The Smart Path to Paperless Dental Practice

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How to choose and implement the systems you need to position your practice to succeed in the digital transition

“Going paperless” has been a hot topic in dentistry for about a decade – a movement that dentists have embraced in varying degrees.With advancements in clinical and practice management

technology, questions about the Affordable Care Act and Electronic Health Records (EHR) regulations, and increasing demands for efficiency in dental practices, the questions of what it means to go paperless – and how to achieve that goal – are more relevant today than ever before.

Determining how to approach the shift to a paperless practice can be complex, but this guide is designed to show you what you need to do to build a foundation that can help you achieve a smooth transition.

In this guide we will cover:

• The issues driving the push for paperless practice;

• The opportunities inherent in making the shift now;

• The most important steps to take in preparing for digital transition;

• How to assess your infra-structure, training and support needs; and

• The questions you need to ask when assessing practice man-agement software.

The drive toward EHR is causing anxiety for many dentists in the United States. With their clear focus on medical practice, the de-

mands of EHR regulations on dental practices remain confusing. But as with all of the regulations related to the Affordable Care Act, EHR regula-tions will have an impact on dentistry. In reality, EHR is just one of the drivers pointing the way to increasingly digital or paperless practice. It’s time to look at the opportunities involved in this transition and determine how you will move forward to capitalize on them.

There are three major technological and cultural shifts pointing the way to more robust digital practice.

>> Advancements in Digital Technology

At Dental Products Report, we not only get to see all the latest advance-ments in dental technology, but we often get a sneak peek of technology in development. Trust us when we say the future is digital.

From digital radiography to advanced 3D imaging and detection systems for carries and oral cancer indicators, diagnosis is becoming increasingly digital-based. At the very least, most dentists have abandoned costly and inefficient film radiography in favor of digital systems. These provide im-mediate images that give clinicians more information and make it easier to communicate issues with patients.

Once this single shift is made, it often becomes clear why an electronic patient record is preferable to paper. Electronic records allow dentists and team members to access all diagnostic and treatment information in one place, information that you can be sure is complete and up-to-date. Today’s powerful practice management systems even allow integration of all patient data, including medical history and financial information. This not only aids efficiency, it helps make connections between pieces of information that might otherwise be overlooked. This means better care for your patients and increased productivity for your practice.

Drivers of digital practice

What do you need to do to capitalize on these advancements? Look no further than this guide. We’ll show you what you need to do and what questions you need to ask to ensure a smooth transition to paperless practice.

Look for the “What to Ask” sections throughout this guide. These will give you important questions to ask the software sales reps you speak with when considering a new practice management software system.

What to do now

>> Patient expectations

Patients are used to living in the digital realm. They shop, plan their travel, take and store their photos and videos, manage their careers and handle their banking, taxes and investments through keyboard strokes and tablet swipes. It’s only in the medical and dental environment that they are handed clipboards and pens and asked to write out their infor-mation, over and over again.

To a digitally savvy patient, what does this say about these fields? The promise of the digital patient record is that patient information will be centralized and available to all of a patient’s clinicians, which will help ensure accuracy and consistency of care. Whether or not you believe this will be reality, it is what patients are coming to expect.

Patients are also aware of digital advancements in healthcare and dentistry. They expect to see computer monitors in pristine operatories, not manila folders that can be lost or unorganized. Your level of tech-nological advancement can play a role in the message you send to your patients about the quality of your care.

>> Increasing demands for efficiency

You need to be efficient to grow your practice, and the more you can rely on advanced digital tools that integrate and coordinate front-office and clinical procedures and data, the more efficient you and your team can be.

Greater efficiency also means less stress, more confidence and a better experience for patients. We are living in a world in which every in-teraction regarding a patient visit—from initial contact through reim-bursement—can be handled quickly and efficiently with the help of digital technology.

This is not a promise of the future; it is reality today.

