing plans to suit practices of all sizes:
| Plan | Price Per Month |
|---|---|
| Standard | $49.95 |
| Standard Plus | $59.95 |
| Premium | $64.95 |
| Premium Plus | $69.95 |
Mariana Glass, LCMHC, highlights the platform’s flexibility and support:
"Counsol saves time and mental energy because of all the features and customization it offers. My account manager has always been patient and responsive to my questions."
3. Blueprint OMS: Patient Records Software
Blueprint OMS offers a patient record management system tailored for audiology practices. Its Smart Summary Screen gives a quick, consolidated view of key patient details, like demographics, appointments, hearing aids, and audiograms - all in one place.
One standout feature is its real-time NOAH integration. This eliminates the need for duplicate data entry, making record-keeping faster and more efficient. Here’s a breakdown of its patient management features:
| Feature Category | Key Capabilities |
|---|---|
| Clinical Documentation | • Customizable templates and forms • Electronic signatures • ICD code population • Quick report generation |
| Hearing Aid Management | • Tracks device details (make, model, serial) • Logs repair history • Monitors tested but unsold devices |
| Patient Monitoring | • Sends annual hearing test reminders • Maintains audiogram history • Stores speech and impedance data • Profiles hearing loss |
Security is a top priority, with features like:
- 128-bit encrypted communications
- IP-based access restrictions
- Single PC login enforcement
- Detailed user activity logs
- 24/7/365 security at AWS data centers
"Blueprint OMS is the most scalable, customizable, configurable, and user-friendly office management system available for hearing healthcare today - Developed with input from hearing healthcare providers and backed with superior support and service."
– Blueprint Solutions
Being cloud-based, the platform allows practices to:
- Access patient records from anywhere
- Work on multiple files at the same time
- Skip local backup needs
- Store documents securely online
For marketing and engagement, Blueprint OMS makes it easy to reach out to specific patient groups - like those due for annual tests or those who haven’t purchased hearing aids after testing.
It also integrates with a range of tools:
| Category | Integration Partners |
|---|---|
| Telehealth | Doxy.me, Google Meet, Microsoft Teams, Zoom |
| Billing | Claim.MD |
| Diagnostic Tools | AudioScan, GSI Reporting Tool, MedRx |
| EMR Systems | HIMSA and custom integration options |
These integrations help practices streamline their operations and ensure accurate workflows from start to finish.
sbb-itb-a6445c0
4. eVisit: Remote Care Platform
eVisit brings remote care to the forefront, helping audiology practices meet patient needs with its virtual care platform. This platform supports secure, two-way HD video consultations, making remote care seamless and effective. Recognized as Best in KLAS for virtual care platforms (Non-EHR) two years in a row, eVisit is a top choice for practices expanding their telehealth services.
Here’s a quick breakdown of its standout features:
| Feature Category | Capabilities |
|---|---|
| Clinical Tools | • Real-time video conferencing • Store-and-forward technology • ePrescribe functionality • Interpreter support |
| Integration | • EMR integration via HL7 • Smart on FHIR compatibility • Works on any hardware |
| Care Management | • Care team coordination • Virtual nursing/rounding • Specialty consultations • ED triage support |
These features not only improve patient care but also help practices save money. For instance, one practice cut costs by $24,352, with virtual visits averaging $430 compared to $835 for in-person care. Patients also saved between $147 and $186 per appointment.
eVisit boosts efficiency in multiple ways:
| Benefit | Impact |
|---|---|
| Reduced No-Shows | Eliminates travel-related issues |
| Extended Reach | Connects with rural patients |
| Time Management | Makes better use of office hours |
| Revenue Growth | Attracts more patients |
Tips for Implementation
To ensure a smooth rollout, practices should:
- Set up a dedicated telemedicine space with proper lighting and technology
- Allocate time for technical support during initial use
- Integrate virtual visits into current workflows
- Ensure mobile compatibility for patients
- Send appointment reminders via text
eVisit is ideal for various audiology services such as follow-ups, reviewing test results, and initial consultations. With 75% of patients favoring virtual visits over in-person ones, eVisit empowers practices to meet growing demand while maintaining top-tier care quality.
5. Kareo: Medical Billing Platform
Kareo simplifies financial management for audiology practices with its all-in-one billing platform. With over 15 years in healthcare billing, Kareo combines EHR, practice management, and billing tools into a single system that makes handling complex billing tasks easier.
