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With so many to choose from, selecting the right dental software for your practice can be exhausting. Will the choice today be the same one, two, or five years from now? That depends upon whether you are interested in managing the accounting side of the practice with practice management software, moving to a paperless patient record with electronic record software, or both whether now or over a period of time. To eliminate the feeling of being overwhelmed here is some information to help guide you in the right direction.

After personally evaluating several software programs, the bottom line is...they are all pretty much the same when it comes to practice management. All of them track and crunch numbers and generate a myriad of reports based upon patient and production information. Some offer thousands of built-in reports, others allow you to create custom reports, and then some include both options.

Dental software is vastly different from one another when it comes to electronic patient records (paperless records). There are two significant differences, both extremely important to the practice. First is the look and feel of the program and second, more important than the first, is the legal integrity of the patient record in its electronic format.

Look and Feel
A software program should look and feel better than a paper chart, without question. Users must be able to navigate between parts of the electronic record more quickly and efficiently than they could sort through paper pages. The electronic record is a replica of the traditional paper chart. Ideally, there is instant access to every part of the patient chart by simply changing pages (screen views) without closing the current view.

Dental and periodontal chartings are electronic reproductions of the mouth. This means that the mouth as it presents today is totally and completely recreated as an electronic image, including accurate shape, size and location of teeth and any anomalies. Ideally, the electronic image can be manipulated for viewing 3-dimensionally.

Legal integrity
Integrity as it relates to patient confidentiality goes without saying. With regard to software, there must be security features that prevent unauthorized users from accessing all or part of the patient record. The most common method is establishing security options and settings per individual where a password is required to access the record. There is a difference between a password to open the program and a security password. The security password is required to open a patient record...every time.

There are also stipulations as to the legal integrity of the record itself. This is by far is the most important consideration if moving to a completely paperless system. Generally the record must be able to be created at the time of treatment (care), there must be proof that it was created when claimed and that no part of the record can be (was) edited or altered in any way.

The quickest way to determine if the software complies with legal requirements is to make an entry in the patient chart, close the chart completely, and then re-open the chart to edit the entry. If the record is locked, you will NEVER be able to edit prior entries. In order to make changes a new entry is required discussing the corrections of the prior entry and the reasons for it. Even better is the ability to approve and validate entries made by another individual.

The search for the right dental software is much less overwhelming when the similarities and differences between programs are known. Defining clearly the goals of the software both now and 5 - 10 years from now will minimize the number of programs to investigate in your search.

To learn more about the services offered and how Connie may be able to help you increase productivity and revenues, please contact clknieper@hughes.net.

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