How do I review a dental practice’s practice management software before buying?

Begin with what it does. Ask the owner to show scheduling, charting, imaging, billing and recall in use, and watch how long staff take. Slow or awkward workflows cost time every day.

Then check the data. Ask whether records are complete, how backups are made and tested, and where the data is stored. Request a sample export and see whether another system could read it. A practice locked into one vendor has less freedom later.

Look at the contract. Find out who the account is registered to, how the licence is priced, whether it can be transferred, and what notice the vendor requires. Ask your lawyer to read the terms, especially anything about ownership of data and termination. Ask about support and security. Who fixes problems, how fast, and has there been an outage or breach? Find out what the staff think of the system, since they use it all day. If a switch is likely, plan the cost and the disruption before you commit, not after. Ask how often the system is updated and who is responsible, since delayed updates can create security and compatibility problems. If staff have workarounds or paper habits, those show where the software falls short and what extra training or cost you may face.

Key takeaways

• Watch staff use the system for scheduling, charts and billing.
• Request a sample data export and ask how backups work.
• Have a lawyer review the licence transfer and data ownership terms.