# HMIS vs Practice Management Software: What's the Difference and Which Does Your Facility Need? URL: https://tymirahealth.com/resources/blog/hmis-vs-practice-management-software By Tymira Health Success Team | Published 8 November 2026 | Updated 8 November 2026 | Practice Management | 5 min read > HMIS and practice management software both hold patient records, but they serve different facilities. What each does, how SHA rules apply, and how to choose. An HMIS runs a whole hospital: wards, labs, pharmacy, billing and reporting. Practice management software runs a smaller practice: bookings, notes, invoices and client follow-up. Both hold patient records. The right choice depends on your size, your services and whether you claim from SHA. This guide explains the difference in plain terms. ## What is an HMIS? An HMIS, or health management information system, is software that runs a whole facility. It links the departments a patient passes through in one visit. A typical hospital HMIS covers: - Registration and patient records. - Outpatient and inpatient care, including wards and beds. - Laboratory, radiology and pharmacy. - Billing, insurance claims and payments. - Stores, staff and management reports. In Kenya, the term now has a second meaning. SHA and the Digital Health Agency (DHA) use "HMIS" for the certified system a facility uses to verify members and send claims to SHA. ## What is practice management software? Practice management software runs a smaller practice. It is built for the daily work of a clinic with a few clinicians, not a hospital with many departments. It usually covers: - Online booking, reminders and calendars. - Client records and session notes. - Invoices, receipts and payments, including M-Pesa. - Follow-up, outcome measures and simple reports. Specialist versions exist for therapy, physiotherapy and dental practices. They match the way those clinicians work, such as recurring sessions and treatment plans. ## What is the main difference? The main difference is scope. An HMIS manages many departments working together. Practice management software manages one practice and its clients. - Built for: an HMIS suits hospitals and large clinics. Practice software suits small and mid-sized practices. - Main job: an HMIS links departments in one record. Practice software runs bookings, notes and billing. - Users: an HMIS has many staff members across departments. Practice software has a few clinicians and a front desk. - Set-up: an HMIS often takes weeks to months. Practice software can be ready in days. Neither is better in general. A physiotherapy practice with three clinicians does not need ward or theatre modules. A Level 5 hospital cannot run on a booking tool. ## What do SHA and DHA now require? If your facility claims from SHA, you must use an HMIS that the DHA has certified. Kenya's Digital Health (Health Information Management Procedures) Regulations, 2025 require digital health solutions used in care to be certified by the agency. SHA is moving facilities off its Provider Portal. Instead, each facility connects its own certified system to the national platform. That system verifies members, requests pre-authorisation and submits claims. The deadline has moved several times. In a joint notice on 30 October 2026, SHA and DHA set 30 November 2026 as the final date and said the Provider Portal would close then. By that notice, all 6,427 public Level 2 to 4 facilities had moved, but only 371 private facilities had. If you do not claim from SHA, this rule does not decide your choice. You still need a secure system under the Data Protection Act 2019, because health data is sensitive personal data. ## Which does your facility need? Start with three questions: how many departments you run, how you get paid, and what your clinicians do each day. 1. Hospital or multi-department clinic: you need a DHA-certified HMIS. 2. Small practice that claims from SHA: you need a DHA-certified system for claims. Ask whether your practice software is certified, or how it works alongside one. 3. Small practice paid by clients, employers or private insurers: practice management software is often enough. Some facilities use both. A hospital may run an HMIS for claims and admissions, and a specialist tool in its mental health or physiotherapy unit. Our [clinic operations guide](https://tymirahealth.com/resources/blog/healthcare-practice-management-clinic-operations-guide) shows how a practice ties these tasks together. ## What should you ask a vendor? Ask the same questions whichever type you are buying. Get the answers in writing. - Is the system certified by the DHA? Ask for proof. - Can it send and receive SHA claims, if you need that? - Who can see which records? Check [role-based access](https://tymirahealth.com/resources/blog/role-based-access-control-in-healthcare-practice-management). - Where is the data stored, and how is it backed up? - How long does set-up take, and who trains your staff? - What does it cost each month in KES, and what is extra? Tymira360 is practice management software for mental health, physiotherapy and dental practices in Kenya. It covers bookings, structured notes, outcome measures and billing in one place. Before you buy any system, check that it fits your services and your SHA position. ## Key takeaways - An HMIS runs a whole facility. Practice management software runs a practice. - Facilities that claim from SHA need a DHA-certified HMIS. - SHA and DHA set 30 November 2026 as the final date to leave the Provider Portal. - Small practices not claiming from SHA can usually start with practice management software. - Ask every vendor about certification, access controls, data storage and full cost. ## Frequently asked questions **Is an HMIS the same as an EHR?** No. An electronic health record holds a patient's clinical history. An HMIS includes records but also runs billing, stores, labs and reporting across a facility. **Do private practices have to use an HMIS?** Only if they claim from SHA. Facilities in SHA schemes must use a DHA-certified HMIS. Others still need secure records under the Data Protection Act 2019. **How do I check if a system is DHA-certified?** Ask the vendor for its certificate, then confirm with the Digital Health Agency. DHA has asked facilities with questions to contact its helpdesk. **Can a small clinic use both systems?** Yes. Some practices use a certified HMIS for SHA claims and practice software for bookings, notes and follow-up. Check that the two can share data securely and without double entry. **What happens if we miss the SHA deadline?** SHA has warned that facilities that do not move may face problems with member checks, pre-authorisation and claims. Contact the DHA early if you need help. This article is for operational education. It is not legal advice. Check the latest SHA and DHA notices before you make decisions. Want to see how practice software fits your clinic? [Book a demo](https://tymirahealth.com/demo) of Tymira360. ## About the author **Tymira Health Success Team**, Healthcare Operations and Customer Success Insights from the Tymira Health Success Team on healthcare practice management, patient experience, healthcare finance, specialty care workflows, and clinic operations. --- **About Tymira Health:** Tymira Health is a healthcare technology company based in Nairobi, Kenya. It builds Tymira360, a practice management and EHR platform for mental health, physiotherapy and dental providers, clinics, hospitals, NGOs and insurers across Africa. - Book a demo: https://tymirahealth.com/demo - Contact: https://tymirahealth.com/contact (info@tymirahealth.com) - All resources: https://tymirahealth.com/resources/all