How to Aggregate Patient Information in One Database? A Guide to Clinic Database Management System

October 8, 2020
How to Aggregate Patient Information in One Database? A Guide to Clinic Database Management System
“A calculator is a tool for humans to do math more quickly and accurately than they could ever do by hand; similarly, AI computers are tools for us to perform tasks too difficult or expensive for us to do on our own, such as analyzing large data sets or keeping up to date on medical research.”

Oren Etzioni, CEO, Allen Institute for Artificial Intelligence

Before diving into the specifics and advantages of new approaches to clinical data management in the healthcare industry, let’s first deal with some terminology.

A database management system, or DBMS, is software that defines, manipulates, retrieves, and manages data stored in a database. The DBMS processes the data, its format, the names of the fields, the structure of records, as well as the structure of files. Each DBMS operates under a set of rules by which data is validated and manipulated. Based on the set of rules used, these systems operate under a network model or a hierarchy model.

Over the past decade of technological innovation, industry after industry has been transformed and digitized. Digitization means data streams. A business that thoughtfully accumulates data can extract insights from that data to improve their process, product, and ultimately their competitiveness and viability. Healthcare quickly incorporated technology into its workflows; their database management systems became conductors orchestrating granular tasks, processes, medical staff, and patients. As a result, both businesses and clients are happy.

We are at the beginning of a potential mass adoption of clinic database management. According to Credence Research, the clinic management system market is expected to grow 10.6% annually, reaching $560.8 million by 2026. This growth is being driven by governmental mandates, skyrocketing volumes of data, increased adoption of EHR/EMR, and advancements in wearables and the Internet of Things. The pandemic has accelerated telemedicine and remote home healthcare solutions, which only increases pressure on medical institutions to scale up and improve productivity.

Clinic Database. How it Works

Clinic management software stores medical information and automates the routine processes of healthcare service providers. Whether it is dental clinic software or a plastic surgery database, clinical management software provides easy access to information and statistics on staff, patients, contractors, suppliers, and billings and payments.

Databases can vary in scale, complexity, and featured functionality, depending on the medical specialization of the business. Hospital software includes, but is not limited to:

  • Billing systems — used for management and monitoring finances
  • Tactical and operational systems — used for easy classification of data
  • Task-based systems — used for admission and discharge
  • Subject-based systems — EMRs and EHRs
  • Patient administration — used for administrative work and interaction with clientele

With petabytes of data generated and absorbed every millisecond, cloud-based data storage solutions have become a hit with healthcare facilities.  Cloud-based storage provides interoperability, instant access, and higher quality diagnostics. It also provides access to general cloud tech with better security, deeper data insights, and streamlined workflows. In other words, cloud-based clinic software is the lifeline of value-based healthcare services. According to Healthcare Cloud Computing: Global Markets to 2022, healthcare cloud computing will grow 11.6% annually, reaching $35 billion by 2022. Eventually, cloud database storage will crowd out previous storage approaches.

Clinic Management Software: Features and Examples

Although clinical databases differ from one institution to another, they share essential traits:

  • Registration systems for patients, EMRs, and EHRs. Registration is where the patient journey with the medical company begins, and where the path and goals are defined.
  • Mobile applications for staff and patients. Everything from calendars, personal schedules, booking appointments, information on doctors, etc.
  • Scheduling. A notification system that reminds doctors and patients about appointments.
  • Lab management. Fast and smooth access to laboratory results.
  • Billing. Financial management, including monitoring taxes, pricing, revenues, etc.
  • Information about medical staff. List of doctors, their experience, achievements, etc.
  • Management system for inventory. Provides a steady, consistent, cost-effective supply of materials and drugs, and the ability to monitor expiry date.

Examples of the best clinic management software include:


A control center that tracks and optimizes front desk workflows. This easy, simple interface involves mostly drag and drop movements.

Image by Proxet. CareCloud, a Control Center that Tracks and Optimizes Front Desk Workflows.
CareCloud - A Control Center that Tracks and Optimizes Front Desk Workflows.


A feature-rich platform that tracks patients, notifications, alerts, and reminders; verifies insurance eligibility; receives, manages, and submits claims and billing; advises on remittances and e-faxing; and generates operational and analytical reports.


A flexible and customizable all-in-one platform. Initially developed for chiropractor assistance and now adapted for managing any practice. Includes everything from notes, records, statistics, analytics, and much more.

“Nowadays, progress is so rapid that technologies become outdated even before they become widespread and widely available. The nature of healthcare is quite unique. Whereas introducing a given product on the market is a relatively fast process in other industries, it is burdened with complex and time-consuming regulative procedures in healthcare, which are totally incompatible with the life of technological innovations.

Another aspect is society adapting to the changes and accepting them. Medicine deals with the life and health of a human being, so the risks posed by the changes are larger. It’s not a surprise that many doctors are afraid of the innovations because they want to be sure their patients get the best and safest care. So, on the one hand, we have the legal regulations and rules of adapting technologies, and, on the other hand, we have human nature and the unique nature of the sector.”

John Nosta, Digital Futurist, President of NOSTALAB

Healthcare Services Plus DBMS: What will Your Business Get?

Now that you know what a medical data management system is and how it works, let’s turn to the benefits for service providers:

  • Rational allocation of resources. In addition to stressful work and a limited time frame, doctors and nurses spend a lot of time doing paperwork. A data management system can partially or fully automate paperwork, reducing workloads and professional burnout. Doctors will be able to devote more of their time and skills to diagnostics, patient interaction, and decision making, and nurses will avoid wasting precious minutes manually inventorying and searching for drugs and supplies.
  • Cost-effectiveness.
“Healthcare operational overhead is costly in time and money. Processing and submitting healthcare insurance claims, and administrative costs make up to 25% of a provider’s total expenditures. A data management system automates tasks and reduces workloads. We’ve been digitalizing healthcare companies by weaving big data analytics, AI, and ML into their operations. We know what proper digital transformation looks like.”

Vlad Medvedovsky at Proxet, custom software development company
  • Strategic development. A centralized data system gives the big picture of what is going on in the facility across departments. A data system makes a facility easy to monitor and direct, forming the basis for further adjustments based on valuable insights.
  • Happy patients. Increased productivity, less waiting hours, innovative digital solutions, and the undivided attention of a practitioner cannot help but increase patient satisfaction and enhance the patient journey.

Proxet delivers sophisticated, effective software and is proud of its values, philosophies, business goals, and experienced team. We partner with medical companies to develop custom-tailored solutions that build trust, upgrade services, and, as a result, earn more.

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