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Six Step Strategy for Successful Integration
The introduction of modern dental technologies is changing the practice environment and presenting new opportunities to improve practice efficiency, generate greater profits and enhance patient satisfaction. Remember when the intraoral camera system made its debut back in the late 80's? Technological advances have changed this simple concept into an intricate computer based multimedia digital network system integrating business software with clinical technology that will change the way of dental practices forever. Does this sound familiar?
"My goal is to integrate my front office business software allowing communications with the clinical side of the practice. I want to integrate computers, practice management software, intraoral cameras, patient education, cosmetic imaging, digital x-ray and cable television."
This is an impressive wish list but the question remains, HOW? Most dental professionals are not prepared to answer this question...and why should they be? The intention of this article is not to convince you to build your practice, educate your patients, or improve practice efficiency through the implementation of technology. There are some excellent articles explaining these concepts and would only be redundant. This article focuses on the importance of sound planning, design, and the steps to successfully integrate your practice with technology. The following six steps completed in sequence are critical to the overall success of your project.
Step 1. Establish technology objectives and budget
It is moderately accepted that "dental technology" translates into a significant financial investment. Unfortunately, many dentists purchase technology prior to establishing their goals and overall plan. One recommendation is to formulate a prioritized "wish list" of technology products likely to purchase. Then, clearly define how these products will enhance your practice's goals and objectives. This will not only keep your project on target, it will help eliminate redundant or ineffective expenditures. Secondly, establish a realistic budget prior to designing the system or making any purchases. This estimated budget should always drive the system design, not the other way around. It only makes sense to phase technology into the practice rather than overspending and trying to force results. Technology offers many creative solutions depending on the goals, objectives and budget for the project.
Step 2. Understand and establish the preferred method of equipment interaction
There are two key methods of equipment interaction. The first method is the analog based video network system. This system allows intraoral camera viewing, patient education and relaxation capability without a computer being present in the treatment area. Video printers, DVD players and VCR's are centrally located and accessible through TV/video monitors located in each operatory. Typically, control of these devices are accomplished through an infrared wireless remote control.
The second method is the digital computer network system allowing business administrative communications with the clinical side of the practice. Unlike the analog video system, a computer is located in each treatment room. This presents countless capabilities such as digital x-ray, practice management, image management, cosmetic imaging, scheduling and charting software. Accessibility of intraoral video, patient education, and audio/video relaxation is administered through a computer workstation. Computerization of the treatment area brings up another issue...optimized function. The computer can be configured to perform various tasks and if not specified correctly, can be ineffective. Understanding the function of the computer in the treatment area will bring the best results.
There are subsets of each of these methods giving the dental practitioner several customizable options depending on the goals, objectives and budget established in Step 1. Understanding the numerous methods of equipment interaction while increasing productivity and efficiency without creating ergonomic design issues is a difficult proposition. If you are not familiar with these, find a professional who understands dentistry and functionality of the treatment area. Expect a thorough explanation of your options and make certain that they are capable of successfully designing this aspect into your project. Optimizing your integrated system to the methods of your treatment and business areas will ensure performance, efficiency, and satisfaction... under the condition that you understand them first!
Step 3. Properly designing the system
It should be understood that establishing objectives, budgets and interactive preferences are all programming directives that drive the design of your overall system. Additional information regarding your practice's equipment and cabinetry is also critical to the overall ease of use, accessibility and success of the designed system. This will allow these tools to remain productive, efficient, and a good investment.
The KEY: Plan, design and engineer the integrated dental technology system...prior to making purchases
This requires expertise in the following areas:
Step 4. System documentation is a must
System documentation is the "road map" to a successful installation. Detailed wiring schematics and a network layering diagram will ensure proper placement of wiring and technology equipment locations throughout the dental facility. Unfortunately, "winging it," is not acceptable! The installer of choice should take the specification documents and accurately install the network wiring, components and peripheral equipment. Examples of recommended documentation and drawings are shown below:
Written specifications are an excellent way to qualify a system designer and installer for your project. (If they can't provide this documentation-keep looking.)
Step 5. Installation of the system wiring and interconnecting hardware
Ideally, the system installer should have extensive knowledge in computer networking and dental technology systems, however, this combination of proficiency is rare. If this expertise is not available, the overall system designer can guide an experienced computer networking technician through the installation requirements. Qualifying an installer for your project is critical. Once technology is an integral part of your practice, a faulty installation leading to system failure is costly.
Step 6. Purchasing dental technology equipment and systems
Obtaining objective and unbiased technology equipment recommendations will ensure accurate and honest information. With the wiring and interconnecting hardware of the system installed, select the technology systems based on in-office demonstrations. The features and benefits of the specific technology (e.g. intraoral camera, digital radiography, practice management software, etc.), should be tested under the actual conditions they will be used. Additionally, consider only dealers or manufacturers that back the products they sell. Always inquire warranty, servicing and loaner/replacement information in writing for these will minimize downtime in the event of a problem.