Building a Budget-friendly Principal Care Management Software

Ashlesh Khadse
May 19, 2025
2:14 pm
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The Center for Medicare and Medicaid (CMS) has become the major cornerstone in the healthcare industry. Under its various programs, it serves a significant population of the United States. To give you an example, the CCM program alone serves 44 million patients.

However, the unique proposition of the Chronic Care Management (CCM) program is that it is only aimed at serving chronically ill patients with two or more chronic conditions. And there are around 61 million patients with only one serious chronic condition.

Recognizing this gap and making care delivery even easier by reducing both clinical and financial burdens on both patients and providers, PCM, better known as the Principal Care Management program, was introduced in 2020.

While it is still an evolving program, it has surely given hope to the entire healthcare service providers to serve better. And unlike any other care coordination software, it requires special curation that aligns with the CMS’s guidelines and enables you to document every care activity easily and effectively.

However, finding both efficient and affordable principal care management software is often a challenge, and this is where you try to find the perfect balance between your budget and care delivery.

On that note, in this blog, let’s see how you can start your PCM program with eCareMD software that barely costs you anything.

Identifying Your Essential Needs

When it comes to choosing or deciding, it is always important to know what you need to make the right choice. Similar is the case for the PCM software, first, you have to identify the features and functionalities you need. Also, doing this makes you understand exactly how you want your software to function. Additionally, you will get a blueprint of what to look for rather than blindly choosing from the available options.

So, first, you need to list the must-have features such as:

Appointment Scheduling: With appointment scheduling, your booking process is streamlined, and you don’t need to schedule appointments manually. This reduces the extra work and frees more time for patient care.

Billing and EHR Integration: With billing, you can get your remunerations and have fewer denials, and many manual data entry mistakes can be avoided. Additionally, EHR integration gives you seamless data flow and access to patient information in real-time.

Telehealth Platforms: As PCM relies heavily on coordination, remote consultation, and care delivery, you need secure channels of communication. So, implementing telehealth platforms such as secure messaging and video conferencing platforms is necessary. This will help you better coordinate with involved providers and give better remote consultations to patients.

Patient Portals: Having patient portals has now become essential as they are the first point of contact between a patient and his provider. With patient portals, patients can also easily assess their health information and access care services more conveniently.

However, there are also some other features that can boost the capabilities of your software. Features that can be added are automation, AI, and machine learning. Having these features makes manual tasks more efficient and saves a lot of time for providers and administrators. Additionally, AI and machine learning help in data analytics, making more informed decisions and improving patient outcomes.

Last but not least, consider the size and reach of your practice and your available resources before choosing the software. The size and scope of your healthcare practice also become a deciding factor in what features and functionalities to choose from. For instance, if you are serving in multiple regions, then it will be good to have multi-lingual support as a feature. So, pay attention to these small details to get the best care management software that suits your needs and requirements.

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Exploring Different Pricing Models

After deciding on the features, you hit the market to search for the cost-effective Principal Care Management software that follows your checklist. But when you do so, you need to decide from the pricing models available in the market. Here, you need to not only consider the tag price but also look beyond that. You need to watch out for the costs of implementation, training, and support, as well as any other hidden costs, because all of these combined decide the principal care management software pricing.

Let’s break down the common pricing models available to give you an idea:

Subscription-based Pricing (SaaS Model):

Here, as the name suggests, you have to pay a monthly or yearly subscription to use the software. This model is seen mostly in cloud-based PCM software and charges according to the number of users. The benefits of choosing this model are lower upfront costs with regular software updates and security patches. Moreover, you can increase the number of users over time, and there is no need to invest in heavy IT infrastructure.

But it also comes bearing its own drawbacks, for instance, you need to pay continuously, and stopping the payment results in losing access. Additionally, you can also incur hidden costs on implementation, training, and ongoing maintenance. This can be the best affordable patient care management software for small and mid-size healthcare practices.

One-time Purchase

Here, you only need to pay once, and you get lifetime access and ownership of the software. This eliminates the need to pay continuously, and you get full control over your data. This is a cost-effective principal care management software option if you are going to use the software for a long time and serve a larger patient population. But, like the advantages, it also has some disadvantages you need to consider before deciding.

