Line item accounting provides information down to the procedure code level, making it easier to collect outstanding patient balances.
Clinical charting is at its best when combined with digital imaging. There is nothing more efficient than diagnosing and planning treatment from one screen. When you consider the cost of chemicals, equipment maintenance, mounts, and time, you will quickly realize that traditional, film-based X-ray imaging is more expensive, cumbersome, and time consuming when compared to digital imaging.
The fact is the newest CMOS digital radiography from DEXIS, Kodak, DentiMax, Schick, and other companies produces images that look just as good as film. When combined with imaging software, you will have a comprehensive system that can handle all of your X-ray needs.
I have found that XLDent dental software uses wireless Tablet PC technology to handle all aspects of the dental office.
Practice/software workflow
Do the features listed in the software's marketing literature translate into a program that is really going to work for your practice? What appears good on paper may not always make it in the real world. Install a demonstration version of the software on your computer and take it through its paces. Call at least three references who are using the same software release that you are considering to purchase. Don't be afraid to ask the vendor hard questions; it's better to ask questions before you pay money than after you sign a long-term contract.
Most importantly, involve your office staff in this critical purchasing decision. The members of your office staff will determine the success of the transition to a new software system. It is always better to get them to "buy in" sooner rather than later.
Like most offices, you probably start and end your day while in your software's appointment calendar, the all-important screen that displays scheduled patients. Make sure the appointment screen displays pertinent appointment information in a way that is easily viewed. Information such as procedure abbreviations, the patient's name and phone number, and the current time of day should be prominently displayed on the appointment calendar.
If you operate a busy practice, make sure your appointment calendar can designate blocks of time for things such as high production or new patient times so that appointments are created in an organized and controlled way. A good appointment calendar will go a long way in assuring a smooth office workflow.
Finally, make sure the software allows you to easily transition from screen to screen. When a new patient calls, your front desk will need to set an appointment, add new patient procedures to the appointment, and create a new patient record that is possibly linked to an insurance company.
Does the software move intuitively between these screens? When a new patient checks in to the office, does the software have a way to communicate that the patient is ready to be seated? Is there a nice flow of information from the charting screen to the appointment screen and other areas of the program? Can digital X-rays be taken easily and viewed from within the charting screen? Visualize your office workflow as you go through these types of questions.
Support, training, and learning tools
Place even the greatest software tool into the hands of untrained staff, and you will have problems. Software is only as good as the individuals using it. Whatever system you choose, and whatever your staff's computer literacy happens to be, make sure that you are able to provide the training tools needed to bring your team up to speed.
All software systems should, at a minimum, come with a comprehensive manual and easy-to-access help screens. Interactive training CDs and training DVDs can be helpful for learning, but nothing can totally replace training with an expert. In addition to manuals and training media, some companies offer inexpensive, live Internet training. This tool is so good that at times it may seem as if the trainer is sitting next to you as he or she walks you through the software.
Before you buy any software program, make sure there is someone you can call if you need technical assistance. Most software companies offer onsite support, either through their own training department or one of their local dealers. At a minimum, the software company should offer 1-800 telephone technical support.
As part of software evaluation, call the support line and see how quickly your call is answered. You may be surprised at the long hold times some companies have. Once you get through, ask a few questions to verify that the support staff can quickly answer your questions in an understandable way. If they cannot help you with a simple question before you are a customer, you probably are not going to get good support after you become a customer.
Summary
Deciding which software program your office should adopt is not a decision to be made lightly. From SoftDent, Dentrix, EagleSoft, Curve, and DentiMax, there are some great software programs currently offered. Ultimately, whichever software you choose, make sure it fits your current and future needs, as well as effectively handles your practice's financials and workflow. Choosing the right software can be the best decision you ever make for your practice.
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