Most of us have to have tough, frank conversations with our bosses from time to time, but none may be quite as daunting as “the pitch”—you know, when you have a great idea, but you have to convince your supervisor it's a winner before it’ll see the light of day. This is not the time to “wing it”—no, before entering this type of discussion, it’s important to do your homework. If you’re pitching your boss on a new EMR software solution, for example, you better make sure you have a handle on the benefits of the EMR—as well as its value and cost—so you can speak to that system's potential to drive success in the long run. If you’ve found yourself in this boat, follow these eight tips for selling a new idea in the workplace.

The PT’s Guide to Software Implementation and Training - Regular BannerThe PT’s Guide to Software Implementation and Training - Small Banner

1. Focus on the benefits.

How do you know if you’re touting a benefit or a feature? Well, it’s about the steak; not the sizzle. In other words, you have to know the amazing features that the right physical therapy software provides inside and out—and then some. As such, you’ll not only want to highlight things like intuitive and customizable initial evaluations, built-in compliance alerts, and data reporting and tracking, but also explain how these features play a role in everyday decision-making. Don’t just rattle off a list of details that will bore your boss to death. Instead, allow your boss to be involved in the process—and make him or her feel more invested—by showcasing several different software platforms that may be a good fit.

2. Identify a specific need or existing problem area.

Often, the first thing you’ll need in your ammunition belt is a solid reason why your practice needs a new software system in the first place. Money talks—and dollar signs can scare off even the toughest of bosses. So, your best approach with key decision-makers is to present meaningful data showing exactly how and where the business is wasting time, resources, and finances—and how this software platform can fix those issues. Don’t simply position this platform as a “nice-to-have”; rather, explain how it will create efficiencies.

3. Make sure the system is user-friendly.

Just because the newest software system on the block has lots of fancy bells and whistles—and comes wrapped in a shiny, new box—doesn’t mean it will be the right fit for your clinic. Sure, you’re probably replacing your existing system for a reason, but you’ve still gotta do your due diligence to make sure the new system you’re eyeing is easy to use and navigate. Just as you would when buying a new car, you should test drive the new software platform to ensure it’s as user-friendly and efficient as you believe it is—and that it’ll pass the smell test of your colleagues and your boss.

4. Seek out a reliable provider.

As with any big purchase, you don’t want to just show up to the store, get the goods, and be on your way; you want to know that the vendor you bought the product from will have your back if something goes awry. That means choosing software that not only provides exceptional customer service and unlimited support—but also does so at no extra cost. Furthermore, you should make sure your potential vendor will help guide you and your teammates through the implementation process. Assuring your boss that this particular software provider is reliable and trustworthy—and that your practice won’t have to sweat the switching process—can go a long way toward earning more buy-in.

5. Overcome objections.

Speaking of switching, selling your boss on making this transition won’t be easy, and you more than likely won’t succeed on the first attempt. So, in addition to doing your homework—and continuing to refine your sales pitch—you’ll want to get inside your boss’s head, anticipate the questions that he or she will raise, and prepare answers in advance. You know the benefits the new system offers, so it’s your job to position them in a way that truly speaks to your practice’s decision-maker. Sure, it’ll take some time and effort for everyone to get up to speed on a new platform, but if you’re turning to a trusted provider who’s selling you a top-notch platform, the learning curve will be completely manageable—and totally worth it.

6. Realize that timing is everything.

As someone looking to create positive momentum within your practice, you should also know when change isn’t feasible (i.e., when your practice is suffering from budgetary issues or slowing revenue streams). And while you may believe a new software solution can help therapists document and bill faster—which ultimately has a positive impact on bottom lines—the proof better be in the pudding. Approach these discussions carefully, and know that it might not be the right time for your practice to dole out money for a new software solution; after all, your boss may have his or her eye on saving money or budgeting for another big purchase. But, don’t give up for good. While selling your boss may not be in the cards right now, you should definitely circle back when the timing is more appropriate.

7. Remain positive and confident.

Don’t take objections or pushback personally; after all, your boss has to be sure that adopting a new software platform will provide real value to patients and therapists alike. Plus, he or she may report to someone else higher up the food chain. But, that doesn’t mean you should throw in the proverbial towel. Instead, we encourage so-called software champions to stay positive and confident no matter what challenges pop up along the way. After all, you’re selling your clinic on a new software system that you and your colleagues will use every day—no pressure, right?—and you’ve done a boatload of research to back up your pitch. If you’re still not getting the results you want, it might not hurt to take another dive into the software provider’s website to see if there’s any additional ammo you can use to strengthen your argument—and foster the buy-in you need to move forward.

8. Create a sense of urgency.

While you never want to rush an important—and potentially expensive—business decision, you also don’t want to dawdle or overthink the situation. So, what should you do? As the kids say, explain to your boss how therapists, clerical staff, and administrators alike may experience a serious case of FOMO—it’s actually a scientifically-proven phenomenon—if you don’t adopt a new software solution, pronto. As this resource points out, “Look at organizations...that are using your idea. It does not mean that implementing your idea will be for sure successful in your own company, but it is reassuring for the decision-maker.” Indeed, reminding key decision-makers that inaction could mean falling behind the competition could be enough to convince your boss to take action.


