Let me share you some hidden costs of dental office computerization. All dental software vendors may not tell you this.
1. Hardware to run dental office software
For an effective running of dental office software, the office will require at least 3 computers (Reception, Chair side and Insurance/Accountant). If it is a specialty dental clinic with around 5 chairs then it may require up to 8 Computers with a small server. This is required for effective utilization of dental office software full functionality. In addition to this you may require laser printer, Bar code scanner, Patient card printer, Routers, Network cables/Wireless routers, UPS, External Hard disk… In some cases dentists prefer to use iPads on the chair side.
2. IT technical assistance
Keeping a system administrator for a small clinic is not viable. They usually outsource the support and maintenance. Many times the improper support makes the software standstill. But if it is a fairly good setup, an IT support person is required. He need to take care of systems, software, network, data back up etc.
3. Dental office software training
Proper training is very important. The staff need to trained thoroughly for a better usage of complete dental office software functionality. The training is also required if any new update comes or when a new staff joins. Usually the companies charge heavily for training and this will higher since the dentist doesnt have any other option.
4. Data Conversion
Many dental clinic software companies will charge for transferring existing data into the new software. Since this is a additional work, the companies may charge additionally.
5. Customer Support
There are lot of factors which may directly or indirectly affect the software performance. It can be faulty computers, OS problems, Virus issues etc. Customer support is very essential to upkeep the software. Customer support comes with monthly/annual payment options. Some companies charge for the site visits. This is a continuous charging for the life time
6. Third Party Software
Some dental office software require additional software to function. A good example is Microsoft Server software and MS Sql/Oracle database. These software comes with a annual licensing model. They charge pretty good amount every year.
7. Additional Features/Modules
Many dental office software applications provide only base functionality in standard package. It may require you to pay heavily to unlock additional features.
8. SMS Credits
SMS are chargeable in all existing dental software
9. Data lock in
Some companies will not provide you data if you want to change the software. Sometimes they will charge heavily too. If it is working on a SaaS model (Online), only part of the data will be provided to you. You will not be able to access any other data.
10. Revision of pricing
If you opt for an online software, the costing will be monthly or yearly. It is better to check their price revision before the purchase.
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