5 Benefits of Virtual Solutions for a Dental Office

Gone are the days of yellowed card files and stapled medical records. Even when these tools are used today, they are now supplemented with database software and voice transcription. While large dental practices can easily jump on the technology bandwagon, sometimes small and medium-sized practices are ill-prepared or overwhelmed by the thought of upgrading systems or installing new hardware.

When Datasmith Network Solutions began serving the dental industry, we had no idea that this would become such a specialized area for us, but as technology has advanced and as compliance requirements have become more stringent, dentists and Datasmith have paired up as proactive game-changers.

Aside from the aesthetic benefits of fewer “boxes” and no tangled wires – and the morale boost of an office that is operating smoothly and efficiently – there are basic professional reasons to consider virtual solutions for a dental practice.

1. Business continuity

A dental office can’t afford to be “down” for long. Having appointment information and medical history at hand is essential to any well-run practice. Keeping technology-driven tools in working order is mandatory. An antiquated phone system, poorly installed server, faulty hardware or even a power surge can compromise a network and impact your practice, hurting your reputation, patient satisfaction and of course, your bottom line. Datasmith can help ensure business continuity through regular upgrades and ongoing maintenance.

2. Replication of data

As dentistry has grown more sophisticated, the volume of detailed information, imagery, and archives has increased. So where is your data stored? Chances are, if you’re still using files and folders, you’re at risk. Operating systems and servers are vulnerable. Products like DataSafe® protect you by automatically collecting, storing, and safe-guarding information. Back-up to the Cloud and data verification add other layers of protection. Datasmith can help you figure out what is needed and then implement the solution from start to finish.

3. HIPAA compliance

According to the American Dental Association, “HIPAA rules for Privacy, Security, and Breach Notification apply to a dental practice if it meets the definition of a ‘Covered Entity.’ Assuming a dental practice is a covered entity, the practice will need to take steps to comply, starting with the appointments of a HIPAA Privacy Official and a HIPAA Security Official. Other steps include, but are not limited to: reading and understanding all of the requirements, creating a HIPAA compliance team, delegating tasks, performing a risk assessment, devising policies and procedures, training workforce members, and maintaining compliance in an ongoing manner.” Datasmith can help you meet HIPAA mandates.

4. PHI security

Whether talking about casual access to sensitive information or the potential invasion of a computer virus, susceptibility to a security breach is a foremost concern. In addition to securing billing and payment activities, a dental practice needs to be vigilant in protecting Personal Health Information because it is shared at so many intervals: insurance claims, transmission of X-Rays, communication with labs, consults with specialists, even via patients who request a copy of their records when they move. Datasmith looks at the wide range of transactional processes and recommends an integrated solution that often includes anti-virus software, firewalls, log-in procedures, limited access and password-protection.

5. Email Encryption

As the world goes paperless, technology is even more important. Email certainly makes life easy, but it’s dangerous for a dental practitioner to be lax about email delivery. Plain text traveling over a public network can be deciphered so Datasmith works to ensure that emails containing a Social Security number, credit card information or Electronic Medical Records are made accessible only through a link and log-in.