Here’s what Kareo offers:
- Claims Management: Automatically submits claims, tracks them in real-time, ensures ICD-10 coding compliance, and monitors for regulatory adherence.
- Payment Processing: Handles patient invoicing, verifies insurance, tracks payments, and supports multiple payment methods.
- Financial Analytics: Tracks revenue cycles, provides business performance insights, generates custom financial reports, and offers billing analytics.
Kareo’s pricing starts at $125 per month, with subscription plans designed to fit various practice sizes and needs.
The platform integrates smoothly with existing systems, supporting standard HL7 and FHIR protocols. It connects with EHR systems, telemedicine platforms, laboratory systems, and patient portals. These integrations not only improve workflow but also help practices refine their billing strategies.
To make the most of Kareo, practices should consider scheduling a consultation to explore plan options, request a demo of its reporting tools, and confirm that it integrates well with their current systems. Kareo supports both in-house and outsourced billing models, giving practices the flexibility to choose what works best for their operations. However, keep in mind that the help desk is outsourced, which could impact the quality of support.
Kareo’s billing tools create a strong foundation for advancing practice management with better communication systems.
6. Weave: Patient Communication Tools
Weave helps audiology practices connect with patients more effectively through its advanced messaging platform. With over 70% of Americans preferring to text their medical providers, Weave taps into this preference to streamline communication.
Key Features
- Two-Way Texting: Chat with patients in real-time using your practice's 10-digit phone number.
- Missed Call Text: Automatically send follow-up messages to patients who couldn't reach your office.
- Bulk Texting: Send personalized messages to groups of patients based on specific criteria.
- Text Connect: Let website visitors start text conversations directly.
Weave integrates seamlessly with Sycle, a leading audiology practice management system. This integration allows for automatic syncing of patient data and easier appointment management.
"Our goal with this integration was to enable hearing care practices with software they can trust to fuel their business - which, in turn, allows audiology professionals to ensure they are providing their customers with the best possible service."
– Roy Banks, CEO of Weave
Why Texting Matters
The numbers speak for themselves:
- 90% of customers prefer texting over phone calls or emails.
- 97% of text messages are read.
These stats highlight the importance of using text messaging to keep patients engaged.
Tips for Better Communication
- Timing: Send messages during business hours for better responses.
- Frequency: Stick to 1–2 messages per week to avoid overwhelming patients.
- Personalization: Tailor messages with patient-specific details while keeping a professional tone.
Weave also offers AI-powered tools like Call Intelligence, Response Assistant, and Email Assistant to further streamline communication.
Bulk Texting Updates
In March 2023, Weave introduced enhanced Bulk Texting features. These updates let practices filter messages by appointment type, patient age, or time since the last visit, making patient outreach more targeted and effective.
Beyond improving communication, Weave simplifies administrative tasks. Features like automated review requests, birthday greetings, and appointment confirmations integrate seamlessly with your practice management systems, saving time and effort.
Conclusion
The shift toward digital tools in audiology is transforming practices into more efficient, patient-focused environments. When used thoughtfully, the six tools discussed can create a cohesive system that tackles common management challenges in audiology practices.
Integration Benefits
Digital tools bring clear advantages to audiology practices, including:
- Patient Engagement: With 82.8% of patients relying on search engines to find healthcare providers, these tools help boost online visibility and strengthen reputation.
- Operational Efficiency: Simplified workflows minimize administrative tasks, allowing more focus on delivering quality care.
To fully realize these advantages, careful planning for adoption is essential.
Implementation Strategy
- Assessment Phase: Identify your practice’s specific needs, considering patient demographics, current technology, staff capabilities, and budget.
- Integration Planning: Focus on NOAH-compatible solutions that can scale as your practice grows.
- Staff Training and Patient Education: Offer tailored training and resources to ensure a smooth transition for both your team and patients.
Measuring Success
Setting clear goals and tracking performance indicators can help you evaluate the impact of digital tools. For example:
| Metric | Target Goal | Impact Area |
|---|---|---|
| Pre-appointment Form Completion | 90%+ improvement | Administrative Efficiency |
| Online Review Engagement | At least 4 reviews read by prospects | Patient Acquisition |
Future-Proofing Your Practice
Embracing digital tools ensures your practice stays competitive. For instance, 57% of consumers consider online reviews crucial when choosing healthcare providers. Enhanced patient care outcomes, improved access through teleaudiology, and streamlined workflows all contribute to a practice that’s well-prepared for long-term growth in a changing healthcare environment.