Switching from Eaglesoft to Open Dental

Transitioning between practice management systems is a significant undertaking that often causes anxiety for office managers and practice owners. Understanding the nuances of moving between open dental and eaglesoft is the first step toward ensuring your team feels confident and prepared for the change.

What Converts and What Doesn't

When you move your data, it is important to understand that a conversion is not a "mirror image" transfer. While the core data moves, the way it is structured in the new database will feel different.

Typically, the following data converts successfully:

• Patient Demographics: Names, addresses, phone numbers, and insurance subscriber information.
• Appointment History: Past and future appointments.
• Procedure History: Completed work and clinical notes.
• Account Balances: Current patient and insurance balances.
• Insurance Plans: Carrier information and coverage tables.

However, you should expect that the following items will NOT convert:

• Custom Reports: Any specialized reports you built in Eaglesoft will need to be recreated using the Open Dental Report Setup or custom queries.
• Letter Templates: Your custom patient communication templates will need to be copied and pasted into the Open Dental Letter Merge system.
• Preferences and Settings: Your specific office defaults, such as appointment book colors, automatic text triggers, and clinical note templates, must be manually configured.
• Imaging: While X-rays often convert, some proprietary formats may require a bridge or a separate export process. Always verify your imaging needs with the conversion team early.

The Conversion Timeline

A successful migration typically takes 4 to 8 weeks from your initial inquiry to your go-live date.

1. Initial Inquiry & Test Conversion: You submit your data for a free test conversion. This is the most critical step; it allows you to see your data inside the Open Dental environment before you commit.
2. Review Period (2-4 weeks): Use this time to audit the test data. Check patient balances, verify insurance plan setups, and ensure clinical notes are readable.
3. Final Conversion: This happens shortly before your go-live date. It usually takes about 3 hours, during which your system will be offline.
4. Post-Conversion Setup: Open Dental includes a 2-hour setup session. Use this time to configure your practice preferences, user permissions, and insurance payment defaults.

Cost Breakdown

The financial commitment for moving from Eaglesoft to Open Dental is transparent compared to many other vendors.

• Conversion Fee: This varies based on the complexity of your data, typically ranging from $500 to $2,000+.
• Monthly Subscription: Open Dental costs $179/month for the first 12 months, dropping to $129/month thereafter. There are no per-provider fees, which is a major departure from the Eaglesoft model.
• Imaging: If you have a large volume of images that require specialized handling, there may be an additional fee for image conversion.

What Will Surprise You

Even with a perfect data migration, the transition will present a few surprises:

• The Interface: Eaglesoft users are often accustomed to a specific "look and feel." Open Dental is more utilitarian and text-heavy. It takes about 3 to 5 days for the front desk staff to stop "hunting" for buttons.
• Preference Configuration: You will spend significant time in the Setup menu. Unlike Eaglesoft, where many settings are pre-configured, Open Dental expects you to define your own workflows.
• Report Logic: You will likely find that your favorite Eaglesoft report doesn't exist by the same name. You will need to explore the Reports > Standard menu to find the Open Dental equivalent.

Your First 30 Days

Once you go live, prioritize these tasks to stabilize your office:

1. Verify Insurance Payments: Ensure that the "Insurance Payment" window in the Account Module is reflecting your current aging correctly.
2. Clean Up Appointments: Check the Appointments Module to ensure your provider schedules and operatory views are set up to match your daily flow.
3. Audit Clinical Notes: Ensure that your notes from the Chart Module are properly attached to the correct procedures.
4. Set Up Automated Reminders: Configure your eServices to handle appointment confirmations and recalls.

Once you're on Open Dental, DentalCanvas gives you the visual analytics dashboard that Eaglesoft 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.