Find the best Ophthalmology EMR Software

Here's what we'll cover:

What is ophthalmology EMR software?

Features of ophthalmology EMR software

How to choose the right ophthalmology EMR software

Understanding ophthalmology EMR trends

Ophthalmology EMR software essentials 

Ophthalmology EMR is an electronic medical records management software that provides ophthalmologists with greater control and visibility over their operations. These platforms assist with practice management, treatment planning, diagnostic imaging, medical billing, and more.

Ophthalmologists and optometrists use ophthalmology EMR software in the same way most doctors use EMRs: to document patient encounters, streamline medical billing, schedule appointments, and keep track of specialized templates. Because ophthalmology EMR tools are sometimes used in practices that are shared by optometrists, they often include inventory management features for glasses and contact lenses. 

Most EMR software solutions are priced on a “per-month” basis. [1] Entry-level plans cost an average of $274 per month and offer basic features, such as HIPAA compliance and charting for up to four users. Enterprise-level plans cost an average of around $9,000 per month and may include additional features, such as e-prescribing and billing, allowing seats for 10 or more users. Keep in mind that ophthalmology EMR software may cost more than general EMR software due to specialized features.

Over a third (34%) of buyers we speak to are looking to switch to ophthalmology EMR software due to the limited functionality of their current system [2]—not surprising considering most generic EMR systems do not have ophthalmology-specific patient charts and forms. If you’re a first-time buyer, consider your budget, number of users, use cases, and necessary integrations. Consult stakeholders to determine what questions you should ask vendors during an evaluation. Questions for vendors include:

• What type of assessment templates are included?

• Can the assessment templates be customized?

• How can you migrate patient data into the tool?

• Is it HIPAA-compliant?

• Can it integrate with devices that support ophthalmologic diagnoses (e.g., an autorefractor or keratometer)?

With so many vendors, choosing the right ophthalmology EMR software can be complicated. In this guide, you’ll learn the essentials and get step-by-step guidance on finding the best solution for your practice. Or, if you’d prefer personalized advice, reach out to one of our experienced advisors like Lexi Smith, who has successfully guided buyers for the past three years. Schedule a call or start a chat with us today.

What is ophthalmology EMR software?

Ophthalmology electronic medical record (EMR) software provides ophthalmologists and optometrists with a reliable and efficient way to document patient encounters. These systems typically include specialized exam templates, E&M coding advice, e-prescribing, document scanning/imaging, and clinical reminders. They may also integrate with diagnostics systems, and some include a point-of-sale (POS) system for the sale of glasses and contact lenses.

A common misconception we hear a lot is that ophthalmology EMR software is vastly different from other medical EMR systems. Our advisor Smith explains, “Ophthalmologists need the same things from an EMR as any other doctors, such as integrated medical billing, scheduling, and specialized templates.” Templates will cater specifically to ophthalmologists, who are treating the retina, glaucoma, macular degeneration, cataracts, vision loss, and other optical disorders.

“Something that’s unique to ophthalmology EMR software,” Smith adds, “is that it might be used in a practice that’s shared with an optometrist." In such cases, software that integrates with inventory management and accounting systems becomes invaluable, ensuring seamless operations across both specialties.

Features of ophthalmology EMR software

All ophthalmology EMR software tools include EMR/EHR, for ophthalmologists, medication management, and practice management features. Most share a variety of common features such as appointment management, charting, coding assistance, and diagnostic imaging.  

Core ophthalmology EMR software features

Each year we speak to dozens of ophthalmology EMR users and have analyzed those conversations to give you a better understanding of which features are critical to ophthalmologists. Based on those discussions and analysis of our reviews data, here are the features we believe are core to ophthalmology EMR.

Common ophthalmology EMR software features

Based on our research and calls with ophthalmologists, here are the features that are common, but not absolutely necessary.

Optional ophthalmology EMR software features worth noting

There are a number of features that may not be found in every ophthalmology EMR software system but that are worth mentioning, particularly if the user’s practice is shared with an optometrist. These include:

• Billing and invoicing: Create, manage, and send invoices or bills to customers. 52% of ophthalmology EMR users who spoke to an advisor rate this feature as critical or highly important.

• Clinic interoperability: Securely transfer, access, exchange, integrate or use data with different providers or systems.

