One of the biggest headaches when switching dental practice management systems (PMSs) is porting over existing workflows and data.
Reconciling patient data is more complex than a cut-and-paste exercise. For example, you must preserve data integrity, address HIPAA compliance and information security, match all the data fields, and verify that everything is transferred to the new platform without error.
Additionally, you need to consider if the new software can support your existing workflows. Do you need to redesign your processes, or should you keep them as-is? How much time and resources do you need to support new software adoption?
When it comes to software migration, it's “garbage in, garbage out.” Even the most advanced dental software can’t turn low-quality data into high-quality insights while automating poorly-designed procedures will only compound the inefficiencies.
Here are some key steps to prepare for a successful PMS migration:
Review your current processes to ensure that you're implementing the most cost-efficient workflows with your new dental practice management platform. Involve all your staff members to identify anything that isn’t working smoothly. Also, refer to patient feedback to see what you can improve.
After updating your SOPs, record the changes and put the document in a centralized location where everyone can access the latest version.
Based on the new SOPs, reevaluate your staff training materials to ensure they represent the updated workflows and align with the new PMS. If significant changes are involved, set aside time and budget for staff training before the switchover.
Many PMS vendors offer training support, so take advantage of the service. They can configure the software and align the workflows with your business requirements and industry best practices to help you get the most out of your investment.
Many dental offices have accumulated information on various payers and plans over the years. You should review everything on file and delete outdated information to lighten the load for your migration effort and avoid future errors, delays, and confusion.
Additionally, resolve as many outstanding claims and patient balances as possible. Take the opportunity to identify inefficiencies in your billing and claim submission processes to see how you may improve your new workflows.
Evaluate the data you need to relocate and map out where it’ll reside in the new system. List all your data sources and see how they’ll integrate with your new PMS. Then, create a data migration strategy and a project timeline to manage the process.
Next, clean up your current data and identify any gaps you need to fill. Take the opportunity to verify that all patient information is up-to-date to set the stage for effective patient communication using your new PMS.
Software and data migration is heavy lifting — we get it! Legacy PMSs vary greatly — outdated versions and insufficient maintenance can create data quality issues that prevent you from getting the most out of your new software.
tab32’s experienced team has migrated 5+ million charts, 40+ million progress notes, 30+ million treatment plans, and 100+ million dental images. Our white-glove migration services use the latest techniques and technologies to help you orchestrate a seamless transition, like using AI-driven software to clean up insurance information and reconcile claims.
Additionally, we don’t set you up and leave you on your own. Our dedicated success coach provides staff training, and our learning management system (LMS) offers self-guided resources to ensure your staff gets the support they need to make the most of our robust features.
Request a demo to see how we can help you orchestrate a seamless PMS migration.
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