Streamlining Dental Operations: Critical Factors in Choosing Practice Management Software

Want to know the real secret to running a successful dental practice these days?

If your answer is the latest dental chair or 3D imaging system, you might be overlooking a critical piece of the puzzle: your procurement process. Whether you're running a single practice or overseeing a Dental Service Organization (DSO), the right software powering your back office can make or break your bottom line.

Buying software that supports mission critical operations like procurement can be a daunting prospect.

For practices seeking guidance on adopting software, we’ve created The Ultimate Guide to Buying Software for Dental Practices. Inside we cover a comprehensive six-step process for dental practices to purchase software that’s not just an expensive line item but helps grow your business.

Curious what’s inside? Here are 3 takeaways from our guide.

Takeaway 1: Define the Problem and Why It Needs Fixed

First things first. Before you even think about signing on the dotted line for new software or changing your procurement strategy, you need to know exactly what problem you're trying to solve. Without a clear picture of what you are solving for, finding the right software or tool will leave you with an expensive headache.

The best way to go about this is to talk to your staff. Is your scheduling system a nightmare? Are you drowning in supply costs? Or maybe your inventory management is as accurate as a blindfolded archer?

Whatever the issue, it's crucial to pinpoint it precisely. Here's what that looks like:

1. Write a problem statement. Be specific and concise.
2. Create a solution statement. What do you need to fix the problem?
3. Develop a "why" statement. This ties the solution to your business goals.

Here’s an example:

"We have a problem of going over budget on supplies every month at each location. To solve this problem, we need to drastically reduce our supply spending and create a formulary (a preferred product list) that applies to all locations. This will save us thousands of dollars a month in supply spend and reduce time spent ordering supplies."

This simple exercise will keep you focused throughout the buying process. Once you’ve clearly defined a problem, whether inventory management or otherwise, it’ll become that much easier to evaluate solutions.

Takeaway 2: Understand your return-on-investment (ROI)

Any addition to your practice’s workflow goes far beyond what you’re hoping to accomplish today. Each investment should be one for long-term success. 

Choosing software that can scale with your growth helps avoid finding yourself back at square one sooner than you think. For instance, if you don't ever plan on offering Teledentistry at your practice, investing in a practice management solution with robust teledentistry tools wouldn't be a wise investment.

Understanding what your ROI will eventually look like starts with establishing a clear budget for that initial purchase.

When determining your budget, consider:

1. The cost of the software (usually a monthly or annual subscription)
2. Hidden costs (any hardware upgrades that are necessary, integration expenses)
3. The cost of doing nothing (because sticking with the status quo has a price tag too)

Next, create a ranked list of your software needs. Your problem statement will help guide the core issues you’re looking to fix but think broader. Many platforms supporting dental practices offer myriad features that can help support your organization.

For instance, is top-notch customer service a must? Do you need comprehensive training for your team? Prioritize these needs – they'll guide your search in the next step.

You don’t want to find yourself in a position where you’re overlooking the importance of certain capabilities. Otherwise you’ll find yourself several months in with software that doesn’t quite fit the bill.

Scalability in dental software means it can handle your needs today and expand as your practice grows. It's not just about adding more patients or locations. It's about adapting to new technologies and evolving industry standards.

Takeaway 3: Don’t make decisions in isolation

Let’s say you’ve gone through the process of understanding the problem and what you’re hoping to spend to solve it. From there it’s a matter of identifying the solutions that fit both those criteria – and that’s an exceptional first step!

But now it's time to get everyone on board. Depending on the size of your practice or DSO, there could be several stakeholders you’ll need to have on board including (but not limited to):

• End-users: The folks who'll be using the software daily
• Finance: Those who'll approve the funds
• IT: The tech people responsible for implementation

Depending on the size of your practice, this list could go on to include legal, marketing, individual practice managers, and more. 

For that reason, it’s important you share your findings from the previous steps with these stakeholders. Alignment is crucial. Skip it, and you might hit a wall later in the process. 

Another key consideration is integrations, which is why your IT people are your good friends here. One of the biggest challenges facing just about every single business is having a bunch of powerful software tools that don’t play nice with each other. 

This includes scenarios where your Practice Management System (PMS) needs to integrate smoothly with your financial software, such as Sage Intacct or QuickBooks. For instance, after a patient visit for a root canal and crown, your PMS records the procedure codes, details, and handles the billing. 

However, for comprehensive financial management, this information should also transfer automatically to your accounting software. Additionally, many practices use Patient Communication Software that works hand-in-hand with the PMS to enhance patient engagement and streamline administrative tasks. Ensuring all these systems work together seamlessly is crucial for efficient practice management and accurate financial reporting.

If you don’t have the right people or systems involved from the get go, it can cause plenty of issues, slow down adoption, and worst of all, potentially lose valuable team members in the process. 

Check out The Ultimate Guide to Buying Software for Dental Practices

Upgrading any aspect of your dental practice’s operations isn't just about shiny new toys. It's about solving real problems, future-proofing your business, making smart financial decisions, and bringing your team along for the ride.

Take it one step at a time, and before you know it, you'll be running a practice that's the envy of the dental world.

Interested in all the insights our guide has to offer? Download the full guide now and take the first step towards a more efficient, profitable, and patient-friendly future.