• Electronic payments: Electronically collect payments for goods or services.

• Inventory management: Track and manage inventory levels to maintain proper supply.

• Order entry: Entering, storing, and transmitting electronic and/or online orders, tests and other services for all types of industries.

For more information on ophthalmology-specific features and recommendations, feel free to schedule an appointment with Smith or her colleagues.

How to choose the right ophthalmology EMR software

When you start the process of checking out potential ophthalmology EMR solutions, you should detail all your requirements and categorize them based on their importance. Nice-to-have features, such as accounting, can come at the very end. Therefore, the solutions you’re considering should address all your crucial needs first.

Step 1: Define your requirements

Before you start the ophthalmology EMR software selection process, begin outlining the requirements that are unique to your practice. Not only will these guide you to the platform that meets your current demands—you will end up with software that supports your long-term goals as well.

Ideal deployment model

The two common types of system architecture are on-premise and cloud-based. On-premise deployment involves installing the solutions on servers that are housed in your building. While this model is compliant with Health Insurance Portability and Accountability Act (HIPAA) and gives complete control over data to users, it can be tiresome and expensive to maintain and upgrade the hardware over time. 

On the other hand, cloud gives users the flexibility of anytime, anywhere access but the internet connection needs to be fast and steady all the time. Only then will practices be able to work smoothly, else delays in connection will disrupt the business.

Ophthalmology-specific functionalities 

Based on the healthcare providers we speak to, virtually all (99%) use EMR software regularly. [3] But most generic EMR systems do not have ophthalmology-specific patient charts and forms. In fact, over a third (34%) of callers looking to switch to ophthalmology EMR software mention the limited functionality of their current system as a pain point. [2]

It’s important therefore for ophthalmology practices to use EMRs that offer the relevant ophthalmologic functionalities such as:

• Ophthalmology ICD/CPT codes

• Integration with visual field machines, autorefractors, keratometers and other ophthalmic tools

• POSs to help in the sale of eyeglasses and contact lenses

• Compatibility with digital pen technology

• Capability to track patient’s contact lenses details

• Inclusion of graphical diagrams to document various eye problems

Common ophthalmology EMR integrations

The integration of diagnostic and surgical devices into fully integrated systems is becoming increasingly common. Such systems have the ability to share information and streamline the overall surgical process, especially in the field of cataract surgery.

If you need specific hardware—for instance relating to optical or retinal imaging equipment—you should prioritize products with those integrations. You may also want to think about prioritizing systems that integrate with inventory management systems if you have an optometrist in your practice.

Step 2: Make a shortlist of ophthalmology EMR software

With so many EMR software options to choose from, it can be a challenge to narrow down the options that are right for your practice—but with the right resources and support, it doesn’t have to be.

Get qualified help from an advisor

At Software Advice, our advisors like Smith have experience helping hundreds of healthcare providers identify solutions that match their needs and budgets.

If you need guidance, you can chat online now with an advisor or schedule a phone call. In just a few minutes, your advisor will help you identify a shortlist of options that align with your practice’s requirements.

Step 3: Pick your best option

Now that you’ve compiled a list of top choices, you should start scheduling vendor demos.

These sessions help you explore features, understand pricing, and ultimately make the right investment. Preparation is key to getting the most out of these sessions.

How to prepare for vendor demos

Once you’ve compiled your shortlist of ophthalmology EMR software systems, schedule demo sessions with each vendor in order to learn more about their product. This is your chance to ask questions about ophthalmology-specific features they offer, pricing, technical support, training tools, and anything else that might be an important factor in choosing the right system.

Some questions you should consider asking vendors in each demo include:

• What kind of customer support do you offer during implementation?

• What type of assessment templates are included?

• Can the assessment templates be customized?

• How can you migrate patient data into the tool?

• Is it HIPAA-compliant?

To help you keep track of the questions you want to ask each vendor and their answers, we’ve created an EHR vendor scorecard. Use this checklist to ensure you’re asking the right questions and objectively considering their answers.

Understanding ophthalmology EMR trends

The ophthalmology EMR software market is a niche that is gradually being filled by newer and advanced solutions. Adoption of these solutions is also expected to rise further as more and more practices move away from generic solutions that don’t serve all their needs.