If you’ve ever pitched an idea to your boss, you know the business world moves at a snail’s pace and that decisions don’t happen overnight. Plus, change is difficult, so you may have to circle back to your proposal several times to gain the attention—and trust—of your boss. But, all your hard work certainly won’t be for naught. By detailing your clinic’s current problems, outlining your vision, and communicating the advantages of making a change, you’ll build a strong case for adopting a new software solution that’ll benefit your practice in the long term. Looking for more tips on how to get your practice on board with the right software? Check out this guide.

  • What Happens if Your Physical Therapy Software Goes Out of Business? Image

    articleJul 15, 2016 | 7 min. read

    What Happens if Your Physical Therapy Software Goes Out of Business?

    You’ve most likely heard the news: PTOS is going out of business. That means that in a few short months, PTOS customers will be left without a physical therapy practice management and billing software solution, so they’ve got to find new systems—stat . After all, no one wants to lose all of their valuable patient and business data—nor do they want to wait until the last minute to find a replacement. Shopping for a PTOS alternative, partnering with …

  • The State of Rehab Therapy Image

    downloadJul 14, 2017

    The State of Rehab Therapy

    Health care is not a static industry. It’s always changing, evolving, and progressing. No healthcare provider is immune to the effects of that change, but some—including physical, occupational, and speech therapists—have felt a greater impact than others. In an effort to assess the scope of that impact—and thus, better anticipate the future needs of the rehab therapy community—WebPT conducted an industry survey of therapy professionals across a wide variety of settings, specialties, and geographic regions. Our goal: …

  • The State of Rehab Therapy in 2017 Image

    webinarJun 5, 2017

    The State of Rehab Therapy in 2017

    WebPT recently conducted an industry survey of thousands of rehab therapy professionals across a wide variety of settings, specialties, and geographic regions. Our goal: To capture an accurate snapshot of the demographics, trends, frustrations, and motivations that shape our businesses, our future outlook, and our potential for success in this environment of change. In our July webinar, WebPT president and co-founder Dr. Heidi Jannenga, PT, DPT, ATC/L, and WebPT CEO Nancy Ham will share and analyze the …

  • Best-of-Breed Solutions vs. Jack-of-All-Trades Software Image

    articleJan 7, 2015 | 5 min. read

    Best-of-Breed Solutions vs. Jack-of-All-Trades Software

    After nearly ten years in sales and marketing, I’ve heard—and probably used—every figure of speech imaginable. Whether we’re advising to not count your chickens before they hatch or imploring that you not cry over spilled milk, we use these phrases to succinctly make our points. Perhaps that’s why we’re seeing a debate unfold in our industry pitting “best-of-breed” solutions against “jack-of-all-trades” software. And with our very own Heidi Jannenga deeming 2015 as “ the year of the …

  • articleOct 11, 2012 | 4 min. read

    What Can Your EMR Do for You Beyond Documentation?

    Today’s blog post comes from copywriters Charlotte Bohnett and Erica Cohen. Earlier this week we tackled four reasons your practice should ditch paper documentation and go digital with Electronic Medical Records (EMR). At this point, you've either already made the switch or you’ve probably at least made up your mind to go digital soon. No matter what stage you’re in, we all know that EMR is an investment, and you might be wondering how to get the …

  • 10 Signs Your Current Physical Therapy Software is Bad for Business Image

    downloadSep 26, 2016

    10 Signs Your Current Physical Therapy Software is Bad for Business

    Whether you’re starting your private practice or leading a national organization, bad-for-business software systems can wreak havoc on your clinic—negatively impacting everything from productivity and revenue collection to patient satisfaction and employee morale. With that in mind, isn’t it time to take a cold, hard look at your so-called solution?  Enter your email address below, and we’ll send your free guide.

  • The State of Interoperability in Outpatient Rehab Therapy  Image

    articleJan 2, 2017 | 6 min. read

    The State of Interoperability in Outpatient Rehab Therapy

    We’ve been talking about the importance of interoperability in health care for a while now—in articles like this one , this one , and this one . And while the idea of open, seamless data exchange among healthcare systems and providers always seemed like a great thing to have, it’s quickly becoming much more of a must-have. That’s because a collaborative-care, pay-for-performance healthcare model requires that providers from all disciplines actually communicate with one another in real-time …

  • Why Hospital-Based Outpatient Facilities Should Implement a Rehab Therapy-Specific EMR Image

    downloadMay 11, 2017

    Why Hospital-Based Outpatient Facilities Should Implement a Rehab Therapy-Specific EMR

    Success in this increasingly complex, reform-driven healthcare world doesn’t necessarily require complex solutions. In fact, the key to moving the needle in all areas of reform is simple: arm your outpatient therapy providers with the tools necessary to track, assess, and prevent functional decline. In other words, provide them with a therapy-specific EMR that integrates with your hospital-based system. Download your free one-sheet today to learn how a therapy-specific EMR can help your organization achieve: Better care …

  • Sharing is Caring: Why Interoperability is Critical to Collaborative Care Image

    articleJan 11, 2017 | 5 min. read

    Sharing is Caring: Why Interoperability is Critical to Collaborative Care

    By this point, you already know that collaborative, patient-centered care models are the way of the future. It only makes sense. Providers cannot continue to operate in silos , because patients aren’t their diseases, conditions, or injuries; they’re whole people—and a whole person may require an entire team of practitioners working together to provide the best possible care at the best possible time in the most holistic way. In order to implement this new care methodology, though, …

Achieve greatness in practice with the ultimate EMR for PTs, OTs, and SLPs.