Here are the items you will want to look for when as-sessing practice manage-ment software systems:

• Simplifies tasks for staff members

• Intuitive• Advanced security

measures• Customizable

medical history• Convenience – View

critical information away from the office

• Smart updates • Ability to manipulate

and enhance images• Easily process credit

applications• Backed by a support

and customer service team you can rely on

SOFTWARE FEATURE CHECKLIST

STEP 1ASSESS THE MOST IMPORTANT PIECE OF TECHNOLOGY YOU OWN: YOUR PRACTICE MANAGEMENT SOFTWARE

Whether you realize it or not, you make hundreds of decisions every day that impact the success of your dental practice. But

among these decisions, there are only a few in the history of your ca-reer that are truly monumental in their impact.

• Where will you go to dental school?• Where will you practice?• Whom will you hire?• What practice management system will you use?

If you are surprised by the last item, then it may be time to put some consideration into your current system and take a hard look at whether or not that system is providing everything you need.

In the not-too-distant past, practice management software was essen-tially a fancy calendar and filing system. And for many practices, that’s where software utilization stopped. In reality, today’s best software sys-tems are powerful tools that integrate clinical and front-office functions into a seamless workflow that not only saves time, energy and expense, but actively creates new opportunities for improved patient care and practice profitability.

When making the decision to pursue a paperless practice, you should plan for the practice you WANT to have in the future, not just the one you have now. You don’t want to get halfway down the road to the practice of your dreams only to realize that the software system you purchased doesn’t integrate with your sensors or imaging software or can’t cope with changes in reimbursement rules.

What to ask

• Instead of asking how the software’s workflow runs, tell the rep how you work.

• Provide examples of

specific challenges and ask for specific examples on how the system will help you ad-dress them.

• Ask to see features that are specifically designed to help you find treatment opportunities you may miss other-wise.

As the central nervous system of your practice, your software has to be able to communicate with all the different technological aspects of what you do—from charting to marketing. Anything less forces you (or a team member) to do more work manually, inputting data or running analysis through multiple systems instead of one. If one of the main benefits of go-ing paperless is a more efficient workflow, then make sure the system you choose has the features you need to achieve that efficiency.

Here are the features to look for and the questions to ask when consider-ing a new software system.

Power and Flexibility

It’s important that your system provides the features you need and can adapt to your workflow and grow with your practice. Historically, one of the biggest complaints about practice management software was that it forced practice administrators—and entire practices—to shift their work-flow to meet the requirements of the software.

Today, systems such as Eaglesoft 17 from Patterson Dental allow you to customize the software to match your workflow. This is a crucial feature and one that is well worth the investment in a premium system.

Support and Partnership

Just as you want a software system that can change and adapt with your needs, you also need a system that is backed by people who are focused on staying ahead of—and delivering solutions for—the rapid changes shaping modern dental practices.

From technological advancements to government regulations and insur-ance restrictions, the demands on a dental practice sometimes seem to change on a daily basis. Partnering with a technology provider that’s focused on predicting and solving these problems for you means you can focus on what matters—serving your patients and running a profitable

• How frequently does the company provide full upgrades?

• Does the company have a system in place to document change requests?

• How are these delivered? How are practices notified and trained on updates?

• What does the company consider to be the important innovations in the most recent upgrade?

• Is your training con-ducted by a local employee of your software company or a part-time “consultant” that may not be available to you for follow up training?

What to ask

practice. It’s difficult to put a price on the peace of mind that comes from knowing you have a dedicated support team working to keep you ahead of the changes. The best technology providers continuously research and upgrade their systems to address changing needs, and they consistently deliver innovative solutions that give you new ways to serve your patients and measure and manage your business.

Ease of use

This is a no-brainer. Your practice management system is the heart of your practice that will be used in different ways by all team members. You want it to be powerful, flexible and, above all, easy to use.

But, sometimes, achieving seamless simplicity is complicated.