Listed here are some market trends in the ophthalmology EMR software field:

Introduction of in-office electrophysiology devices: These days, in-office electrophysiology devices simplify the complicated battery of tests that previously used to be conducted at academic centers. The device captures exclusive visual evoked potential (VEP) and electroretinogram (ERG) tests that are easy for physicians to understand and simple for the patient to undertake.

Improvements in retinal imaging quality: Many devices now enable ophthalmology practitioners to take high-resolution photos and scans of the posterior segment. These non-invasive technology-based devices are significantly changing the manner in which retinal angiography is being performed currently; practitioners no longer require the dyes and needles that were needed for traditional angiography tests.

Advancing techniques in anterior segment analysis: Unique ray-tracing machines are becoming popular in the ophthalmology market. These machines bring together the processes of aberrometry (i.e., measurement of the way a wave-front of light passes through the cornea and the crystalline lens) and topography (i.e., arrangement of the natural and artificial physical features of an area) to analyze the refractive parameters of the entire eye, including lens and cornea.

These devices measure various important parameters, such as the quality of vision, visual function, dysfunctional lens index, visual function, angle alpha, accommodation, keratometry (a diagnostic instrument for measuring the curvature of the anterior surface of the cornea), pupillometry (measurement of pupil diameter), ray tracing aberrometry, corneal topography and refraction.

The above trends cover only a small part of the larger market but they’ll be helpful in making you aware about the latest developments in the ophthalmology EMR market. They’ll also help guide you in selecting the ideal solution from a plethora of options.

About our contributors

Author

Lauren Spiller is a senior content writer at Software Advice, covering sales and CRM with a focus on retail and customer experience. After receiving an MA in rhetoric and composition from Texas State University, Lauren has pursued a career that allows her to help others through writing.

Lauren’s research and writing for Software Advice is informed by nearly 300,000 authentic user reviews and more than 15,000 interactions between Software Advice software advisors and CRM or sales software buyers. Lauren also regularly speaks to leaders in the sales and CRM space so she can provide the most up-to-date and helpful information to small and midsize businesses purchasing software or services.

Lauren previously taught college writing and served as writing center assistant director at Texas State University. She has presented at the European Writing Centers Association, Canadian Writing Centres Association, and the International Writing Centers Association conferences. She currently lives in Wimberley, Texas, with her husband and their three cat sons.

Editor

Carolyn Santa Maria is a senior editor at Software Advice. 

Carolyn has been working in content for more than five years as an editor. With her keen eye for detail, technical experience, and cross-team collaborative expertise, she has developed new content types, briefs, and processes for a variety of different projects and teams. She has edited a large variety of content, including research reports, white papers, eBooks, email marketing campaigns, and many other types of technical papers.

When she isn’t correcting grammar or changing the structural flow of an article, Carolyn is spending her time with her nose in a book, cuddling with her dog Mac, or traversing Austin looking for the best meal.

Advisor

Lexi Smith is a software advisor at Software Advice. She joined the Software Advice advisor team in 2018, and she is based in Austin, Texas.

As a software advisor, Lexi works directly with small business leaders to connect them with best fit software providers. She assesses the technology needs of small businesses seeking medical, mental health, telehealth, and home health software through one-to-one conversations and provides a short list of potential matches. Her favorite part of being on the Software Advice advisor team is being an unbiased resource software buyers can rely on. 

Lexi holds a bachelor’s degree in business marketing, and she has spent nearly three years helping members of the medical field identify the right technology for their practices.

Sources

1. Software Advice software pricing data: Only products with publicly available pricing information and qualified software products within the category, as of November 29, 2023, are included in the pricing analysis. Read the complete methodology.

2. Software Advice advisor call notes: Findings are based on data from telephonic conversations that Software Advice’s advisor team had with small-to-midsize businesses seeking ophthalmologic tools. For this report, we analyzed phone interactions from July 31, 2023, to July 31, 2024. Read the complete methodology.

3. Software Advice's 2023 Digital Minimalism Survey was conducted in July of 2023 among 100 doctors, RNs, nurse practitioners, and physicians' assistants. We used screening questions to ensure respondents titles fit our criteria and that everyone who participated in our survey had been working at their current practice for at least 2 years. We conducted this survey in order to gain insight into what software platforms are commonly used by these healthcare workers, how much time they spend learning and using them, and to what extent software contributes to medical employee burnout.