Buyers Guide: Dental Practice Management Software

Practice Management Software Functions

Dental Practice Management Software
  • Scheduling
  • Charting
  • Image Management
  • Patient Communication
  • Specialist Communication
  • Online Billing
  • Reporting
  • Practice Marketing
  • Insurance Estimates/Claims
  • Cloud Backup
Dentalcompare
Clinical Director
Wednesday, July 9, 2014

Practice Management Software – More Than Just a Ledger

There is no question the impact computers have had on the dental industry. Almost every practice has some type of practice management software running on a computer. There’s no longer a question of whether or not you need software to help manage your practice, the new question is one of progression: Are you fully taking advantage of everything your software can do for your practice?

If all your software does is work like an expensive ledger, you can find the same functionality out of free web-based accounting software. However, by expanding your use of features available in your software, you can increase efficiency in real ways that impress your patients and improve your bottom line. Here are a few key essentials every practice should have to demonstrate this:

Appointment Book: The paper feel of that big binder full of appointments certainly endows a sense of security. But what if you get a call from a patient asking for the date of her next hygiene appointment and all she can remember is “next summer”? Do you really love that rush of patients done with their hygiene appointment at the top of the hour who all need to schedule that recall? A unified digital appointment book allows for easy search, distribution of workload to other staff members such as scheduling from the operatory, linking appointments to demographic information, and more. 

The Chart: Everyone who has ever had a paper chart at one point lost track of it, or had it needed by multiple team members at the same time. A digital chart provides access to every member of your team, and can be a comprehensive document of present, past, and future treatment.

Imaging: Equipment such as an intraoral camera has become an essential tool for your practice. Quick and easy access to these images is essential, and your practice management software can tie those in with every other bit of imaging you have on that patient, from digital x-rays to digital panoramic images. 

Take the plunge. While change may be hard for an office to endure on the front end, rarely is there a situation where adding practice management software doesn’t improve the lives of everyone. One last recommendation: A Dell workstation is not a server. Hardware is just as critical as software and it is important to invest in a solid server that can efficiently and reliably run the software you select for your practice. 

What I Need to Know

Here some of the additional features dental practice management software platforms can provide to your practice:

Electronic Claims: For a little more than the cost of a stamp, you can expedite sending your insurance claims by using an electronic claims service integrated into your software. It is easy to set up, and you will see faster turn-around time for the check from the insurance.

Electronic Billing: There is no longer any need to churn that $120 printer for four hours and spend the rest of the day stuffing envelopes.  Electronic Billing enables you to view every statement that needs to be sent, add a specific or general message, and then have it securely sent to another location for automatic printing, folding, packaging, and delivery.

Specialist Communication: A HIPAA compliant platform that allows you to send patient information, images and other case details to your specialist partners can speed up the process for the patient and eliminate the need to print records or duplicate images.

Patient Communication: Newer versions of many practice management software platforms make it easy to keep in touch with patients. Considering the widespread adoption of mobile and smartphones, it makes sense to have an integrated system that allows your office to use email and text messages to confirm or remind patients up their upcoming appointments.

Credit Card Processing: Most offices take credit cards for payment. When this is integrated with your practice management software, you can directly post payments to the patient’s account. For those patients on a payment plan, you can even set up recurring payments on the same card. 

Digital Clipboard: Simply put, what will impress a patient more, handing him a stack of papers attached to a clipboard, or handing him an iPad with a digital form on the screen?

Online Account Access: This feature makes it easy for patients to log in to their account, see any available balances, whether the insurance has paid its share of their bill, and even make a payment. Another convenience is the ability for patients to view their next appointment or request a different one. 

Insurance Eligibility and Coverage: The best way to know you are communicating the correct fees and copays to your patients is to know what the insurance is going to pay, whether they have current coverage, or what they have used from their deductible. With the insurance information already in your software, you can easily access an online insurance portal that will tell you everything you need to know. 

Reporting: Your practice management software harbors a ton of data. Many newer updates make it easy to fun filters or analysis on that data to keep your finger on the pulse of your practice. Reports such as influx of new patients, where referrals are coming from, what your hygienist produces per hour, or how many missed appointments you’ve had in the last year can help you fine tune your operations and improve practice efficiency and profitability. 

Mobile Access: Whether you are getting a late night emergency call, or on the road at a convention, you should be able to access your practice information. Look for software that makes it easy to jump on an iPad app, or log in from a web browser. 

Customized Patient Alerts: Rather than searching through a patient’s chart to figure out if she needs a reminder for a pre-med before her hygiene appointment, simply set up a customized profile for that patient in the software. You can create notifications based on health history, prescription information, or whether or not that person has treatment specific needs such as a latex allergy.

Backups Services: Losing crucial data would be the equivalent of a fire burning up all your charts. Look for a software setup that has integrated cloud backups to store your information securely and safely online. It’s like fireproofing your charts but with the added benefit of being able to access them even if your practice is still on fire. 

Questions to Ask

  1. What are the hardware requirements needed for a server to run this software?
  2. What are the hardware requirements for workstations to access the software? 
  3. What computer operating systems is the software compatible with?
  4. Are there ongoing monthly charges for using optional software modules or eServices?
  5. Will I be able to migrate data from my current practice management system to the new software?
  6. What digital imaging systems and digital imaging software platforms can be integrated with patient records in the new practice management software platform?
  7. Is there a charge to upgrade to a newer version of the software in the future? If so, what will that cost in the future?
  8. What training is offered, and how much time should I plan on allocating to getting my staff comfortable and proficient with the new software?
  9. What online resources and other customer support is available to help answer software questions from me and my team?
  10. If I want to upgrade to a new version of the software will I need to upgrade my hardware to access the latest functionalities?

Definitions

eService – These automated online software functionalities can sometimes be standard features, but often are available for an additional fee. eServices are designed to use a practice’s data to accomplish tasks without the need for direct staff interaction.

Hardware – The physical components of a computer system, hardware includes the processor, hard drive, graphics card, sound card, memory and other tangible elements of a computer system.

Operating System – The basic software that makes a computer operate, the operating system, sometimes called the OS, manages the hardware and common services used by multiple software applications.

Server – The hub of a computer network, the server provides a central computing platform and data management system for all connected computers.

Software – Also referred to as applications, software are the programs a computer runs to accomplish specific tasks. In order to function on a given computer, software must be compatible with both the hardware and the computer’s operating system.

Software As A Service (SAAS) – Sometimes referred to as cloud-based software, SAAS applications are available via an internet connection, providing many of the same features and functions as similar software based on a server or local workstation. SAAS applications are not purchased but accessed for a monthly or annual fee which includes free software upgrades.

Workstation – The computers that connect to the server are often referred to as workstations. Usually a workstation includes a keyboard, monitor and mouse. They can be standalone computers with their own operating system that links to the server for access to shared data or simply a terminal that directly accesses the server.

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