The best systems are built by companies that actively innovate and don’t rely on patching together third-party solutions. These systems are built on a foundation of intuitive design and simple integration. They make it easy to follow the patient’s progress from initial contact through post-visit follow-up and pre-scheduling. They seamlessly integrate with clinical tools like digital radiography. They provide anytime/anywhere access to the information you need. They provide a single patient record that can be accessed and updated by each staff member according to his or her spe-cific role. They are simple for a new hire to learn, and they provide clear paths and resources to improve team members’ utilization of advanced features.

This may be the single most important consideration in your decision, because the most powerful tools are worthless if you don’t use them to their fullest ability. And if they are difficult to use, you will not use them. Never choose a practice management system without a thorough live demonstration of the software, and never take a live demo when you and your staff are distracted by other things. This is an important decision, and one that deserves your team’s full attention.

• What are the most common questions your call system re-ceives?

• How long should it take a new team member to get up to speed on the basic functionality? How about the advanced features?

• Describe the train-ing my staff and I will receive?

• What types of online tutorials and support resources are avail-able?

What to ask

Your closest ally in the process of going paperless is your office manager and the people who work at the front desk.

STEP 2.PREPARE AND INVOLVE YOUR TEAM

For any venture your practice undertakes, you are the one who sets the tone for the rest of the team. If you seem resigned to going pa-perless, and nitpick about costs and inconvenience, that will create

a ripple effect in the way your team perceives the integration. If you’ve done the research and are familiar with the benefits and believe that this is the right move, then you will be able to manage your team through the set-up and training with a positive attitude.

The fact of the matter is, you are a leader, whether you embrace that title or not. Your mood is contagious and your team will follow your lead on how to approach new systems. Even if you are not the one who is work-ing with the minutiae of the software, it is important that you are familiar with it. You can’t manage what you don’t understand. Delegating is one thing, but remaining uneducated about your system leaves you vulnerable.

Your closest ally in the process of going paperless is your office manager and the people who work at the front desk. Earlier, we referred to soft-ware as the central nervous system of the practice. As the person with her or his fingers at the keyboard for the most time over the course of the day, your office manager wields a lot of power. Of course, you want the entire team to feel invested in the evolution of your practice workflow, but this is one relationship you need to manage well from start to finish.

When it comes to the team, there are many ways to motivate and edu-cate. The most natural place to do this is in your morning huddles each day. You could pick one aspect of the paperless transition to address each week and make time to explain that particular asset, discuss the goals of its integration and provide an opportunity for questions from the team. You’re the head of the practice, but you need to listen to the questions and concerns of your team. Make room to hear these opinions and be prepared to work through concerns if they do come up.

Paperless Myths... BustedA key part of preparing the team – and preparing yourself – is to be fully educated about the case for and against going paperless. Consider these common arguments…

Myth 1: It is too expensive. This is usually an argument posed by someone who hasn’t thought through the real cost of paper files.

In an article for Dental Products Report, Dr. Larry Emmott did the math:

“Paper charts don’t just appear in the office for free. The paper folder and all the other papers cost about $2.50 each. Other chart contents, like x-rays and photographs, can be even more costly. A set of bitewings with film, processing and mounts can be a dollar or two. It is reasonable to add at least another $3 to the cost of each chart for a total of $5.50 each. If you have 2,500 charts they cost you at least $13,750 to create and every time another patient walks in it is another $5.50 – cha-ching.

“Storing the records isn’t free either. A typical office with 2500 charts will need three or four full size lateral files to hold them all and a file room to keep them in – let’s say $11,500 (for the files and the build out). Not to mention all the “inactive” charts stashed somewhere else. So far our inexpensive paper files are costing us $25,250, but that isn’t the total cost. Human effort is at least $13,800 per year for a grand total of $39,050. That is far more than a paperless system will cost to set up and maintain.”

Dental technology writer andinstructor Dr. Larry Emmott figures the cost of maintaining paper files is upwards of $39,000 a year.

