Switching from Dentrix to Open Dental

Switching your practice management software is a major decision that often brings a mix of excitement for better workflows and anxiety about potential data loss. It is important to set realistic expectations: while the process is well-established, it is not a "magic button" migration. You will need to dedicate time to cleaning up your data and learning new ways to accomplish your daily tasks.

What Converts and What Doesn't

When you switch Dentrix to Open Dental, the conversion team works to bring over the core data you need to keep the practice running.

Typically Converts:

• Patient Demographics: Names, contact info, and family relationships.
• History: Appointment history, procedure history, and clinical notes (though formatting may vary).
• Financials: Current account balances and insurance plans.
• Clinical: Perio charts, medical alerts, and medication lists.

Typically Does NOT Convert:

• Customizations: Letter templates, custom reports, and specific software preferences or settings.
• Imaging: While some image formats can be converted, this is often a separate, complex process. Check your version's manual for availability and compatibility with your specific imaging hardware.
• Historical Reports: Do not expect to run historical reports in Open Dental for time periods prior to your conversion. Always run and save your final reports from your old software before the switch.

The Conversion Timeline

A typical transition from initial inquiry to go-live takes 4–8 weeks.

1. Test Conversion (Free): The team extracts a sample of your data to show you how it will look in Open Dental. This is your chance to verify that the data is mapping correctly.
2. Review Period (2–4 weeks): Use this time to thoroughly review the test database. Ensure your providers, operatories, and insurance plans are set up correctly.
3. Final Conversion (approx. 3 hours): On the scheduled day, your old software is closed, and the final data is moved.
4. Post-Conversion Setup (2 hours included): You will have a dedicated session with a technician to ensure your database is configured for your daily operations.

Cost Breakdown

The cost to switch Dentrix to Open Dental is transparent. Conversion fees vary based on the complexity of your data, typically ranging from $500 to $2,000+.

Once you are live, the monthly fee is $179 for the first 12 months, dropping to $129 per month thereafter. Crucially, there are no per-provider fees, which is a significant departure from many other software models. Note that image conversion is a separate service and fee if you require historical images to be moved.

What Will Surprise You

Even with a smooth transition, a few things often catch offices off guard:

• The Interface: Open Dental is functional and data-driven. It may look "plain" compared to the more polished, modern interfaces of some competitors, but it is designed for speed and efficiency.
• Preferences: You will need to re-set your defaults. Things like appointment colors, auto-notes, and specific security permissions must be configured in the Manage Module > Setup menu.
• Reporting: You may find that a specific report you relied on in Dentrix does not exist in the same format. Open Dental has robust reporting, but you may need to use the Reports > Standard menu or utilize custom queries to get the exact data view you are used to.

Your First 30 Days

Focus on these priorities immediately after your final conversion:

1. Verify A/R: Run the Aging of A/R report in the Account Module and compare it to the final report from your old software to ensure balances match.
2. Setup Bridges: Ensure your imaging software and payment processors are correctly linked in Setup > Program Links.
3. Update Future Appointments: Run the Update Provs on Future Appts tool to ensure your schedule reflects the correct providers and hygienists.
4. Staff Training: Utilize the online manual and video tutorials. The more your team understands the Appointments Module and Chart Module early on, the faster they will adapt.

Once you're on Open Dental, DentalCanvas gives you the visual analytics dashboard that your previous software never had — and that Open Dental doesn't include.

This article is provided by opendentalsupport.com, an independent community resource. We are not affiliated with Open Dental Software, Inc.