31. Tech Talk: Embracing Digital Tools in Your Practice
When I first opened my private practice I was REALLY frustrated by the lack of tools available to me to support the growth of my business.
In eight years, resources have improved and in the past three years, primarily due to COVID, technology resources have exploded. We’ve gone from little to no resources, to so many that it’s hard to navigate.
Some are great and some are misguided and we will cover some of them today – for the most part, I won’t be highlighting specific brands of technology but rather share with you my experience with using them, how they operate, and how you can select the appropriate ones for your practice.
We’ll cover:
- The Role of EHRs [Electronic Health Records]
- Meal Planning Platforms
- Marketing Tools and the Learning Management System
The Role of EHRs [Electronic Health Records]
An Electronic Health Records system is a piece of technology that’s become a cornerstone in any modern nutrition practice:
When I first started my practice, EHRs were just starting to make their way into the healthcare scene. My team was stepping into a new world, moving from file cabinets to digital records.
The early days of using EHRs were a mix of excitement and, honestly, a bit of confusion and concern. There were so many questions: Which system to choose? How to use it effectively? But the impact it had on my practice was undeniable. Gone were the days of sifting through papers to find client information. Everything was just a click away and our patients’ experience was more efficient and seamless.
Fast forward to today, and EHRs have evolved dramatically. They’re not just digital filing cabinets anymore. We’re talking about systems that offer appointment scheduling, secure messaging, insurance billing capabilities, telehealth functions, and program delivery. It’s incredible how they’ve streamlined so many aspects of patient management.
It’s exciting to think about all the efficiencies an EHR can bring to your practice but choosing the right EHR system can be overwhelming. It’s not like you can’t afford to make a mistake here as you can always cancel and switch but for those of us who have switched EHRs you know how difficult this is. So doing your homework now can prevent a lot of work and disappointment later.
One piece of advice I’d give from my own experience – don’t rush the decision. Don’t enroll in an EHR because it’s the cheapest or it promises the most. Take the time to research, try demos, listen to other users, and think about what your practice needs.
Here are some questions that, when answered for each EHR you are considering, will help guide you to an EHR that’s the best fit for your practice.
- What is your budget for an EHR system?
- Consider both initial setup costs and ongoing fees.
- What are the different levels of service offered, and how do they align with your budget and practice needs?
- Assess the features available at each service level and their relevance to your practice. Most EHRs have several levels – a free, a basic, and a premium. Each level unlocks different functionalities and a different number of patients.
- How scalable is the EHR system as your practice grows?
- Can the system accommodate an increasing number of patients or an expansion of services? As your practice grows, how does the pricing change?
- What specific functionalities does the EHR offer?
- Look for key features like appointment scheduling, billing, secure messaging, and telehealth capabilities, and make sure you are getting what you need at the level you purchase.
- How user-friendly is the interface for both practitioners and patients?
- Consider ease of use, layout, and learning curve.
- Ask to join the private Facebook group for the EHR – current user conversation will tell you A LOT about the quality of the program and customer service. Feel free to ask questions in the group.
- Does the EHR system integrate well with other tools and software you use or plan to use?
- Check compatibility with dietary analysis tools, trackers, billing software, meal-planning systems, supplement recommendations, educational content, etc.
- What are the limits on patient records or data storage?
- Understand any restrictions that might affect your practice – as you add programs, patient materials, users, or patients your price may increase significantly.
- How does the EHR handle data security and privacy compliance?
- Ensure the system meets legal standards like HIPAA in the U.S. – here I think most do as that is the point of using such a system
- What kind of customer support and training does the EHR provider offer?
- Evaluate the availability and quality of support services – the best way to do this is to speak to current users and “listen” to conversations in the Facebook group if the EHR has one. Most do.
- Are there options for customization to fit your specific practice needs?
- Check if the system allows customization of templates, reports, and patient communication.
- What are the policies and processes for data backup and recovery?
- Ensure there are robust measures in place for data safety and recovery should the system go down for any period of time.
- Can the EHR system support remote access and mobile use?
- Check if the system is accessible via mobile devices for flexibility in practice – if the EHR has an app, what functions does the app support?
Meal Planning Platforms
We cannot talk about technology for nutrition practices and not talk about meal-planning software. There are plenty of nutrition professionals who do not use meal plans as part of their practice. But it is likely, at some point during the nutrition counseling and coaching process, that clients will look to you for culinary support.
Why? First, generally speaking, people lack culinary confidence and need culinary nutrition resources. Second, clients expect some type of support in determining their intake, no matter how flexible or intuitive their nutrition plan is. It doesn’t always have to be a meal plan – sometimes it could just be some suggested recipes.
