Trust Me, Your Dental Office Isn't Alone in Having Tech Frustrations
Dentists ask me for advice on IT problems all the time. And it makes sense – navigating technology is tricky for dental offices due to patient management software and ever-evolving dental tech. Issues like software crashes, Wi-Fi problems, or simply not knowing how to connect things can easily disrupt operations.
Below, I’m going to talk about some of the most common IT issues I’ve run across – and some simple things you can do to keep them from sinking your practice.
Problem: What Goes Where Now?
Technology is always evolving in dental practices. Unfortunately, updating your tech can leave you struggling to find which cords, ports, and equipment go together.
If you can’t get important equipment to work because you can’t figure out how or where the various connections go, that’s a big problem.
Solution:
Already have this issue? Call in a pro so you can get back to work. Trying to prevent problems before they occur? The solution is relatively simple: label, label, label. What’s that port? Label it. Where does that cord go? Label it.
This may seem silly, but you’ll thank me the next time you have to move equipment around, deal with an upgrade, or train a new team member. Speaking of which…
Problem: Setting Up a New Team Member Takes Forever
When staff turnover occurs, computers often get wiped. This can make setting your new team member up exhausting.
What programs do they need? What logins? Are there specific drivers that must be downloaded for compatibility?
Solution:
Create a new workstation cheat sheet. This document should provide a list of necessary:
- Software, drivers, and printers to install
- Accounts to set up, such as email or your practice management software
- Access levels to grant (crucial for HIPAA compliance!)
- Peripheral devices to set up (e.g., barcode scanners, X-ray Sensor/Imaging Device)
- Passwords for the process
- Backup and security settings
This way, you won’t have to search around each time there’s a new hire.
Oh, and make sure the cheat sheet is in a central, easily accessible location and that everyone knows where to find it. You might even want some redundancy with a physical record and one that resides in the cloud.
Problem: You Try to Get Another Year (Or More) Out of Your PCs
I see this a lot. So many dentists think they can get away with extending the life of their computers. But problems occur when the operating systems on these machines lose support, and now you can’t communicate with your dental software – or even update it!
Solution:
You don’t have to buy the highest-end, most expensive tech for everything. But it’s vital in some areas. For example, you definitely want to update your server every few years. Dental software is updating all the time, so you have to be able to properly communicate with that software. A business-class firewall is essential, and you’ll want to minimize Wi-fi connections since they are less reliable that hardwired connections.
Pro tip – if you just can’t afford better equipment right now, get high-quality IT support. A good IT team may be able to keep your older equipment running for longer and help your staff be more efficient.
A Final Word
Lots of smaller businesses think it’s too expensive to pay for IT help, but usually the opposite is true. Because trying to DIY tech support in a dental office can be a recipe for disaster as you grow.
Want to learn how we can help with your dental IT needs? Don’t hesitate to reach out to me.