PattLock uses the highest level of security to protect your data. Because PattLock is powered by DataHEALTH, a fully accredited URAC HIPAA Security Business Associate, you can rest assured that all appropriate steps have been taken to safeguard your protected information.• A username and password

prevents unauthorized access of your account and files

• A secure level of data en-cryption ensures that no one will be able to view your data on our servers

• Our data storage equipment is housed in centers with high-tech security, fire sup-pression, climate control and other safety measures

• All data is backed up at ad-ditional storage centers

• Using an Internet connection, PattLock securely transmits your data and stores it in a safe location.

With PattLock, your practice can:• Schedule the time and

frequency of your backups • Verify that your data has

been successfully backed up • Restore data if necessary • Rely on Patterson’s legend-

ary technical support.

From our sponsorMyth 2: Computers aren’t secure.

The simplest response to this is: And paper is?

For all the concern about security breaches and the Internet, the fact is that advances in digital back-up systems have created redundancies and safety nets that analog files just can’t match. When you consider the environmental concerns of extreme weather or fire, and the more human concerns posed by break-ins, you start to see just how vulner-able a paper chart truly is.

Myth 3: The transition to paperless is too difficult.

The best way to prevent this is by taking charge of the process.

Rather than viewing a paperless transition as a defensive move, being forced into integrating new systems and technology in an effort to “keep up,” you can work with your technology and equipment pro-viders to set up a game plan that keeps the practice moving forward on a schedule that makes sense for your team. You’ll have an expert group to advise you, but also to hold you accountable to the timetable. Meanwhile, you’re able to take the necessary time to prepare the team. Another dimension of the “overwhelming” argument is the question of what to do with all the paper you currently have. Dr. John Flucke, the Technology Editor for Dental Products Report, has a simple solution: Don’t do anything. No practice needs to digitize all of its past files. Considering the time and cost of that effort, it generally doesn’t make sense. You can read the full article here.

Putting the transition off doesn’t make it any easier when the time comes, but good planning and leadership definitely will.

Myth 4: It can wait.

The person who is constantly putting it off is a person who doesn’t see the many dimensions of a paperless transition.

You don’t have to be all-digital, in every way, immediately. Maybe you start with digital marketing and patient communication – low cost, less training required. In the meantime, you figure out what implementing digital radiography looks like in terms of financing and infrastructure.

The bottom line is don’t wait to do everything. Do something now. Those smaller wins will build enthusiasm among the team and patient base and give you the credibility needed to tackle the bigger projects as they come.

The Power of PersonalizationTracking information such as appointments, patient records, billing and insurance are routine. But the way your practice likes to access your computer records, display information on the computer screen and take steps to complete tasks can vary from other practices.

Eaglesoft packs flexible customization capabilities so that you can organize information the way you like to work.

• Customized Medical History allows you to capture your patients’ information the way you want.

• Set your preferences to guide accounting, scheduling, reporting, security and imag-ing processes the way you want your practice to run.

• Customize your computer windows. Use Dockable panels (miniature windows) that can be opened, closed, moved and attached to different areas of the computer screen.

• Use the Patient Bar for quick access to patient-specific information and easy navi-gation to any other area of the software. Customize the icons in the toolbar to your liking and access patient information with fewer keystrokes from more places.

From our sponsor

There are many stories we can share about the ways in which a pa-perless workflow can completely revitalize a practice. For our pur-

poses here, let’s focus on the two most dramatic improvements you’ll see in terms of both time and money saved.

Imaging acquisition and sharing

No one would argue that taking traditional films is an efficient way of doing things – waiting 5 to 10 minutes for film to process versus the instant capture of a digital radiograph is really no contest. When you multiply that out by the number of retakes your team was doing in a given day, the time-savings are significant. That is also where you start to reap financial benefits. Each practice has their ideal way of spend-ing those recovered minutes, and no matter how you use them you’ll be more productive than if you had just sat and waited for film to develop. Similarly, the diagnostic efficiency and clarity provided by digital ra-diography is a critical component in getting more patients to say yes to optimal treatment plans.

