What you need to know

Off the top of your head, can you remember any of your patients’ phone numbers? What about their billing addresses, credit card information, and complete dental histories?

We’re guessing you can’t—because you’re human. That’s where practice management software (PMS) comes in. These programs collect, store, and organize your patients’ data so you (or your front office staff) don’t have to. However, where that data is stored can have wide-reaching effects on how you run your business. The two main options are:

• Server-based PMS, which saves your data to an in-office computer (the server)
• Cloud-based PMS, which uploads your data to servers owned by a third party (storing it in the cloud).

Depending on which you choose, you could save (or give) yourself a huge IT headache later on. If you’re looking for your perfect PMS, make sure to ask yourself these three questions:

Question #1: How will you back up your data?

Cloud-based PMS backs up your data automatically, saving it to a server owned by a third-party company. It’s convenient, but it could strain your Internet speeds.

Since server-based PMS stores data on a server in your office, you have 24/7 access. Back it up whenever you like! You can even make a cloud backup, if you want extra security.

Question #2: How will you stay safe?

You can never be 100% safe from cyberattacks. Both types of PMS can be vulnerable, especially if you don’t practice proper cyber hygiene.

Since they’re accessed via web portal, anyone with the right credentials can log in to a cloud-based PMS. 

• Our tip: Set up multi-factor authentication (MFA) and pay for those extra user licenses.

Server-based PMSs live on, well, your server, so a cybercriminal would need to log into your local computer network and your PMS to access your data.

• Our tip: Use different usernames and passwords for each account.

Question #3: Who needs access to your data?

For practices with multiple locations, think about using cloud-based PMS, which lets you manage all your data from a single web portal.

If you’re considering selling a practice, server-based PMS is best. Since all your data would be stored on an in-office computer, you could just sell the server along with the practice.

How we can help

If you haven’t spent over a decade working intimately with PMS, you might not know where to start. Luckily, we’ve got a guy!

Our field specialist, Ryan, has extensive experience working with practice management software. Before making any recommendations, he’ll get to know you and your practice (if he doesn’t already). Call or email today to start a conversation:

Phone: 408-200-9881
Email: [email protected]

Conclusion

In this article, we’ve shown you how PMS choice affects your data, but what about you? Stay tuned for part 2, where we’ll explore user experience, customization options, and costs.