Features of Cloud Dental PMS and EHR- What Features To Seek In a Cloud Dental Software

Kiltesh Patel
October 24, 2015 | 6 min read
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This blog will provide a list of features to seek in a cloud dental software for dental practice management and electronic dental health records storage.

You can see what features tab32 has right now; all you need to do is book a demo, click here to start!
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a) The Right Technology

Most people don’t know there is a difference between “cloud-based” and “cloud-hosted” software. You need to understand this first before researching new dental practice management software. Here is a blog with a detailed explanation of these terms and the differences. Understanding the total cost of software is also critical to make a decision. Many systems require 3rd-party vendors to create a complete patient experience.


If you are starting new or migrating, we highly recommend to explore cloud-based dental software rather than traditional in-house or cloud-hosted solutions because the latter is expensive, and the technology will not be viable in the next 5-10 years. (It's like buying a Blackberry instead of investing in the latest iPhone)

b) Structured Data

The term “structured data” refers to using standard terminology to document patient care so information interpretation is consistent across the care delivery process. Treatments and medications are always structured data because they are documented using standard codes. However, problems or products can be either unstructured or structured (eg. non-billable items such as toothbrushes or toothpaste).

All providers are using structured codes for insurance reimbursements, and hence, it is given your dental EHR uses structured codes.

Your dental practice needs will determine where you use structured versus unstructured data for documentation, which is an individual choice depending upon whether your practice is solo or a multi-provider practice.

In tab32

Along with up-to-date CDT codes, tab32 also offers the ability to create custom codes, and track them in reports.

c) Templates (clinical and non-clinical documentation)

Templates provide consistency to communicate among the providers and dental staff. Template notes for ledger, payment, insurance, etc., which has a consistent meaning among the users, reduces errors and increases the efficiency. 


It is a feature to structure an unstructured documentation - clinical or otherwise, reducing errors and communication gaps within the practice. 

Please note: We recommend a practice to develop templates as a group to communicate certain key messages, e.g. payment notes, insurance notes, etc. The effectiveness of these features lies in practice procedure rather than dental EHR capability. 

d) Specialty Need

Most dental EHR have General, Pediatric, Periodontics, Orthodontics, Endodontics and Oral Surgery features available.

Tooth Chart and Perio Chart are two common features most dentists needs and are part of dental EHR.

e) Email & Text - 2-Way Texting, Secure Email, Reminders and Confirmations

Having a variety of patient communication options is crucial to providing a modern dental patient experience. Automatizing reminders and confirmations will free up staff's time to focus on revenue discovery for the practice.

f) Online Booking - Appointment Requests and Auto-Book

Most dental practice management software offers patient portals that require a username and password. Less than 1% of dental patients will actually use this as it is a hassle to remember the credentials. 

In tab32

tab32 offers online booking with no barrier to entry. Simply send the patient an email or text with a link, and they can book an appointment when it's most convenient for them. They no longer have to call and be beholden to the dental practice's hours to book an appointment.

g) Online Forms and Consent (Paper)

Most practices have a mix of paper and electronic patient forms and consents. It mostly depends upon the demographics of your service area, but practices can avoid managing papers by using online forms or scanning and uploading the documents into cloud dental software.


We recommend dental practices use online forms as it has a direct correlation to efficiency. It will reduce the burden of managing paper files and free up time to enhance the patient experience of a modern practice.

h) Referrals and Alerts (Medical, Allergies, Payment Due, etc...)

Almost all cloud dental practice management systems (PMS) have these features.

i) Dental Images

Cloud supported dental image storage will eliminate the need to manage an in-house server to store images, and it allows for viewing in or out of the office.

In tab32

tab32's cloud dental image module, X-ray Studio, has an offline mode, so images can still be captured without the internet.

j) Scheduler

This is a common feature of dental EHRs. Keep in mind user friendliness of this feature, as staff will be using it often.

In tab32 

tab32’s scheduler connects directly with our embedded patient communication module HelloPatient. This makes it easy to address online appointment requests or auto-bookings.

k) Ledger, Payment Posting, Payment Audit, and Reports.

Another common feature of dental practice management software. Easy payment posting, a user friendly ledger and comprehensive reporting is all vital for practice efficiency and success.

In tab32

Our platform has over 90 reports and offers a detailed ledger view. More importantly, we offer online payments (as well as monthly e-statements), so patients can pay from home or their phone. 

l) Other Optional Features

Prescribing: Be aware of your practice’s needs. Most dentists prescribe limited medications, hence, e-prescribe may be expensive and have negative ROI. (More essential for specialty practices such as surgery centers)

In tab32

We are partnered with Dr. First to offer this service.

Patient Education: It is required to educate the patient. However, in the internet age, the expectation is to communicate messages (educational) continuously even when the patient is not in the practice. Patient education is only a part of the broader patient engagement strategy.

Here are a few resources on how tab32 features can be used for dental patient education:


When searching for new dental practice management software, it is important to know the features that will be most useful to you, but it's also important to look at how certain features will help your practice be more efficient and contribute to its growth as a business. tab32 is the only dental software that offers a truly cloud-based and complete solution for all your dental practice management needs. Book a free demo, today!

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