Your Cloud-Based Practice Management Software Implementation Checklist

What converts from previous software? “In every single conversion we do, I have a little sheet that tells you what converts and what does not,” Silverthorn explains. “That goes to my client with my packet. There are certain things we can bring over and other things are encrypted and we can’t get. We go into detail with the client, so they have a good expectation. We tell them everything upfront.”

At this point in the process, Silverthorn discovers if orthodontists are using a primitive form of Windows. It’s true that an ultra-advanced machine is not necessary to run Cloud 9, but there are certain necessities. For example, Windows 98 is not HIPPA compliant, primarily because security patches are no longer updated. “You are dealing with health data, which is highly protected, and you want to make sure your computers are getting all of the latest security updates,” Silverthorn says. “If a hacker comes in, they can’t get your health data, because most of that is stored in our data center.”

“We’ve got doctors with really old printers that are shared over a network with a name,” Silverthorn says. “When you are printing from the internet and you send something like that, it causes issues. If the printer cannot be changed to an IP address or something that is actually on the internet, we recommend replacing the printer. Most of those printers that can’t get on the internet are really old.”

“We find out how many work stations they have and their overall speed,” Silverthorn says. “We check what is using broadband in the office. Upload speeds are also a factor because it affects how long it takes to upload an X-ray or upload pictures/photos to the data center. Low speeds are not something that has caused us many issues, except in very rural areas.”

Implementation specialists don’t go on-site, but they will call and make sure clients have signed all their paperwork. “They will make an appointment with you and go over everything on the phone,” Silverthorn explains. “The trainer is on-site. We can make sure the trainer knows their questions. Implementation specialists make sure all of the integrations are done and paperwork signed.”

Homework usually involves developing answers to key questions. Silverthorn puts it this way: “Trainers want answers about the day-to-day functions of your practice. What’s your normal day like? Based on that response, we can build a template. This is the time to make those lists of changes because the trainer will come in and do the setup.”

“Orthodontists and office managers have to decide what they are going to use as third party vendors,” Silverthorn says. “Most of them want to use our credit card processor because everything is all in one place. It’s an integrated window. Other things are third party vendors that will send out appointment reminders. They have to get into their database at night and pull all the appointments for the following week and send out reminders by email. We integrate with a lot of different vendors that do different things, including marketing. For our part, we have to make sure integrations get set up in the background, and that we have permission to allow vendors to access the database. Authorizations need to be signed.”

In the end, any written list is bound to leave something out. Unforeseen circumstances are, by definition, not readily predicted. The good news is that Cloud 9 staff members are able to use their considerable experience to improvise when necessary, particularly during the challenging conversion process.

From coding to final implementation, they have extra insight. “For example, our founder, who wrote Cloud 9, also wrote the software for our major competitor [prior to starting Cloud 9],” Silverthorn reveals. “So we have certainly seen a lot, and we can react quickly to unexpected things that may come up.”

Originally posted on Orthodontic Products online.