The first is its high upfront cost, additionally, the company may charge separately for updates and repairs. And unlike cloud-based software, it requires servers and separate systems to function effectively. Moreover, the scalability depends on what type of software architecture you choose, so consider this point before deciding.

Tiered Pricing:

This option is the most flexible among the available options, as it offers packages that meet your unique needs. It starts with basic principal care management software pricing plans and goes to premium plans. The software features are based on the plan, as the basic plan only has the core PCM functions. Standard has core functionalities along with EHR integration and messaging platforms. Lastly, the premium plan has AI analytics and automation and has the highest cost. These plans can be chosen based on your needs and can be upgraded or changed as your practice grows over time, thus offering scalability.

However, the premium features can grow expensive over time, and lower-tiered plans may lack the essential tools. Furthermore, you can also be charged for any add-ons in the future, or upgrading to higher tiers can cost extra fees. These types of plans are best for growing practice as you only pay for what you use.

Leveraging Cloud-Based Solutions

At the rate of technology evolution, cloud-based software solutions are becoming the best option for every software, including PCM. This software offers great advantages over traditional server-based healthcare software.

Let’s see some benefits of cloud-based healthcare software:

Scalability: As your practice grows, cloud solutions let you easily add more users, patients, or storage without major upgrades. Unlike on-premises software, there’s no need for expensive servers or IT maintenance.

Accessibility: Cloud-based PCM software allows providers, care teams, and even patients to access data from any device, anywhere. Supports remote patient monitoring and telehealth, ensuring continuous care beyond clinic walls.

Lower-upfront Cost: With this, there is no need to invest in hardware or in-house servers. Most cloud solutions follow a subscription model (monthly or annual fees), making them budget-friendly. You also get automatic updates that reduce IT workload and ensure compliance with the latest healthcare regulations.

Along with this, you also need to ensure that the software is secure and can protect the privacy of your patient data. Check that the software is compliant with regulations like HIPAA, HITECH ACT, and other healthcare regulations. Moreover, role-based access control should be added to provide an additional layer of security.

Apart from this, ensure that the provider gives data encryption and ensures data security in transmission and at rest. Also, choose a service provider that offers regular backups, 24/7 customer support, and integration with your existing systems.

Compare Features and Pricing

When it comes to choosing the right and affordable principal care management software, it is important to balance features, costs, and long-term value. The first thing is the license fee or price of the software; they are different, and with it, their features and other offerings also change. For instance, subscription-based software offers a lower upfront cost with ongoing fees and other features. Same is true with other principal care management software pricing models, so you need to carefully consider this.

Additionally, you need to have EHR integration telehealth and remote patient monitoring (RPM) tools. These tools are important for providing virtual care and other healthcare services and checking these features beforehand ensures that there are no additional costs.

Moreover, scalability is another factor that you should consider as your practice will grow over time and it needs to accommodate the growth. Also, look out for hidden costs such as setup fees, cloud storage, and premium support.

Ultimately, the best principal care management software balances functionality, cost, and ease of use. Rather than focusing solely on price, consider long-term value and workflow efficiency to ensure the best investment for your practice.

Seeking Recommendations and Reviews

Before investing in Principal Care Management (PCM) software, it’s essential to gather real-world insights from other healthcare providers. Talking to local practices can provide firsthand information about software usability, customer support, and hidden costs. Their experiences can help you identify potential challenges and determine which solutions work best for similar practice sizes and workflows.

Reading online reviews and testimonials is another valuable step. Platforms like G2, Capterra, and Trustpilot offer user feedback on software performance, ease of use, and reliability. However, be mindful of biased or sponsored reviews—focus on detailed, experience-based testimonials.

Industry-specific forums and communities such as Reddit, health, or healthcare LinkedIn groups can also be helpful. These care management platforms allow you to ask questions, compare experiences, and stay updated on the latest principal care management trends. By combining peer recommendations, online research, and industry insights, you can make a more informed, confident decision about your PCM software investment.

Conclusion

Choosing the right and cost-effective Principal Care Management (PCM) software requires careful consideration of features, pricing, security, and scalability. A solution that fits your budget should not compromise quality and functionality. By evaluating needs, comparing pricing models, and seeking trusted reviews, you can make a confident decision that enhances care coordination and patient outcomes.

Now that you’re equipped with the right knowledge, start your research today to find the best PCM software for your practice. Click here and take the first step.

