Switch Orthodontic Practice Management Software in 5 Steps

Are you considering a switch in orthodontic practice management systems but hesitate because of the changes involved? Embracing change can be difficult, but it’s often necessary.

If your current practice management software (PMS) isn’t meeting your needs, it’s time to make a change.

To help, here’s Tops's 5-step guide to switching your practice management system. This guide simplifies the transition, so you can focus on achieving your goals. You’ve got this!

1. Know When It’s Time to Switch

An inconsistent orthodontic practice management system that struggles with payments and lacks integration with your preferred scanners is unhelpful. It’s a natural part of the process.

Now, it’s time to move on to the next phase: acceptance.

“The first step toward change is awareness. The second step is acceptance.” – Nathaniel Branden

In this early phase, you need to start looking for better options. As you’re shopping around, ask specific questions:

• Does this PMS integrate with other business and orthodontic software?
• Does it include payment processing?
• Is the platform cloud-based and secure?

Answering these questions early on prevents you from disappointments later down the road.

Furthermore, it’s always a good idea to take full advantage of the free demos that software companies offer. This way, you can test the merchandise first to see if it’s a good fit for your practice.

2. Don't Hesitate to Reach Out

Switching patient management systems is even harder when you can’t compare orthodontic software features. Sure, you’re an expert in your field, but you can’t be an expert on everything.

“Times and conditions change so rapidly that we must keep our aim constantly focused on the future.” – Walt Disney

Once you’ve found an ortho PMS that piques your interest, the brand’s sales team can help with any questions and the transition. Sales teams know how to create a suitable, tailored package for your office.

Tops's implementation team helps clients create a customized software solution for orthodontic practices. They guide orthodontists on which hardware to recycle and what new hardware and software they need. They also assist with transferring practice data and setting up cloud storage.

By leaning on the software’s experts, your practice will get the most out of its new ortho PMS.

3. Take Time for Training

Now, you’ve taken the step to switch orthodontic software. As Winston Churchill would say, you’re on a path toward perfection.

That’s it, right? Not quite.

“To improve is to change; to be perfect is to change often.” – Winston Churchill

The most important part of using software is knowing how to use it effectively.

As such, you should consider your team during this process. Your staff will use this technology daily for patient care and patient records management.

Frustrations with an ortho PMS can cause setbacks, higher turnover rates, and costly errors that harm your practice. Because of these risks, you really need to take care in how you introduce new practice software to your team.

First, communicate why this change is necessary.

Improving the patient journey improves the business as a whole (for all team members).

Even if your team hated the old system, they may resist switching to a new one. Remind them that learning this new system requires patience and will be an ongoing process. Mistakes may happen, but you’ll learn together.

Next, you should seek technical assistance to understand the full scope of your new management system’s capabilities. Without this guidance, it will take much longer to see the changes you want. Your staff will not be efficient, which will let you down as well as your practice and your patients.

When practices choose Tops, they automatically receive a custom, comprehensive 3-day training session. Training focuses on understanding how to use Tops's features effectively. Staff will practice using these features to ensure they fully grasp the platform.

4. Lean on the Support Team

After getting technical help, you or your staff may forget a few of the things you went over. But don’t worry, that’s completely normal.

“Alone we can do so little. Together we can do so much.” – Helen Keller

Switching to an orthodontic practice management system backed by an expert support team is a good idea. You should be able to contact customer support to ask questions and troubleshoot issues.

Tops’s support team is excellent because its members have worked in orthodontic offices. Their experience in the industry means they understand what problems can emerge. You will always speak to someone who truly gets your needs.

5. Reward Positive Experiences

It’s been a long journey that’s required a lot of time and patience from you and your staff, but you did it! You’ve left your old orthodontic practice software behind and made progress learning a new one, which is no small feat.

“Energy and persistence conquer all things.” – Benjamin Franklin

As you start to notice positive changes, don’t let them slip by without acknowledgment. It’s an exciting time for your practice. Its workflows are finally beginning to flow as they should, pushing you even closer to success.

It's important to celebrate every win after switching to your new orthodontic practice management software. Recognizing a job well done will encourage your team to embrace the new orthodontic software.

Highlighting the positive changes it brings will help your team feel good about the switch. When your team feels positive about the change, they will be more motivated to use the system correctly.

Switch Your PMS With Tops

Switching your practice management software can be a challenging process. It often feels frustrating and intimidating at first. But an ortho PMS that helps guide you through the journey can help make your transition much easier.

Tops offers more than highly advanced, reliable, and secure software solutions. Tops's sales, training, and support teams provide valuable resources on topics like:

• Imaging software
• Treatment planning
• Patient experience
• Billing and payments
• and more...

And, for an orthodontist, we think that’s pretty motivating.

“Success is to be measured not so much by the position that one has reached in life as by the obstacles which he has overcome while trying to succeed.” – Booker T. Washington