Initial Consultation and Needs Assessment: Begin with a discovery meeting to review your practice’s requirements, size, specialties, and key workflows. The MicroMD team identifies system components, integrations, and data migration needs for a tailored rollout.
Project Planning and Agreement: Sign agreement, finalize implementation project plan, assign project manager, and set key milestones, training goals, and deadlines.
System Setup and Configuration: Configure system settings, user roles, locations, scheduling templates, billing rules, and clinical documentation forms to reflect your practice's workflow and specialty needs.
Data Migration (If Applicable): Import or manually enter patient demographics, appointment data, billing histories, and medical records from legacy systems or other EHRs.
Software Integration: Establish connections with third-party systems (labs, imaging, pharmacies, clearinghouses), and configure e-prescribing, telehealth, and diagnostic device interfaces.
User Training and Onboarding: Deliver comprehensive staff training sessions, including role-based webinars, tutorials, and hands-on learning for providers, administrators, and billing staff to ensure smooth adoption.
Testing and Validation: Run test cases on scheduling, charting, e-prescribing, and billing scenarios. Validate that workflows, data integrity, and reporting functions work as intended.
Go-Live: Activate MicroMD for daily operations at a scheduled date. On-site or remote support is available during go-live to resolve startup issues and ensure user confidence.
MicroMD is designed to be highly customizable, supporting a wide range of business needs across clinical, administrative, and operational workflows for practices of any size or specialty.
Clinical Templates and Documentation:
Providers can create, modify, and manage custom templates for clinical notes, patient encounters, and procedures. Pre-built specialty templates are available and can be tailored by providers without IT staff involvement.
Multiple documentation styles are supported, including point-and-click, free text, voice recognition (Dragon, DAX Copilot), and handwriting recognition, accommodating diverse provider preferences.
Custom Scheduling and Appointment Management
Appointment books, scheduling templates, and time slots are configurable by provider, location, or department. Practices can set up recurring appointments, customize appointment types, and tailor waitlist logic and pop-up notifications to workflow needs.
Intelligent waitlists, template-based displays, and color-coded schedules enhance flexibility and productivity.
User Preferences and Roles
Each user can set personalized dashboard layouts, reorder key clinical or scheduling items, and define shortcuts for frequently used features.
Role-based access controls allow organizations to create custom user roles and permissions for providers, clinical staff, and administration, ensuring data security and regulatory compliance.
Workflow Configuration
Intake forms, treatment plans, and follow-up protocols can be customized to align with specific clinical or business requirements.
Practice workflows can be mapped to custom forms, automated reminders, and internal communication methods (phone messages, internal mail, alerts).
Specialty and Practice Adaptation
MicroMD delivers both standard and specialty content that can be enhanced or personalized for fields such as dermatology, internal medicine, behavioral health, and more.
Clinicians can template common procedures, add pick lists, and design comprehensive clinical dashboards for specialty patients.
Data Integration & Interoperability
The system is open-architecture and ODBC-compliant, supporting custom reporting, external database connections, and integration with third-party EHRs, labs, imaging, and medical devices using HL7, CSV, and other standard formats.
Data conversions from legacy systems and easy data exports are available for smooth onboarding and offboarding.
Reporting and Analytics
Practices can build custom reports through integrated tools or third-party applications, tailoring data views to business and clinical analytics requirements.
Patient Portal and Engagement
The patient portal is highly configurable, allowing practices to tailor intake workflows, online scheduling, automated reminders, patient communications, and branding.
Document and Data Management
Personalized Implementation Support: New MicroMD users receive dedicated assistance from the Customer Success Team. The onboarding process involves an initial needs assessment, project planning, and a tailored rollout schedule, helping practices configure the system to their operational needs.
Role-Based Staff Training: Comprehensive training is provided for all user roles—including clinicians, administrators, billing personnel, and front-desk staff. Sessions are delivered through webinars, step-by-step tutorials, and hands-on walkthroughs, ensuring familiarity with scheduling, documentation, billing, e-prescribing, and patient management tasks.
Guided System Setup: The MicroMD team helps practices set up user accounts, customize scheduling templates, billing workflows, and clinical documentation forms during implementation, with opportunities to practice in a training environment before going live.
Data Migration Assistance: For practices transitioning from legacy systems, training includes support for data migration, helping teams manage patient information, appointments, and medical records during the move.
Continuous Customer Success Support: Practices have access to the dedicated MicroMD Customer Success Team for ongoing assistance with technical issues, workflow optimization, and system questions, both during and after go-live.
24/7 Technical Support: Around-the-clock technical support is available to address urgent concerns, troubleshoot system issues, and ensure practice operations remain smooth.
Knowledge Resources: Users receive access to an online knowledge base with user manuals, how-to guides, FAQs, and best-practice resources to support self-directed learning and staff onboarding.
Refresher and Advanced Training: Additional training opportunities are provided as new features roll out or if refresher sessions are needed for existing staff. Practices can request targeted training on advanced functionality, reporting tools, or specialty workflows.