Frequently Asked Question’s

1. What is PCM software, and why do I need it?

PCM (Principal Care Management) software helps healthcare providers manage care for patients with a single chronic condition. It streamlines documentation, billing, and communication, ensuring compliance with CMS guidelines. You need it to improve patient outcomes, enhance efficiency, and maximize reimbursements while reducing administrative burdens in chronic care management programs.

2. How much does PCM software typically cost?

The cost of Principal Care Management (PCM) software varies based on features, provider size, and vendor pricing models. It typically ranges from $50 to $200 per patient per month or follows a flat monthly fee. Some vendors charge per user or offer customized pricing based on service needs and integrations.

3. What are the key features to look for in affordable PCM software?

When choosing affordable Principal Care Management (PCM) software, look for easy EHR integration, automated billing, task management, patient communication tools, and compliance with regulations like HIPAA. It should also offer user-friendly navigation, reporting features, and remote patient monitoring support to improve efficiency, reduce costs, and enhance patient care.

4. Is cloud-based PCM software secure?

Yes, cloud-based Principal Care Management (PCM) software can be secure if it includes strong encryption, HIPAA compliance, multi-factor authentication, and regular security updates. Choosing a reputable provider with data backup and access controls ensures patient information stays safe while offering flexibility, scalability, and improved care coordination for providers.

5. How do I choose the right pricing model for my practice?

To choose the right pricing model for your Principal Care Management (PCM) practice, consider patient volume, reimbursement rates, and software costs. Subscription-based models work for steady caseloads, while pay-per-use suits variable needs. Ensure the model supports scalability, maximizes reimbursements, and aligns with your practice’s financial goals for long-term success.

6. How can I get started with implementing new PCM software?

To implement Principal Care Management (PCM) software, start by assessing your needs, choosing a HIPAA-compliant solution, and ensuring it integrates with your EHR. Train staff, set up workflows, and run test cases before full deployment. Regularly monitor performance and adjust processes to maximize efficiency and patient care benefits.

7. What are some common mistakes to avoid when choosing PCM software?

When choosing Principal Care Management (PCM) software, avoid mistakes like ignoring EHR compatibility, overlooking compliance requirements (like HIPAA), choosing a complex system that frustrates staff, and neglecting customer support. Failing to check user reviews or skipping a demo can lead to costly, inefficient software that hinders patient care and workflow.

8. How can I ensure a smooth transition to a new PCM system?

To ensure a smooth transition to a new Principal Care Management (PCM) system, train staff thoroughly, migrate data carefully, and choose a user-friendly platform. Work closely with the vendor for support, test the system before full implementation, and address workflow challenges early to minimize disruptions and improve efficiency.

9. What kind of training and support is usually offered with PCM software?

Principal Care Management (PCM) software usually comes with training and support like live demos, user manuals, video tutorials, and webinars. Many providers offer 24/7 customer support, onboarding assistance, and technical help. Some also provide dedicated account managers to ensure smooth implementation and ongoing success for healthcare providers.

10. Does affordable PCM software mean sacrificing functionality?

Affordable Principal Care Management (PCM) software doesn’t always mean sacrificing functionality. Many cost-effective options offer essential features like care coordination, billing, and patient tracking. The key is to compare solutions, check for hidden fees, and choose one that balances affordability with the tools needed for efficient patient management.

11. How can I calculate the ROI of investing in PCM software?

To calculate the ROI of Principal Care Management software, compare the total revenue generated from PCM services (e.g., reimbursements) to the software’s cost, including setup, training, and maintenance. Factor in time savings, improved patient outcomes, and reduced administrative workload. A positive difference means the investment is boosting profitability and efficiency.

12. What are the latest trends in PCM software?

The latest trends in Principal Care Management (PCM) software include AI-driven automation, remote patient monitoring, seamless EHR integration, and enhanced data security. User-friendly dashboards, automated billing, and patient engagement tools are improving efficiency. Compliance with evolving regulations and value-based care models is also shaping the future of PCM software.

13. Where can I find reliable reviews and comparisons of PCM software?

You can find reliable Principal Care Management (PCM) software reviews and comparisons on websites like G2, Capterra, Software Advice, and Gartner. These platforms offer user feedback, feature comparisons, and expert insights. Checking healthcare forums, and industry blogs, and requesting vendor demos can also help in making an informed choice.