Maclean-McNicoll GP accounting software review

Originally published in GP magazine .

Written for GP magazine around 2002. This is the version I submitted - the published article may have been edited.

My practice has for some time used the Maclean-McNicoll GP accounting software package. If you are thinking of computerising your practice accounts, then this review will hopefully give you some further information on whether it is suitable for you.

The software is a computerised cashbook package that allows a GP or practice manager to keep track of practice finances, with the specific aim of making the monitoring and drawing up of the yearly accounts easier. Its main claim is that it has been specifically developed for GPs and understands the GMS ‘Red Book’ contract, PMS contracts, VAT and dispensing requirements. It is written by two working GPs and draws upon their experience in this field with the feedback and suggestions of numerous practice managers, GPs and accountants.

It does not claim to do full accounts, and if you are currently using an alternative program that gives cash flow projections and other advanced facilities then, unless you are unhappy with it, there is no need to switch. Maclean-McNicoll state that the next version of their software, expected soon, may do full accounts as well as electronic transfer of NHS income from the Exeter system.

The software is a Windows-based program that is easy to install, runs on any version since Windows 95 and doesn’t have any other special requirements. The program allows you to set up as many accounts as you like, your main current account being the most important. You can set up accounts to track things like petty cash, partners’ expenses, high interest accounts, etc.

Learning to use the program is relatively straightforward, though a basic understanding of accounts and tracking spending would seem sensible. However, it is unlikely that you would give this work to someone who isn’t currently doing it. When first setting everything up you do have to put some thought into what categories and sub-categories you are going to use. There is a standard set included that you can alter for your needs, and some big accountancy firms that Maclean-McNicoll has worked with will provide you with suggestions.

Entering data into the accounts is easy. You can set up direct debits and credits and can memorise payments to make them quick to enter in future. You can assign numerous levels of category to an item; this allows you to track it and helps you compare one year with another. There are several special data-entry templates available for NHS items, e.g. GMS breakdowns, that allow you to fill in the appropriate boxes quickly from your NHS statements.

You can view the data in multiple ways, looking at just credits or debits or just NHS-related items. You can look at just one month’s values or the whole year. There are numerous reports built in that cover most eventualities, and there is the facility to enter national averages for things like GMS payments and your list size so you can produce reports that break income down per patient and by area, so you can compare things with published averages to see how you are doing.

You can print out reports and graphs having previewed them first, and the program can output data to certain chartered accountants’ software. The program has full reconciliation functions and keeps track of your reconciled and un-reconciled bank balances. Another of the program’s selling points is that it links directly to the Dr Ferguson payroll package, allowing the two to work together.

If you are thinking of computerising then it might be best to start at the beginning of the financial year, otherwise you will have to enter all the year’s transactions so far. You can download a trial version that allows you to enter data for four months, after which you can pay for the whole thing. It would seem sensible to run this and your current system alongside each other for a while until you are happy.

There is a very good support line and you can even speak to the authors if you need to. As they are GPs they are going to know your problems, and this is probably one of the major selling points versus a faceless company. Other packages available do offer features that aren’t currently available from Maclean-McNicoll; however, they also have a lot of features that aren’t needed, aren’t specifically intended for GP accounts and may need more time setting up.

If you currently don’t use computer accounts, this is an excellent package that allows you to do most things now, will undoubtedly make the process of drawing up year-end accounts easier and has the promise of more to come.

The program costs £199+VAT; this includes one year’s maintenance. It is then £75+VAT per year, which includes automatic bug fixes and upgrades when available. Their website is www.gpacc.co.uk and they can be contacted at admin@gpacc.co.uk.