Whether you’re an established practice ready to grow, or a fairly new practice making technology decisions for the first time, moving into a technologically evolved ‘paperless’ practice has huge benefits.

Your team is happy because their jobs are more efficient and better documented. You are happy because your communications are in sync and you’re able to focus on the parts of your practice and life that you enjoy most.

So, how do you build the right technology into your practice so you can eventually go ‘paperless’?

The first thing to consider is hardware. Make sure the specifications of all the computer terminals being purchased will handle the tasks prioritized for their area several years into the future. The network construction must ensure every avenue channels information with the proper speed and accuracy with off-site backup for security of all sensitive, valuable information.

Choose a management software program that is going to be serviceable with excellent training available for the doctor(s) and team. There must be control and easy accessibility of relevant pictures, notes, treatment plans and financial agreements. The software functions as the hub of the practice with all the different technologies that are being integrated working like spokes of the hub, transferring information into the common patient electronic file for future access. Consider either vertical integration or bridge communication between peripheral software and the patient file inside the management software. Document scanning, attaching and original patient signature acquisition are crucial.

As in all clinical and technology systems, the business systems must also be refined and organized to ensure effectiveness. The appointment schedule, for example, could be reengineered for a variety of primary, secondary and tertiary appointments on any given day. What other aspects of the practice will be affected when going paperless? Think through each step of the day and ask questions regarding the management software’s capability as training is completed for implementing the software.

Tracking will be a crucial element for the management of the practice and software programs are now capable of monitoring existing treatment plans, dentistry diagnosed and left untreated, hygiene retention statistics and other accounting and even prescription management functions.

Voice recognition software is important not only for hygiene and perio work but also for the doctor and assistant. This is a relatively new upgraded industry, now boasting a quality that has not existed in the past. Voice activation and automated data entry allow for perio and restorative charting. Use it for treatment information chart note transcription as well as treatment plan recording for the doctor as treatment is completed for the patient.

When beginning to see an increase in case acceptance, one of the most important things to implement, if clinical workstations do not exist, is utilization of extraoral digital camera photography. This is extremely important. These pictures can be secured in the clinical area and downloaded in the business area of the practice without having computers in the clinical area.

Begin image viewing and retrieval in the clinical area as these are integrated into the practice. Start with a single monitor in the 12 o’clock position behind the dentist and the patient so the auxiliary input can take place as treatment is diagnosed, planned or phased, completed and recorded. It is important to integrate a second monitor for patient education and viewing as soon as possible. The second monitor requires a splitter on the CPU in the clinical area for dual imaging - different images being seen on either of the two monitors. For example, you can show the patient before-and-after images without flipping between computer screens. The two images appear on one screen side by side.

The ability to help patients electronically apply for a line of credit within the practice to then use and track as they move into the case presentation program boosts all potential for getting them the care they need and desire. Choreograph the consultation experience for maximum patient financing, educational and case acceptance potential.

Utilizing the management software, look at advanced case presentation capabilities or templates where the photographs and presentation profiles can be posted and accessed when presenting to the patient. Look at advanced training and tracking on the computer in the areas of hygiene retention, treatment retention, new patients, the amount of dentistry diagnosed and accepted, referrals, insurance management and financial arrangements.

Look at the acquisition of patient identification pictures or images so these can be posted on the front of patient records and identification. Patients with pending treatment and insurance coverage could have images stored and then those images are used when sending in insurance claims and pre-determinations. File insurance for patients through your management software including relevant images and narratives. An advanced system of lab tracking is important for making sure you know the status of all lab processes and procedures.

Intraoral, panoramic and cephalometric categories are where to start with digital radiography. Intraoral involves making sure direct wired or phosphor sensors are chosen to work with the management software being utilized. Store images in the patient file through a vertically integrated software program or a bridge to the image capture software that the chosen sensor accepts. Also look at panoramic or cephalometric digital radiography with associated 3D capabilities. Tomographic capabilities can be utilized with and stored since the chosen product will have its own image capture software.

Informational software provides immediate retrieval of information from the software and the schedule to make contact with the patient for confirming appointments, offering a detailed on-hold message and more.

Stick to a long-term technology plan that addresses the issues highlighted here to become a productive, patient-focused, PAPERLESS PRACTICE!