Yes, you’ll have the up front costs of integrating digital radiography into your practice, but between the ROI proposition outlined above, as well as eliminating the ongoing costs of film, chemicals and maintenance – deciding to make the move to digital radiography as part of your paper-less evolution is something no practice regrets.

Patient communication and record keeping.

If digital radiography is one of the biggest paperless perks for the clini-cal staff, the ways in which a good practice management software can revolutionize the day-to-day tasks of patient communication and record keeping is truly the win for your front office team. In addition to the substantial time-savings – entering information, pulling information, analyzing practice data…all faster! – the ability to automate patient communication creates opportunity to use your team in more strategic ways. Not only will that create more value for your practice, it actually makes the team member feel more valuable.

STEP 4.PREPARE TO SAVE TIME & MONEY

Are you taking advantage of eServices?

Eaglesoft’s practice optimization tools are the easiest and most effective way to send patient statements, process insurance claims, check status on outstand-ing claims, check patient benefits, submit attach-ments and process credit card payments.

Using eServices will provide your staff with additional time so they can focus more on patient care and identify additional revenue opportunities. You maintain complete control without the stress and hassle and time spent making phone calls, printing claims, printing statements and processing paperwork.

From our sponsor

There are going to be up front costs with establishing a digital work-flow. There are going to be ongoing costs with maintaining that technol-ogy. To say anything else would be misleading. The reality is, however, that even your analog options and traditional equipment have their own legacy costs.

It comes down to return on investment. Time is money and a paperless practice recovers seconds, minutes and hours eaten by outdated sys-tems. And, when the time comes to sell your practice, a sound digital infrastructure will only make you more attractive in the eyes of poten-tial buyers.

If you’re ready to start seriously considering your paperless strategy, there is one last – vital – piece of advice. Remember that this is not about short-term success, but long-term achievements. For that reason, you need to consider not only the product, but the tech support behind those products. Who is going to be on the other end of the line when you call? How quickly will they be able to get solutions to your door?

Make sure that your conversations include specifics about what support looks like including training for you and maintenance for the equip-ment.

Conclusion

The benefits of moving to a more paperless practice include increased efficiency and productivity, lower costs, lower stress, a more empow-ered staff and improved patient experiences. Making the transition will take an investment of money, time and energy. But if you follow the guidelines and ask the questions provided in this E-Book, you will be on the road to choosing the system that’s the right fit for your practice you have today and the practice you plan to have in the future. Follow this simple path, and you can see a rapid return on investment and im-provents in the quality of your business and your dentistry.

You know digital imaging is the future of dentistry, and Eaglesoft by Patterson Dental provides the most complete digital integra-tion package on the market today. From video images to digital X-rays, Eaglesoft provides you with the abil-ity to acquire and store all image types in one patient record, using one software.

There are many choices in the digital imaging mar-ket, but with Eaglesoft the choice is simple. Our direct integration option offers you a choice in products that work for your practice, and we make those devices work seamlessly in your practice through the Eaglesoft software.

With Eaglesoft 17 you can use the Dolphin 3D tools to manipulate and enhance your 3D images.

Integrate your imaging workflow

From our sponsor

Call 800.294.8504 or visit eaglesoft.net today.

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POWEROFTHE

EAGLESOFT 17EAGLESOFT 17

With more services, better support and the guidance of the industry’s technology leader, Eaglesoft makes an instant impact on your practice. Now, Eaglesoft 17 makes you even more powerful.

IF “GOOD ENOUGH” SIMPLY ISN’T GOOD ENOUGH, LOOK NO FURTHER THAN EAGLESOFT.

• Customizable medical history

• 3D imaging

• CareCredit integration

• Patterson Auto Update (PAU)

• Eaglesoft news feed