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Executive Insight: One Size Fits None by Alan Rencher

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Categories: Practice Management, HR and Accounting;
Executive Insight: One Size Fits None 

Leverage the power of customized, embedded dental workflows

by Alan Rencher

It’s a frustrating reality: no two dental practices are the same, yet many software solutions still stubbornly insist on a one-size-fits-all approach. The key to success lies in selecting an embedded solution—ideally one that empowers personalization through a vendor platform that shoulders the heavy lifting of back-end processes.

We’re sharing what goes on behind the scenes to achieve an effortless user experience.


The problem with rigid, outdated workflows
I’ve spoken to a lot of dentists who would rather stick with the inefficient workflows they know than take the chance on a new, customized solution. But if you’re only thinking about the short-term challenges of new workflows, you’re ignoring the much more significant consequences an outdated, one-size-fits-all approach can have for your practice.
  • Disconnected systems create inefficiencies: Manual data entry between different platforms is time-consuming, inherently error-prone and a significant drain on your team’s ability to focus on what matters most: patient care.
  • Security concerns limit innovation: Without proper data access controls, custom workflows can introduce risks.
  • Lack of integration stifles growth: Practices that can’t connect key systems, like billing, imaging and scheduling, are more likely to face time-consuming delays and struggle to scale and thrive in a competitive environment.
Still not convinced? Consider this: the average practice spends 7-plus hours a day accessing insurance portals and 13-plus hours manually entering eligibility data into patient records. Imagine the time your team could get back with customized workflows that connect key systems and eliminate the manual burden of these tasks.

The right technology should adapt to your practice—not the other way around. But where do you start building your custom practice workflows?


The building blocks of custom practice workflows
Building block #1: Set a strong foundation with security
Poor security practices leave patient and practice data vulnerable. Every integration should meet today’s security standards—no compromises.

There are two key things to look for in a technology provider:
  • SOC 2 Type 2 certification: Given the aggressive threat landscape and frequent breaches, ensuring that your patient and practice data is secured is paramount. SOC 2 Type 2 certification guarantees top-tier security standards are met, exceeded and independently audited annually. This is a binary question: the vendor either has it or they do not. Do not compromise on this.
  • Cyber insurance coverage: Cyber insurance ensures that if the software vendor experiences a cyber incident, your data and liability are covered. Without this insurance, you as a customer assume the liability for your patient data being exposed. Once again, this is a must-have.
Red-flag alert: If a vendor can’t answer your security questions confidently, you need to walk away.


Building block #2: Unlock efficiency through smart integration
Practices need access to their data without vendor lock-in. Ensure your software allows for:
  • SDK (software development kit): A developer-friendly way to allow third parties to integrate securely and at scale.
  • APIs (application programming interface): Enables seamless communication between different systems.
  • Data backup or extract capabilities: Your data should always be accessible.
  • Cures Act compliance: Ensures proper handling of electronic health records.
Red-flag alert: If a vendor limits data access or lacks these options, they aren’t the right vendor for you.


Building block #3: Choose the right integrations
There are two main integrations, and it’s important to consider how each might best suit your organization’s needs:
  • Native integration: Fully embedded within a practice management system (PMS) for seamless use.
  • Third-party integration: External tools securely connect via APIs, but they may require additional setup.
Prioritize secure integrations to safeguard your data. Unverified vendor access to your database poses significant risks, including data corruption and security breaches. To mitigate these threats, consult your PMS vendor’s official website for a list of approved integrators and integrations.

Red-flag alert: If a solution relies on robot process automation (RPA), which scrapes data by mimicking user actions, instead of true API integrations, it’s not a sustainable option.


Building block #4: Ensure your workflows scale with your practice
A system that works for a small office might not scale for multilocation DSOs. It’s important to do your research and choose a partner who understands your needs.

Key questions to ask:
  • How many customers currently use the platform?
  • What are their average response times?
  • What’s the vendor’s service level agreement (SLA)?
If your platform doesn’t scale efficiently, it’s time to find a new partner who can help you reach your long-term goals.

Red-flag alert: Weak links in your structure.


What’s next? The future of customizable dental workflows
Don’t compromise your workflows with a one-size-fits-all approach. With a strong foundation that emphasizes customization and security, practices can set themselves up to deliver a superior, patient-centric experience.

There are three key areas that should expand to include automation:
  • AI-powered workflow automation that reduces manual tasks and errors
  • More flexible API ecosystems for deeper customization
  • Stronger security and compliance measures that protect patient data
Practices shouldn’t have to compromise on their workflows. Future-proofing starts with choosing vendors who prioritize security, scalability and customization.

Dentistry is moving toward a fully connected, customizable digital ecosystem, and that starts with building the workflows that will shape the future of patient care. It’s time to demand better integration, transparency and control over your data.
This content is sponsored by Henry Schein One.
For more information, visit henryscheinone.com.
Author Bio
Alan Rencher Alan Rencher is the chief technology officer at Henry Schein One. Rencher holds various engineering and computer science degrees. He previously worked in executive technology leadership roles at MasterControl, Target, Melaleuca and other technology companies. He resides in Highland, Utah, with his wife and four children.
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