Dental Software Migration: Key Roles and Responsibilities

February 6, 2024 | 3 min read

Moving to a cloud-based dental practice management system (PMS) allows you to overcome the constraints of legacy software, future-proof your business, and improve operational cost-efficiency. The right tools will pave the way for your DSO to scale and become more profitable.

However, migrating your data and workflows isn’t a stroll in the park. While implementing the right technology and processes is critical, you can’t overlook the importance of having a competent team to do the work.

The Ultimate Guide to a Hassle Free Migration

Let’s explore the key roles involved in dental software migration and how to define team duties to set the stage for success.

Assemble Your Dental Software Migration Project Team

Your multidisciplinary project team should consist of members with the necessary expertise to handle various aspects of software migration. These include technical, functional, and project management skills.

Project Manager

The project manager (PM) is accountable for implementing your migration strategy and establishing standard operating procedures. They coordinate all migration activities to ensure the project is completed on time, within scope, and on budget while meeting your DSO’s objectives.

This role is responsible for creating a project plan to outline tasks, timelines, dependencies, and milestones, allocating resources efficiently, and ensuring the team has the tools and support to execute the project.

PMs identify potential risks and develop mitigation strategies to address challenges proactively during the migration. They also maintain regular communication with stakeholders, including leadership, the project team, end-users, and external partners, to inform them about progress, challenges, and milestones.

Technical Lead

This person manages the technical aspects of dental software migration to ensure a seamless transition to the new system. Their team coordinates system setup, configures the IT infrastructure, develops and executes a comprehensive data migration plan, and integrates the new software with existing applications.

The technical team will resolve issues during the migration process and optimize the new solution’s performance by meeting the vendor’s system and network requirements. They also address security standards and compliance requirements to safeguard sensitive data and protect your DSO against security risks.

Functional Lead

This role ensures the new solution’s functionalities align with your DSO’s needs to improve operational efficiency. The team conducts requirement analysis and works closely with various departments to understand their needs. It also collaborates with the IT team to ensure the customization and configuration aligns with your technical capabilities.

The functional lead and their team collaborate with end-users to gather feedback about the new platform and identify opportunities to optimize workflows and business processes. Additionally, they facilitate cross-departmental collaboration and communication to ensure the new system addresses all functional requirements.

Training Lead

This person develops and manages employee training programs to ensure everyone in the DSO is well-prepared for transitioning to the new software. They analyze training needs based on skill levels, understand requirements of various user groups, and develop training materials to introduce users to the PMS’s features and functionalities.

They’re responsible for delivering training sessions to end-users during the transition period, often with the software vendor’s support, to ensure employees are confident and competent in using the new tools. They also collect staff feedback, improve the training materials, and monitor user adoption to respond to software updates and shifting organizational needs.

Communication Lead

This role involves managing internal and external communication related to the software migration. The team develops a strategy to outline messaging, communication channels, and timelines. They support change management by crafting a positive narrative, highlighting the new PMS’s benefits.

The team keeps internal stakeholders like employees, project teams, and management in the loop and provides regular progress updates. They address concerns, resolve issues, and act as liaisons between parties to ensure smooth communications while minimizing uncertainties and misconceptions that could derail user adoption.

Master All the Pieces in a Dental Software Migration

Do you know if your software migration team covers all the bases?  

Download our white paper, What to Expect When Switching Practice Management Systems and How to Master Your Data Migration Journey, to see what your teams should address in various aspects, including staff preparation, tech requirements, and operations optimization, to ensure a seamless transition.

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