MicroMD implements robust security protocols and practices to safeguard sensitive patient and organizational data, ensuring compliance with healthcare regulations and industry standards. Below are the key data protection measures in place:
HIPAA Compliance: MicroMD is designed to fully comply with the Health Insurance Portability and Accountability Act (HIPAA), ensuring strict protection of electronic Protected Health Information (ePHI) through administrative, technical, and physical safeguards.
Business Associate Agreements (BAA): The platform formalizes privacy and security obligations with healthcare clients by executing BAAs, outlining roles and responsibilities concerning PHI.
Data Encryption: All patient and operational data are protected with strong encryption protocols, both at rest and during transmission. This includes secure HTTPS/TLS for all communications and encrypted storage within their data infrastructure.
Role-Based Access Controls: MicroMD supports granular user access levels, ensuring only authorized personnel can access or modify clinical and administrative data based on their job function.
Secure Cloud and On-Premise Deployment: Whether cloud-based or on-premise, MicroMD's solutions are housed in secure environments with advanced firewall protection, intrusion detection systems, and continuous monitoring.
Physical Security: Data centers hosting MicroMD use strict physical security measures, including surveillance, controlled access, and secure server facilities to prevent unauthorized entry or tampering.
Staff Training and Awareness: All staff and partners are regularly trained on HIPAA regulations, privacy best practices, and effective cybersecurity measures to reduce the risk of human error or insider threats.
Incident Response Protocols: Defined procedures enable the swift identification, containment, and resolution of potential data breaches, including regulatory-compliant breach notifications if needed.
Data Backup and Recovery: MicroMD maintains routine, secure backups of all stored data, with tested disaster recovery plans to safeguard against loss from system failures or cyber incidents.
Standards-Based Integration: When exchanging data with labs, pharmacies, health information exchanges, or third-party platforms, MicroMD relies on secure, standards-based interfaces (e.g., HL7, encrypted APIs).
Major Version Releases: MicroMD typically targets two major version releases per year. These updates introduce enhanced features, new modules, important regulatory adjustments, and large-scale interface improvements to both the Practice Management and Electronic Medical Records components.
Monthly Maintenance Releases: In addition to major upgrades, MicroMD issues monthly maintenance releases focused on bug fixes, minor enhancements, and stability improvements.
Recent Release Example: For cloud clients, major updates are deployed system-wide promptly (for example, Version 20 was released to all cloud users on June 15, 2023), ensuring all users benefit from the latest features without delay.
Automatic Cloud Deployment: For cloud-based clients, updates are delivered automatically. Users receive upgrades with no manual installation required, keeping all practices on the most current version with minimal disruption.
Client Server/On-Premise Clients: Clients running on-premises solutions are notified when new versions are available and can coordinate with MicroMD support to schedule and perform the upgrade, minimizing practice downtime.
Release Notes and Communication: Each release is accompanied by detailed release notes, listing new features, enhancements, and bug fixes. Users are notified via email and in-product alerts about upcoming updates and changes.
Support Resources: MicroMD offers update guides and tutorial videos hosted in their support portal, allowing users to familiarize themselves with new functionality and workflow changes as releases roll out.
Full Practice Ownership: All patient, clinical, and administrative data entered into MicroMD remains fully owned and controlled by the healthcare provider or organization using the system. MicroMD acts solely as a custodian or processor and makes no claim of ownership over provider or patient data.
Access Rights: Providers have exclusive rights to access, use, update, and manage their data at any time during the service relationship.
Business Associate Agreements: MicroMD operates under HIPAA-compliant Business Associate Agreements (BAA) with healthcare organizations, explicitly stating roles and responsibilities regarding data stewardship and privacy practices.
Easy Data Export: MicroMD supports full data export, allowing practices to extract their patient records, appointment histories, billing data, and other relevant records in standard formats suitable for migration or backup.
Interoperable Standards: The platform uses widely adopted data exchange standards (such as HL7, CSV, and ODBC-compliant architecture), making it compatible with other EHRs, billing systems, and healthcare software.
Assisted Data Migration: MicroMD provides technical assistance to practices both during onboarding (importing records from other systems) and offboarding (exporting data), helping to ensure continuity and minimize data loss or disruption.
No Vendor Lock-In: There are no artificial restrictions or penalties on data export. Practices are free to migrate or back up their data as business or regulatory circumstances require, without proprietary lock-in or hindrance.
MicroMD is purpose-built to provide health practices with robust scalability, supporting organizations as they grow, downsize, or adjust to changing operational needs. The software's flexible design makes it suitable for practices ranging from solo providers to multi-provider, multi-location groups.
Unlimited User/Provider Addition: Organizations can add clinicians, staff, or new practice locations without technical limitations. Scaling up is supported both for cloud and on-premise deployments.
Custom Role & Access Management: Each new user can be assigned specific roles and access rights, ensuring proper data security and workflow configuration regardless of organization size.
Specialty and Workflow Expansion: MicroMD can be configured for additional specialties, departments, or services, allowing practices to broaden care offerings as they expand.
Template and Workflow Customization: New users, specialties, or locations can have unique clinical templates, schedules, billing rules, and reporting settings tailored to their operational models.
