Practice management and patient communications are the lifeblood of every dental practice. As new solutions develop, practice teams may identify opportunities to upgrade, but feel apprehensive due to the upheaval that the process may bring.
Larger practices are more likely to adopt digital administration systems, potentially due to more available resources, and training schedules may be simpler to manage with a larger team.[i] However, the digital age of dental practice management can be embraced by all practices, and the right approach to transferring between systems can make the move simple for teams of all sizes.
Any transition period should be well thought through. Teams should ensure that the solution they work with is optimised to make this as smooth as possible.
Ready before the move
Any dental team member will value the familiarity of their current practice management system. Intricacies have become second nature, and it is simple to organise, reschedule and cancel a patient’s appointment. But a change of system can make individuals worry that they will have been put back to step one, even if the programme is from the same system provider.
Dental teams may be able to use demo versions of a programme in order to get used to the layout of certain screens and develop a familiarity with the new interface. Time spent in the months and weeks building up to a ‘go-live’ date may reduce the need for intensive training days – instead, supplemental online training may suffice.
One unique benefit of digital practice management solutions is that dental team members can develop their skills from anywhere, especially when utilising a cloud-based system. Clinicians and administration staff can learn at their own pace, and feel adequately prepared for the transition.
Transferring data
Data conversion is one of the most intimidating aspects of switching between practice management systems. It is an instrumental task that must be done with care; precise and protected data cannot be compromised. The General Dental Council sets out guidance for dental professionals which are sufficiently applicable in this context; the ‘Standards for the Dental Team’ requires clinical teams keep accurate patient records, which must be secure at all times, no matter whether a record is held on paper or electronically.[ii]
Clinicians should ensure their approach is comprehensive, with minimal room for error. It is possible to seek assistance from system providers, who may be able to help streamline the process without directly accessing sensitive information.
A centralised contact for any queries is useful for support throughout this process. This way issues can be rectified immediately if they occur, and clinicians can continue to work in line with current standards.
Post-change support
Communication throughout the entire process of changing practice management systems is vital. This includes the ability to reach out with any questions and find quick responses during the build-up to a ‘go-live’ date. Clear communication is also important on the day that a new programme takes over, and in the weeks that follow it.
It may be helpful to ensure there is ample support in the practice when the system goes live, allowing individuals extra time to register patient information, allocate new appointments, and analyse business performance through new interfaces. It also gives an opportunity to try new applications in real-world scenarios, with a smaller time pressure to meet a wave of patient needs.
Clinical teams can expect to encounter some confusion on new processes in the days, weeks, and potentially months after implementing a new practice management software. This is especially the case if the system allows for completely new workflows that are not immediately familiar, but will be beneficial to the practice. In these circumstances, access to expert support is once again paramount.
Sensei Cloud from Sensei, the practice and patient management brand of Carestream Dental, is a leading solution that allows clinicians to unlock key business insights, direct patient communication, and secure patient data management. Jodie Thomas, Practice Manager at Garden City Dental, oversaw a transition from Carestream Dental’s R4+, practice management software to Sensei Cloud. She said, “Feeling supported and feeling confident in the people at Carestream Dental who arranged the transition helped massively…. We know that we’re always going to get good service and support with Carestream Dental.”
Implementing new practice management solutions can be an exciting time for the team, but ensuring the transition runs smoothly is paramount. Seeking out support at every stage will ensure patients receive the highest quality of care, and dental teams can work to the best of their abilities.
For more information on Sensei Cloud visit https://gosensei.co.uk/
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Author Claire McCarthy – Senior Director of Program & Process Excellence
[i] van der Zande, M. M., Gorter, R. C., Bruers, J. J., Aartman, I. H., & Wismeijer, D. (2018). Dentists’ opinions on using digital technologies in dental practice. Community dentistry and oral epidemiology, 46(2), 143-153.
[ii] General Dental Council, (2019). Standards for the Dental Team, (Online) Available at: https://www.gdc-uk.org/standards-guidance/standards-and-guidance/standards-for-the-dental-team [Accessed March 2025]
