Dental office management software is a class of software solutions that help dentists and dental office managers handle many of the business functions of operating a practice. These business functions can include day-to-day tasks like appointment setting, charting, billing, customer communications, purchasing, and social media. This kind of software has become more and more popular as offices strive to become paperless, with many practices opting for cloud software solutions.
The idea behind dental office management software is, of course, to make dental office management easier. As we define it here at Heartland Dental, dental office management is “a set of practices, procedures, and skills that go beyond clinical care, and that is needed to turn an education in dentistry into an actual viable practice.”
The specific practices and skills needed to run a practice change over time, however. That’s why good software will keep up with best practices for office management. For example, office management software from 15 years ago would not have included social media components, or mobile dashboards, or the ability to send text reminders for appointments. Today, these things are almost a necessity.
That said, it is unlikely that any piece of software performs all of the functions an office might need. Some software is designed to be a specialty tool for just one function; some are more comprehensive suites but might leave out a desired feature or two. This means that most dental offices will use multiple pieces of software to get all of the functionality they require.
So what should one look for when looking to get dental office management software? As mentioned above, no one piece of software can do absolutely everything, so this should not be a consideration when looking to make a purchase. There are, however, plenty of factors to consider that will have a direct effect on the way in which your practice is run:
One caveat before you settle on a particular piece of software (or, for that matter, on the decision to affiliate with a DSO and use its software).
Many dentists feel that they need office management software because their practice has grown and it has become obvious that they cannot manage their practice the way they always have. The dentist (and maybe even office staff) might have to work late and on weekends, or just generally feels the stress of running a growing practice.
The natural reaction is to say “If I just had a better system, all of this would be easier….”
That is right only to an extent. While good dental office management software can automate many things and make some processes simpler, it is not the same as having good practices in place. For example, if your billing is confused and disorderly, billing software will only make this happen faster. If your efforts are failing to reach new patients in a way that is relevant to them and their lives, new communications tools are not the answer. Spending more money to broadcast messages that don't speak to your audience will only make you feel more ignored when they take their business elsewhere.
In short, do yourself (and your bank account) a favor, and examine your practice and define your goals before buying any form of software. Too often, software is purchased as a quick fix to a problem that requires a more purposeful, customized solution. Your first step, then, might be to contact a dental consultant or mentor to ensure you are doing everything right.
And of course, if you’d like the help of a partner to support your office and take some of these decisions off your hands, Heartland Dental is happy to help! Just reach out.