Aren’t you tired of the hassles and limitations of your outmoded server-based dental software? Do remote logins, over-complicated VPNs, duplicate clinical notes, and daily hassles slow down your practice’s operations? Perhaps it’s time to consider the significant benefits of transitioning to a cloud-based practice management platform – and you might just be surprised to find out how cost-effective it can actually be.
Measurable Cost Savings
Let’s say that you purchased your original server and software all the way back and you think you’re done with this expense, right?
Well, not so fast – even with all that money that has been spent, you still have to pay for a monthly maintenance plan to keep your software current – if nothing else, just to stay compliant with HIPAA regulations, changes in ADA coding, new insurance rules, ongoing server backups (hopefully offsite), and to build a cash reserve to cover one-off, unexpected IT costs such as server hardware failures, server software upgrades, server recovery from software crashes, hardware failures or malware attacks. All of these costs (and headaches) melt away when you switch to a cloud-based platform.
With all of this taken into account, the monthly subscription fee for a Software-As-A-Service (SaaS) platform will generally be much less than the Total Cost of Ownership (TCO) of a traditional system. Just ask your cloud vendor to do a quick analysis before you commit.
While the exact amount of infrastructure savings will vary depending on individual circumstances, studies and industry reports have shown that dental offices can achieve cost savings ranging from 30% to 70% by migrating from on-premise to the cloud.
Beyond tangible savings to consider, it’s crucial to explore the intangible benefits that cloud-based solutions offer.
Eliminating Hassles
One significant headache with traditional software is the constant juggling of remote logins, where team members inadvertently bump each other off shared computers in different locations. This not only disrupts workflow but can impede critical information access. With cloud-based dental software, like Visual Practice, remote logins become a thing of the past – allowing team members to seamlessly work from any location with Internet access (from the office, from home, or even when on vacation) without interrupting other colleagues.
The challenge of maintaining consistent clinical notes across multiple offices is a common struggle with on-premise software. Duplicate or incomplete clinical notes can hamper the continuity of care and can pose a risk to patient safety. In contrast, cloud-based platforms centralize patient data, ensuring that all of that vital information is consistent no matter where it is accessed. This will enhance communication among your team members in different locations and will promote a cohesive approach to patient workflows.
For example, Visual Practice includes a records book feature in which patient case data are presented just like in a physical patient binder. Quickly view and update all patient-related information like demographics, referrals, insurance, contracts, patient history, diagnosis, treatment plans, images, appointments, treatment notes, insurance claims, payments, patient document library — and all case-related tasks, reminders, and notes – from anywhere in the world.
Efficiency and smooth operations are key to providing optimal patient care. When it comes to eliminating hassles associated with traditional server-based software, transitioning to a cloud-based system offers a new paradigm of convenience and effectiveness.
Efficient Operations
Cloud-based solutions also offer streamlined operations, as they enable easy access to patient data across multiple locations. In the dynamic environment of a multi-office dental practice, the ability to access a cohesive, single data set in real-time is paramount. Cloud-based systems offer the advantage of instantaneous data access and updates across all practice locations, ensuring that everyone is working from the most current and accurate patient records. By eliminating the delays and inconsistencies associated with traditional server-based setups, a cloud-based solution fosters a cohesive and harmonized approach to patient care.
Another operational efficiency that a cloud-based practice management solution can provide is the ability to seamlessly collaborate and communicate among different practice locations. Cloud-based practice management software, like Visual Practice, facilitates improved interoffice collaboration, enabling staff from various locations to instantly communicate over encrypted channels among themselves and with patients from anywhere they might be. Whether it’s coordinating patient appointments, sharing treatment plans, or discussing clinical cases, a cloud-based solution promotes a unified and cohesively functioning practice ecosystem.
Embracing this innovation holds the potential to not only improve practice efficiency but also enhance the quality of care delivered to your patients.
Improved Staff Optimization
Another advantage of Visual Practice or cloud-based dental software is the flexibility it offers in staff optimization. It empowers practice managers to efficiently allocate staff resources based on real-time demand, ensuring that each office has sufficient clinical and administrative support to meet patient needs. This flexible resource management approach not only optimizes staff productivity but also contributes to a more balanced and harmonized distribution of workload across all practice locations.
Visual Practice, for example, offers a powerful patient flow management feature. Easily view what patients are in what stage and in what location within your practice, key into the automatically updating average waiting time for each patient queue to reassign staff and resolve patient bottlenecks, and optimize doctor’s time via the built-in patient prep readiness notification tool.
With cloud-based practice management solutions, unexpected absenteeism or increased patient volume in one location can easily be handled by deploying staff from other offices to ensure continuity of care and operational efficiency. This adaptability not only minimizes disruptions to patient appointments and treatment schedules but also fosters a culture of collaboration and support among team members across different practice locations.
Conclusion
Transitioning to a cloud-based dental practice management software presents an innovative approach for you to increase efficiency, streamline operations, and optimize staff across the organization.
Even commonly feared risks associated with internet service reliability can be mitigated via the use of a dual Internet connectivity setup in your office (cable modem as the primary ISP with an automatic failover to a wired DSL or a 5G / satellite wireless ISP as the secondary), or even via the use of someone’s personal iPhone in hotspot mode as a temporary backup in case the primary ISP were to go down when you are seeing patients.
As you evaluate the costs and benefits of cloud-based solutions, consider a fully loaded practice management system that includes everything you need to help you eliminate other systems and costs.
Visual Practice, a unique five-in-one cloud-hosted practice management platform includes a fully featured practice management feature set, combined with 2D & 3D imaging, patient engagement, social-media integrated reputation management, and a fully configurable marketing automation capability.
The convenience and improved efficiency provided by cloud-based solutions will ultimately lead to enhanced patient care, fewer headaches & higher staff productivity, and your practice’s increased success.