In practice, I found a wide range of client needs when it came to meal planning. Interestingly, I learned early on that most clients wanted a meal plan but no one followed them. Nor should they.
Meal plans should serve as a resource for clients, not a mandate. Giving someone an entire meal plan to follow is unrealistic and unsustainable. It is better to use meal plans as guides and spaces to have a conversation about food and nutrition with clients. Listen to Episode #13 and Episode #14 for more insight into creating supportive meal plans.
When it comes to meal-planning technology, there are plenty of options out there and they fall into several categories. Disclaimer: I was so frustrated with these options that I built a proprietary meal-planning platform that is now available to practitioners. While I’ll present you with all the options I have practical experience with, I will also present our technology as an option.
Algorithm-based meal-planning software
When I first came across algorithm-driven software I was excited. It seemed too good to be true – I could plug in a client’s nutrition needs [Carbs, Protein, and Fat] and a computer would create a meal plan for me. I could even plug in preferences and have it screen out recipes. No more hours struggling to compile recipes sounded like a dream come true and I couldn’t wait to sign up.
They were data-driven, which sounded good in theory. But in practice, they fell short. These algorithms focus on nutrients, not the eating experience. They don’t factor in elements like texture, color, or even those non-nutrient components like antioxidants that are so important in a meal. Only a nutrition professional can do this.
The result? Meal plans that were nutritionally balanced, sure, but they were often uninspiring, lacking in variety, and just didn’t resonate with the client’s needs and preferences.
Not all practitioners have the same experience as I did and honestly not everyone places importance on delivering a good eating experience.
If you are okay with algorithm-driven meal plans, these may work for you. If you decide to give them a try, do an extended trial first and be aware of any scaled pricing once you join – many platforms increase in price as you issue more plans in your practice.
Static meal-planning software
After my experience with algorithm-based platforms, I moved on to a more human-driven one. A platform that enabled me, the nutrition professional, to curate meal plans from templates or scratch, and I could email them to clients.
I was off to a solid start and the meal plans were very pretty and easy to put together. The problem was they were static and only lasted the clients so long.
The PDFs were fixed, unchangeable documents. This type of rigidity means clients cannot interact with their meal plans or customize them. I needed my clients to have the ability to tweak and adjust their meals to suit their tastes, lifestyle, and evolving nutritional needs. Otherwise, I was left making these changes for them.
Life isn’t static, and neither are our eating habits.
These experiences with two different types of meal-planning software left me feeling that there had to be a better way to meal plan – one that was practitioner-driven and customizable by both my clients and me. There was, but it has to be built, which leads me to our next type of meal-planning technology.
Human-supported, Data-enabled technology
My concern with both algorithm-driven plans and static plans led me to create my meal-planning platform, Living Plate Rx. This is another option for you.
When I decided to build this technology from scratch 4 years ago, my goal was to combine the integrity of practitioner-driven meal plans with the efficiency of digital creation and distribution. I wanted to transform the process from a passive receipt of a diet plan into an active, educational, and enjoyable journey.
I wanted clients to be able to adjust their meal plans based on their current needs, or preferences while staying on track with recipes that supported their nutrition prescription.
So now, in addition to having several options in the categories previously mentioned, you also have a third option which is unique to our platform.
The Living Plate Rx software allows for real-time collaboration between practitioners and clients. As a practitioner, you can guide and adjust meal plans based on feedback, making it a dynamic and personalized process. This collaboration ensures that the meal plans are not just nutritionally adequate but also aligned with the client’s health goals and preferences.
Here are some questions that, when answered for each meal-planning platform you are considering, will help guide you to the technology that’s the best fit for your practice.
- What are your specific goals for using meal-planning software?
- Are you focusing on weight management, disease-specific nutrition, general wellness, or something else?
- What level of client involvement do you want in the meal-planning process?
- Do you prefer a more collaborative approach where clients can modify their plans or a more practitioner-driven approach?
- What is your budget for meal-planning software?
- Consider both the initial investment and any ongoing subscription or usage fees.
- Also, consider if anything else is included with your subscription. Does the software provide materials and resources for your practice? Do they provide professional training?
- Does the software integrate with other systems you use, like EHRs?
- Check for compatibility with your current practice management tools. Generally speaking, a true integration into an EHR is optional but it can improve workflow. So if this is important to you, it’s something to consider.
- What kind of customer support and training does the software provider offer?
