Dental practice management software – you either love it or hate it. (And, sometimes both.) 

The fact of the matter is, your dental organization needs a practice management system to survive. So, when should you consider changing software? 

Step #1: Determine How Satisfied You Are With Your Current Software

The first thing to ask yourself, and your teams, is whether or not you’re happy with your current system. There are definite pros and cons to every system, but here are some key questions to help you determine your level of satisfaction with the software:

• Is the system reliable and stable? Does it crash or freeze frequently impacting your ability to serve patients? Can you trust the outputs you’re receiving from your system?
• Is your system cumbersome and outdated? Are you constantly saying ‘there’s got to be a quicker way to do this’? When comparing it to your other technology, is it lagging?
• Does your system assist in running your business? Does it allow for the metrics you need to understand your performance? Does the system’s outputs show you the important data for budgeting, analyzing provider performance, reviewing insurance payors, etc.?
• Will your system support your anticipated growth? Whether you have one practice and are planning to open a second, or have 10 practices and are planning to double that over the next few years, will your system support you now and then?
• What are the costs and benefits of staying with your current system? And, what are the costs and benefits of transitioning to a new system?

Step #2: Research Alternatives

If you’ve determined you’d like to research alternative systems, there are numerous things to keep in mind while researching:

• What alternative systems are available? Are they cloud based or installed locally on each computer/server? If cloud based, will your current internet connectivity support the new system?
• What are the costs of each respective system? Is it a straight fee, or an annual per member style fee? Will the fees increase and how often? Does the cost increase with more practices or users?
• What does the system include and what will need to be added on as an ancillary product? Do your current systems (patient communication, x-ray system, computers, payment systems, accounting system, etc.) integrate with the new software? It’s easy to miss this question and incur a lot of hidden fees and added work hours to integrate or upgrade existing systems. 
• What training is available for the new system? Is there an active help desk to answer questions as needed? Do they have a team of trainers available for current and new team members? What training materials do they have ready and available for you?

Step #3: Prepare for the Transition

Lastly, once you’ve selected the new practice management software, it’s critical to ask yourself these questions to ensure your organization is ready for a conversion:

• Have you adequately prepared your team for the change? Have you given the team enough notice? Have you explained the benefits so they understand and feel included in the change? Have you outlined your change management process?
• Can you financially support a lag in collections from a conversion? Patient accounts, outstanding insurance claims, and all activity may be in limbo during a conversion so you may need to prepare for a delay in payments. 
• What is your timeline to complete the conversion? Do you have a checklist in place with all responsible parties and an expected time to complete? Are you doing contingency planning to ensure if things don’t go as expected, you have a plan? Are you backing up your prior system and planning for a worst-case scenario? Do you know how long your prior system will be available for access?
• How will you ensure the process is as smooth as possible and does not interrupt patient care? 

One thing we know for sure, no matter how well you’ve planned for the conversion of your practice management software, it will still be challenging. Prepare yourself for obstacles, because they will arise. But, remember that every obstacle can be overcome, and great software will have huge advantages in the long run. 

We’re here to support you through this process. Contact us to learn more about how we work with group dental practices through software transitions.

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