7 Signs it’s Time to Move to Cloud-Based Dental Software

dentist and hygienist giving high-five after move to cloud-based dental software

7 Signs it’s Time to Move to Cloud-Based Dental Software

Considering a move to cloud-based dental software? Shifting gears isn’t always easy for a busy practice but there are times when changing things up can have a dramatic impact on the production, profitability, and efficiency of your office. If you’re currently experiencing any of the following practice management headaches, moving to the cloud can help.

1. The Quality of Your Data Backups is Questionable

Roughly nine in ten practices back up their EHR data per a recent MGMA survey. That’s positive news because, without backups, you’re only a flood, fire, server crash, or error away from losing all your patient data.

However, many practices forget to check the quality of their backups. Unless you’re regularly uploading one of your backups to a system not connected to your server, there’s no telling if the data is good. Moreover, if you don’t have a policy relating to who holds your backups, how long you keep them, and how to ensure they’re secure, you’re opening your practice up to further risk. It’s not just a matter of convenience for your practice. There are legal concerns too.

With cloud-based software like ThriveCloud, your backups are managed automatically and stored in the cloud, so your patient data stays secure, and your practice remains HIPAA-compliant. We even replicate the data for an added layer of assurance.

2. You’re Short-Staffed

Finding good help has always been a challenge for dental practices but current events have taken it to a whole new level. More than a quarter were looking for administrative staff, over 30 percent for hygienists, and nearly 40 percent needed assistants per an ADA survey last fall.  

Although it may not be true for all cloud-based dental software, ThriveCloud is designed to help your team do more with less and operate more efficiently. For example, you can automate appointment reminders and confirmations. The schedule then automatically updates to reflect incoming confirmations. Chart notes and patient communication is template-based, so you can customize things to suit your practice once and then fill in the blanks to personalize it for the patient and situation.

3. You’re Switching Between Apps All Day

While there’s no definitive research to indicate how many applications a typical dental practice uses every day, offices tend to layer in more technology as they grow. That means you may be using separate programs for:

  • Practice Management (scheduling, charts, billing, etc.)
  • Forms (new patient forms, consents, etc.)
  • Patient Communication/ Relationship Management (reminders, confirming appointments, marketing, reviews)
  • Insurance (verification of benefits and eligibility, claims, etc.)
  • Payments
  • Practice Analytics
  • Imaging
  • Electronic Prescriptions

That’s eight to ten distinct programs depending on how you split them and some use even more. That’s multiple logins to remember, places to check for alerts, areas that require duplicate entry, and so forth. It’s almost a guarantee that, if you’re running multiple programs, things are getting overlooked. You may even be missing out on vital communication from patients, pharmacies, and other doctors.

Cloud-based practice management systems bring everything together in one place. You’re only managing one login and notifications appear where you are – in your core practice management system. That way, your team stays on track and works more efficiently.

4. You Have Multiple Locations

It’s possible to use on-premise software and operate multiple locations. You can have separate databases, remote into your primary office, or work with an IT specialist to have your data stored in the cloud. It works, but any way you look at it, you’re still dealing with interoperability concerns, additional security risks, and increased IT expenses.

With cloud-based dental software, all your data “lives” in one place, safely hosted in the cloud with the latest security measures automatically in place. Everyone at every location can access information as needed, as determined by your individual security settings. Patients can be seen at any office and your team can work toward shared goals, operating as one cohesive unit.

5. You Don’t Live at Your Office

Whether you need the ability to occasionally prescribe for emergencies from home, like to preview the upcoming day over your morning coffee, or are now one of the many dentists now employing remote employees to help with administrative tasks, being able to log in from anywhere is essential.

Cloud-based dental software frees you from the confines of a physical office. Patients benefit too. For example, ThriveCloud’s Patient Portals lets them complete their paperwork in advance, view treatment, request appointments, pay balances, and more. It’s kind of like having an administrative assistant available 24/7 without having to cover the extra salary.

6. You Want Your Team to Be More Goal-Oriented

True, some on-premise practice management systems have solid reporting tools. You can see key metrics like production and even set goals. You might even be able to look into pre-appointment rates and collections. But, is the information easy to access? Is it displayed in a way that’s meaningful to your practice? When someone looks at those numbers, do they know what steps to take to improve them?

This is one area where ThriveCloud really sets itself apart, even from other cloud-based options. The Huddle feature showcases all the figures important to the production and profitability of your practice in one easy-to-understand dashboard complete with graphs and links that allow you to jump to a task that allows you to take action and improve your numbers.

7. You Crave Simplicity

Balancing a busy day, managing your team, and overseeing your business can all take away from your primary focus—providing your patients with the care and compassion they deserve. When you layer in the potential for issues with any of the systems you’re using, things become that much more complicated. Which program is misbehaving? Which vendor needs to be called? How expensive is it going to be to fix?

Cloud-based dental software lets you eliminate all that clutter and confusion. You have one vendor to call and any troubleshooting is handled by that one company. Best of all, it’s usually covered under your monthly service agreement, so there are no extra IT costs involved.

Get a Free Tour of ThriveCloud, All-in-One Cloud-Based Dental Software

If your practice is struggling with any of the issues outlined here, we welcome the opportunity to show you how ThriveCloud can help you boost production, profit, and efficiency while eliminating common practice management headaches. Click here to request a complimentary demo.

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