- Evaluate the availability and quality of support services for troubleshooting and assistance. Does the company offer community support, such as a private Facebook group? Join it when you have a free trial and listen to what other users have to say.
I am completely aware that this review of meal-planning software is not without bias – that would be impossible as I created a technology solution to solve a problem I knew existed. However, it is with complete respect that I offer this review. You should investigate every option available before making the decision about which solution is a good fit for your practice.
Marketing Tools
Marketing is an area that has seen a tremendous shift over the years and you have a lot of tools available now to support your practice’s growth. Today I am going to focus on what I see as the essentials.
When I first started, marketing support for nutrition professionals was almost non-existent. We were pretty much on our own, figuring out how to reach and engage potential clients.
I did it all – ads in local magazines, flyers at doctors’ offices, front lawn signage, and health fairs. All aimed at attracting new clients to my practice.
Fast forward to today, and the landscape has changed drastically, thanks in large part to digital tools and scaling opportunities. Marketing is cheaper and much more efficient – you can now reach potentially thousands of people with direct marketing that yields a return.
That doesn’t mean that we abandon traditional methods – I think there is still tremendous value in boots-on-the-ground marketing efforts especially if you have a local practice. But leveraging modern marketing tools can help you grow faster.
Here are a few marketing tools that I found indispensable in growing a practice:
Canva
It’s hard to talk about DIY marketing without mentioning Canva.
It’s a game-changing technology that makes it easy to create professional-looking graphics for social media posts, presentations, opt-ins, brochures, and even your website. Visual appeal is crucial in digital marketing, and this tool puts that power in your hands at a very reasonable price.
My recommendation is to invest in a Canva Pro account early on so you can amplify your brand leveraging all the functionalities this tool offers. Canva is constantly adding new functionalities so keep exploring and experimenting to take advantage of all it has to offer.
Website
I have heard some nutrition professionals say that you don’t need to have a website to have a successful private practice – but I disagree. Not only do you need a website, but it has to be your best foot forward. The clarity of your messaging and offerings is paramount to establishing the authority you need to gain the confidence of potential clients.
Imagine you are looking for a new service to support you in an area of your life. What’s the first thing you will do? If we’re being honest, you’ll do a Google search then you’ll visit their website. If the site is homemade, clunky, and hard to navigate, you’ll likely go back and look for another source.
There is software easy enough to build yourself, but you will accelerate your growth by starting with a solid online presence – so investing in support with building a website is wise.
Have your website built on a platform, like WordPress, that allows you to easily manage it once it is published. This prevents you from being locked into paying a developer every time something needs to be tweaked or added, which can get expensive.
Lastly, make it easy for people to reach out to you. A chat widget can be game-changing. It’s a simple plug-in that is installed on your site that will consistently generate leads for practice. You can include links for discovery calls or a free-form text field for asking you a question. Be sure to be responsive to all inquiries and have a plan for nurturing them to paid clients.
Email Marketing Software
Your website is critical for attracting new clients – and your email service is critical for nurturing them.
Fortunately, there are plenty of options to start with. You can start with a free service to experiment with and then transition to a paid level once you have reached a certain number of emails. Like an EHR, you’ll want to evaluate how your pricing will increase as your numbers do.
The biggest change I have seen in the past several years is that email service providers are covering a bit more ground with complementary services – like sales and opt-in page creation. This makes sense because you need these to add people to your list.
In the past, I had to create complicated processes using Google Sheets and Zap triggers to get people on my list. Now, it’s a two-step process.
Make the most of this technology because it is the most powerful communication tool in your practice. Build automated email sequences for different purposes – I’d say start with a welcome email sequence and a special event/sales email sequence. Sequences are an efficient way to offer value, address common questions or concerns, and highlight your services, so you can guide potential clients through the decision-making process of working with you.
Social Media
While I disagree with colleagues who say you don’t need a website to grow a practice, I do agree that you don’t need a big social media presence.
No doubt – social media is a powerful marketing tool and it’s free. But is it really? If you consider the time you need to invest in turning out consistent content to attract and serve your ideal clients it can become a VERY expensive marketing tool.
Depending on your strategic plan, the investment may or may not be worth it. Listen to Episode #28 where I talk about the importance of considering your strategic plan before diving into social media content creation.
Select only those platforms that you can manage – if it’s just two, go with that. There is no need to spread yourself thin to try and be present in all of them. Once you determine where you will be present, determine a schedule for how you will show up and stick to it. If you only have time to post two times per week, then do that.
