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5 Steps to Endodontics Software Migration

Change in your Endodontic Practice is inevitable, especially when it comes responding to industry pressures like the need for higher HIPAA security to protect patient data from malicious ransomware attacks. Yet when it comes to migrating to new software, it can be a formidable challenge. The stakes are high— it can disrupt patient care, affect revenue, and requires adapting to unfamiliar workflows. It’s a transition that most do not eagerly embrace. 

Luckily, with strategy and support, this shift can become much easier, ensuring minimal disruptions and maximum benefits for the practice and its team.

Let’s start by tackling why migration CAN BE such a challenge.

Migrating software in an Endodontic practice is akin to remodeling your practice while continuing to serve patients in it. It disrupts established workflows, introduces a new learning curve, and often requires team members to strategically solve new challenges that they’ve never encountered before. Patients depend on a smooth experience, and any disturbance can impact patient perception. Not to mention the planning it takes to implement, taking time away from your busy schedule and that of your team. But at the end of the remodel, you’re poised to present a higher quality of service, you have the tools and resources necessary to scale your business and you’re much happier once it’s done. 

But what if you could simplify the process to make it even easier to dive in and get to that “greener grass” faster? 

In this article we’re simplifying software migration to 5 actionable steps to ensure minimal patient care interruption and the best possible outcome for your team. 

Need a checklist? Download our 45 Day Migration Checklist to create your own customized plan.

1. Understanding the Benefits: Educating and Engaging the Team

Simply put, your team needs to be on board. Change is hard but modern software can offer advantages to your team’s workflows as well as yours. Migrating to a new software needs to be a change that benefits the entire team – from easing workloads to offering new opportunities. Enlightening your team on the benefits of changing software means involving them in the software search. DentalEMR offers test drive demos catered to all team members. This approach ensures that every individual within the team is afforded the chance to pose questions, grasp the benefits, and cultivate enthusiasm for making the switch. Before making a final decision on what software to switch to, be sure to find out if the company offers onboarding and training support to help with the transition. We dive into why this is so important in step 3. 

2. Strategic Preparation: Create your Transition Plan & Timeline
The optimal duration for a software transition is between 30 to 45 days, with an initial two weeks designated for set-up and patient data migration and remaining four weeks dedicated to intensive team training and practical exercises. Any more time and you risk losing momentum, while allowing for less time puts you at risk of rushing patient implementation before your team is confident.

We recommended that you allocate approximately one hour each day exclusively for the software transition. This approach allows for a consistent implementation without loss of momentum and minimizes patient care disruptions. You might decide that a condensed schedule with more extended sessions on fewer days is also a viable option for you and your team. As long as you are consistently prioritizing time to train, you will be successful with this stage of the process.

3.  Guided Onboarding: Building Confidence and Competence

As highlighted in our first step, transitioning to a new software requires a collaborative effort, and DentalEMR is committed to supporting your team every step of the way. Recognizing the importance of guidance throughout this process, we assign a dedicated Practice Success manager during your guided onboarding. This experienced manager assists with crucial set-up tasks and offers a wealth of training resources tailored to various learning styles. Beyond routine strategy meetings, your Practice Success manager also provides a sandbox environment for your team to practice workflows without real patient data, fostering a comprehensive understanding of the software’s functionalities before implementing in your day to day patient care. While managing a busy practice makes switching software no easy feat, finding a software provider that offers multi-layered support is essential for a seamless transition.

4. Implementation and Follow-up: Testing the Waters with Patients

Once your team has acquired the necessary training and confidence, a gradual soft launch is implemented to smoothly integrate the new system into patient care processes to ensure minimal disruptions. This approach enables the team to evaluate effectiveness, identify potential workflow issues, and make adjustments as you go. 

Depending on your preference, there are two ways to execute this – allocating specific days each week or dedicating afternoons for patient care using the new software and processes. The latter is favored as it ensures consistent immersion in the new processes daily, and practicing with afternoon patients is far less risky if the schedule is to fall behind. It’s advisable to communicate with patients about the ongoing transition to the new software, demonstrating your commitment to enhancing patient care. Being transparent about potential challenges upfront is preferable to downplaying any hiccups, as it establishes trust and portrays your team’s dedication to providing consistently optimal care. While conducting your soft launch with patients, create an open environment for questions, feedback, and collaborative issue resolution amongst your team. This approach guarantees the success of all team members and allows for timely adjustments. 

The duration of your soft launch should be determined by your team’s comfort level. As you become more adept with the new processes, transitioning to seeing patients exclusively on the new software for full days is advisable, eventually phasing out the use of the old software altogether

5. Continuous Support and Care: Ensuring Seamless Operations

As your Endodontic Practice continues to grow and evolve, it’s possible that your needs will change slightly. This means adapting certain workflows for optimal patient care. Choosing a software provider that not only offers continuous support but also conducts periodic check-ins and strategy meetings is paramount for feeling supported and confident throughout your software journey. DentalEMR’s Practice Success Team goes beyond onboarding and implementation, integrating ongoing support and guidance in your routine services. With strategic check-ins, regular updates, workflow enhancements, and sustained support, we ensure the maintenance of optimal patient care as your practice evolves. This continual assistance ensures the smooth operation of the practice, addressing emerging issues promptly and creating space to explore new and exciting business opportunities. 

When contemplating your software options, it’s crucial to recognize that your practice is ever-changing, requiring a practice management software that can adapt alongside you. Unlike server-based software, which remains static until you purchase the latest version, a web-based solution enables consistent growth and evolution, leveraging the latest workflows to meet the industry’s most modern needs.


You may still be contemplating the value of transitioning to new software within your practice.

Is it the best fit for you? Is it time? How will you know?

To guide your decision-making process, consider the following questions:

1. Do you have underlying concerns about the HIPAA compliance of your patient data safety protocols or are you looking to significantly reduce your IT costs?

2. Do you find yourself relying on numerous external vendors in addition to your practice management software to complete basic day-to-day patient care workflows?

3. Are you questioning whether you’re keeping pace with the latest technological advancements in Endodontics?

4. Is your team expressing frustration about routine workflows, impacting overall morale?

5. Do you have aspirations to grow your practice but feel uncertain about the best next steps?

If you’ve answered yes to more than one of these questions, it’s time to consider your options for a software switch. These five migration steps serve to ground you and guide you through the process. To make it even easier on you, we’ve compiled a comparative post to aid you in navigating the software options suitable for your Endodontic Practice, specifically.

If you’d like to experience DentalEMR for yourself, get a feel for our team ethos and learn the high-value aspects DentalEMR can bring to your practice, schedule a customized test drive with us today. 

Interested in implementing DentalEMR in your Endodontic practice?
Our Practice Success Team can help you strategize the possibilities in DentalEMR.

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