Most dental software programs offer similar core functions. They organize patient financial and clinical information and provide reports that help you measure the success of your practice. Some companies go a step further, regularly introducing meaningful updates that enhance efficiency and expand the capabilities of your office.
There is just one challenge: the user.
Your software should be viewed as a valuable member of your team. Unfortunately, many software features are not being used to their full potential. Just as we expect our team members to perform at their best, we should expect the same from the tools we provide them.
Software training typically happens when a new team member joins the office. Often, one team member trains another, who learned from someone else, and so on. You can probably see where this is going. Over time, software training can become a bit like a game of broken telephone. Instructions get changed, shortcuts become habits, and important features are overlooked.
Software developers recognize that users sometimes struggle with certain functions, which is why most programs offer multiple ways to complete everyday tasks. Team members may also discover their own shortcuts along the way. The problem is that these shortcuts are not always the most effective way to use the software.
Here are some common opportunities to improve how your team uses its software:
1. Provide Ongoing Software Training
Just as you would provide continuing education for your team on equipment and clinical procedures, software training should be an ongoing priority. This could include bringing a software trainer into your office to review how your team uses the program or assigning one team member to stay current on new features and updates and share that knowledge with everyone else.
2. Enter Information Correctly and Consistently
Make sure your team is entering information in the way required for it to appear in the appropriate reports and lists. For example, unscheduled treatment needs to be entered correctly so it appears on the appropriate patient lists.
If you use Tracker, the next visit should have a pended appointment attached. If you use Abeldent, the treatment should have a contact created. Without these steps, patients may not appear on your hygiene or treatment lists.
The good news is that the information is usually still in your software. You may simply need to look in another area of the program to find it.
3. Establish Consistent Processes for Your Entire Team
All team members, including the owner, should use the software consistently for everyday functions. Patient communication is a great example. Notes should be entered in the same designated areas so everyone knows where to look for important information.
Depending on the topic, information may belong in financial notes, appointment notes or treatment notes. Establishing clear guidelines and keeping things consistent will improve internal communication and help ensure patients receive accurate information.
4. Understand and Use Your Reports
Take the time to learn which reports are available in your software and how to use them. Most programs offer daily task lists to help keep the team on schedule, short-notice lists for patients waiting for appointments, and financial reports that can be sorted in several different ways.
There are also reports that help identify changes to treatment plans or payments that may have been made without the owner’s knowledge.
Your software likely contains much of the information you need to manage your practice effectively. The key is knowing where to find it and how to use it.
Your dental software can be an incredibly valuable tool for creating efficient systems, establishing consistent protocols and maintaining productive patient schedules. If things are not running as smoothly as you would like, don’t automatically blame the software.
Invest in training your team and give them the skills they need to make the most of the tools you already have. You may be surprised by how much more efficient your practice can become when everyone knows how to use your software to its full potential.
