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May 11, 2009 | dentalproductsreport.com Going paperless We help you prepare.  Photo: Dentimax In the long run, converting to a paperless office will save you and your staff time and money. But when you first make the change, there are some up front costs you need to be prepared for—costs you may not have even considered. 1. The infrastructure. You’ve probably already looked into the price of the software, but don’t forget you have to have the infrastructure to run it. This includes computer, monitor, mouse, server and back up system, said Dr. Lorne Lavine, founder of Dental Technology Consultants. “The infrastructure costs significantly more than any of the systems,” he said. “That’s the No. 1 problem. Clinicians aren’t prepared for the infrastructure and the cost to do that.” 2. Training. Yes, your team members are smart but they still need to learn how to use anything new you bring into the practice. Not investing in training will only lead to frustration and a less-than smooth transition, Lavine said. And training isn’t that expensive or time consuming, said Laci Phillips of Banta Consulting Group. Most companies offer remote training that you and your team can complete at the office or even at home. 3. Down-the-road costs. Although you might think skimping on support might be a good way to save some money up front, Medix Dental President Thomas Terronez recommends buying service and support plans that span at least three years. You have to look at the total cost of ownership, and the one year plans that may seem attractive just aren’t enough. And if you don’t have a support plan, you’ll be more likely to overlook small problems that come up, which will cost you time and money as they grow into large problems. “The biggest thing is to look at the three-year cost while shopping, not the one-year cost,” Terronez said. “That will be a nasty surprise later if you base everything on one year.” You also need to remember that in about three to five years you’ll need to replace your computers and monitors. 4. Wiring. This depends on the type of building your practice is in, Terronez said. If you live in an older building with plaster walls or concrete floors, you’re going to pay more. New construction buildings rack up only about 1/10th of the cost of older buildings when it comes to wiring. 5. Losing good employees. If you don’t take the time to train your employees, they may become so frustrated they look elsewhere for employment, Lavine said. That’s why it’s also important to involve them in the process from the beginning. If they’re involved, they’ll be more excited about and more prepared for the transition. “When you’re going chartless, the biggest obstacle is your clinical team,” Phillips said. “It affects them the most. This is their job. These are the people who write things out. And that’s your biggest obstacle. Getting them to understand yes this is change, but their life is going to become so much easier when you implement it.” CONTINUED ON NEXT PAGE
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