Integration Capabilities: As organizations grow, they can integrate with more third-party solutions (labs, HIEs, billing partners) and connect systems across multiple sites with open architecture and standard data formats.
No Infrastructure Barriers: Cloud hosting eliminates the need for new hardware as you add users or locations, while on-premise deployments can be scaled with additional licenses or server upgrades.
Deactivation of Users/Locations: Practices can easily deactivate or remove users, providers, or entire locations as needs change, adjusting the system's scope and ensuring charges reflect active use only.
License/Subscription Flexibility: Depending on your agreement, subscription fees or maintenance costs can scale down in parallel with reduced user counts or operational volume.
No Minimum Requirements: There is no minimum number of providers or locations enforced, making MicroMD equally suited for small practices or solo providers during periods of contraction.
Full Data Access and Portability: Data access remains intact during downsizing. Practices can always export records, reports, and patient data as needed for migration, backup, or regulatory compliance.
Contract Structure: MicroMD is typically offered via a software licensing agreement or subscription, which may be annual, multi-year, or monthly, depending on the agreement negotiated at purchase.
Automatic Renewal: Most agreements renew automatically at the end of their initial term unless the practice provides formal notice of intent not to renew within a specified period, commonly 30–90 days before the contract’s end date.
Renewal Terms: Renewal may be at existing terms or subject to price adjustment depending on the agreement; notifications of price changes or term revisions are provided before renewal.
Scope Changes on Renewal: Practices may adjust user counts, add or remove modules, or transition between cloud and on-premise service at the time of renewal in coordination with the MicroMD account manager.
Cancellation Notice Period: Practices are usually required to submit written notice of cancellation within the time frame specified in their agreement (commonly 30–90 days before renewal), or the agreement will auto-renew for the next term.
No Early Termination Fee (After Term): Once the contract term is complete, organizations can choose not to renew without penalty as long as contractually stipulated notice is given.
Early Termination: Terminating service before the end of a contract period may result in early termination fees or the obligation to pay the remaining contract value, unless otherwise specified in exceptional circumstances (such as breach or service failure).
Procedure for Cancellation: Practices must typically submit cancellation or non-renewal through formal, written channels—either by email or certified letter to MicroMD’s contract management department or account manager.
Data Export Before Closure: Before contract termination, practices are entitled to export or migrate their data from MicroMD in standard formats (HL7, CSV, etc.), with technical support available as needed.
Data Retention Duration: After termination, practice data may be retained by MicroMD only for a contractual grace period (usually 30–90 days) before permanent deletion, by HIPAA and BAA requirements. Practices are responsible for securing their data during the offboarding process.
Setup and Closeout Fees: There are usually no additional charges for contract closure or data export, unless non-standard export or conversion services are requested.
Change in Service Level: Any upgrades (such as new modules or increased user count) or downgrades typically take effect at the start of the new contract period, and are reflected in upcoming invoices.
Ongoing Support During Transition: MicroMD provides support during the cancellation, non-renewal, and data export process, ensuring compliance and minimizing service disruption.
MicroMD is built to meet key healthcare compliance standards, ensuring that patient data and clinical workflows adhere to federal, state, and industry regulatory requirements. Below are the primary compliance frameworks and certifications supported by MicroMD:
Full HIPAA Compliance: MicroMD is designed to comply with the Health Insurance Portability and Accountability Act (HIPAA), enforcing technical, administrative, and physical safeguards for electronic Protected Health Information (ePHI).
Business Associate Agreements (BAA): The platform formalizes data protection responsibilities through BAAs with client healthcare organizations, ensuring clear roles and robust PHI privacy and security measures.
Electronic Prescribing of Controlled Substances (EPCS): MicroMD is certified for the secure electronic prescribing of all controlled substances (Schedule II–V). This includes dual-factor authentication, identity verification, and audit trail features required by the U.S. Drug Enforcement Administration (DEA).
ONC Certified EHR: MicroMD EHR is certified under the Office of the National Coordinator for Health Information Technology (ONC) criteria, validating requirements for clinical documentation, interoperability, and privacy.
Meaningful Use Compliance: The software supports attestation and documentation needs for Meaningful Use/MACRA/MIPS reporting.
NCPDP SCRIPT Standard: MicroMD e-prescribing adheres to the National Council for Prescription Drug Programs (NCPDP) SCRIPT standard, enabling secure, standards-based medication order transmission.
HL7 and Interoperability: The platform supports HL7 interfaces for data exchange between EHRs, labs, imaging centers, and other third-party healthcare systems, fostering interoperability and compliance with federal data accessibility mandates.
Strong Data Encryption: MicroMD employs robust encryption protocols for data at rest and in transit (HTTPS/TLS), protecting sensitive information in compliance with HIPAA and industry best practices.
Audit Logging: Comprehensive, tamper-evident audit trails support regulatory reporting, monitoring, and investigation requirements.
Insurance and Claims: The platform supports ANSI X12 standards for electronic claims, meeting Medicare, Medicaid, and private payer requirements.
MicroMD
By MicroMD, LLC