Make your decisions about where you are going to be and how you will show up considering your ICA’s behavior – if you are reaching a younger audience, a potential client might visit your Instagram account before they go to your website so a better presence there might be warranted. If you are reaching an older audience, your activity might focus more on Facebook.
Also, if you are posting less, go for more high-impact content, like videos and live events. Live events can be a huge driver of interest in your services because the algorithm favors them and it’s the best way to connect with your ICA.
If your social media activities start demanding more time and organization than you can efficiently handle manually, you might want to consider some technology to support you.
If you find yourself spending a significant portion of your day posting content, engaging with followers, or managing multiple social media platforms, it’s time to consider a scheduler.
These tools can be invaluable when you need to maintain a consistent posting schedule to enhance audience engagement but struggle to do so due to time constraints. Additionally, suppose your social media strategy involves analyzing performance metrics to refine your content approach. In that case, a social media management tool can provide these analytics in a more streamlined and accessible way.
Essentially, these tools are about maximizing your efficiency and effectiveness on social media, allowing you to focus more on content creation and less on the logistics of posting and monitoring.
Most tools, such as Planoly and Later, have trial periods so you can experiment with which one is right for you. I usually say leverage a tool that may be included somewhere else, such as the social media scheduler included in Canva, but it is not ideal and is still somewhat limited. I am hopeful that Canva and other platforms will eventually have all the functions and reliability of the existing schedulers, but we are not there yet.
Learning Management System
While this is not essential technology for growing a private practice, I think it’s worth mentioning here, because depending on your growth strategy, it may be important.
Many EHRs give you the ability to deliver courses and programs on their platforms. They are limiting, however. Let me explain.
First, if you are delivering a course to existing clients, it’s simple to build this offer and extend it from within an EHR that has this functionality. However, you will need a pro-level account for this so it will cost you more per month. Additionally, loading courses into your EHR can drive up data usage, which can also increase costs.
Second, EHRs do not host videos natively – meaning that you do not load the actual video to a course. You’ll need to upload your video to a video-hosting platform and generate a link – that link is added to your EHR for access.
Thirdly, if you are conducting an experience as a lead magnet or as a program available to people outside your client list, the EHR may not be the best choice as any participant may need to complete an onboarding process. Fresh leads may not be so keen on this and it may present a barrier to growing your list.
Consider these limiting factors before deciding to offer courses on your EHR. Experiment with the experience on an LMS and evaluate costs to make the right decision for you.
Conclusion
Having the tools we talked about today work in harmony to create a seamless experience for both you and your clients is the goal. This synergy amplifies the effectiveness of each tool, making your practice more efficient, professional, and client-focused.
As you make your decisions about which technologies to use and how you will leverage them, remember that the goal is to create a cohesive ecosystem that supports your practice’s growth and enhances the value you deliver to your clients.
Your Content Cure for This Week
Your Content Cure for this week is a Guide to Essential Private Practice Technology. Here is the link:
>> DOWNLOAD YOUR RESOURCE HERE<<
Key Takeaways
The Role of EHRs
EHRs are critical for modern nutrition practice, evolving from basic record-keeping to comprehensive systems with various functionalities.
Important considerations when selecting an EHR include budget, scalability, features, user experience, integration capabilities, data limits, security compliance, support services, customization, backup policies, and mobile accessibility.
Meal Planning Platforms
Meal plans are guides for client nutrition discussions, not strict mandates.
Algorithm-based software often lacks the personal touch, focusing more on nutrients than the overall eating experience.
Static platforms provide limited flexibility due to non-editable formats like PDFs.
Living Plate Rx offers a dynamic and personalized approach, emphasizing real-time collaboration between practitioners and clients.
Key factors in choosing meal-planning software include specific goals, client involvement, budget, value addition, system integration, ease of use, visual appeal, mobile access, support, and user feedback.
Marketing Tools
Canva is a versatile tool for creating professional graphics for various marketing materials.
A well-designed website is essential for attracting and retaining clients, with platforms like WordPress offering easy management.
Email marketing is crucial for lead nurturing and client retention, with factors like scalability and additional features to consider.
Social media marketing requires a strategic approach, focusing on the platforms most relevant to your target audience and producing high-impact content.
Learning Management Systems (LMS) for Client Education
LMS platforms can be essential for delivering structured educational content to clients and are another option outside of your EHR.
They offer a systematic, efficient way to present courses, webinars, and other educational materials, enhancing the client’s learning experience.
Most LMS offer native hosting of video content which may be preferred to outbound video links required by EHRs.
Jeanne Petrucci MS RDN
Founder, Expert Nutrition Content Creator
