Switching your practice management software is a major undertaking that often feels overwhelming, but moving to Open Dental for orthodontist workflows is a manageable process when you know exactly what to expect. While the transition requires careful planning, the flexibility and lack of per-provider fees make it a popular choice for orthodontic offices looking to break free from restrictive legacy systems.
What Converts and What Doesn't
It is important to be realistic: a data conversion is not a "magic button" that makes your new software look exactly like your old one.
Typically, the following data points convert successfully:
- Patient Demographics: Names, addresses, phone numbers, and insurance subscriber information.
- Appointment History: Past and future appointments.
- Procedure History: Completed treatment codes and dates.
- Account Balances: Current patient and insurance balances.
- Insurance Plans: Basic plan information and coverage tables.
- Clinical Notes: These usually convert, though formatting may vary slightly from your previous software.
Conversely, these items typically do NOT convert:
- Custom Reports: You will need to recreate these using the Report Setup tools.
- Letter Templates: You must re-create your custom correspondence templates within the Letters tool.
- Preferences and Settings: Every setting, from your appointment book colors to your automated text message triggers, must be manually configured.
- Proprietary Image Formats: While standard JPEGs and DICOM files usually move over, proprietary imaging formats from specific hardware manufacturers may require manual export/import.
The Conversion Timeline
A typical transition from initial inquiry to go-live takes between 4 to 8 weeks.
- Initial Inquiry and Test Conversion: You submit a backup of your current database. Open Dental performs a free test conversion so you can see your data in the new environment.
- Review Period (2-4 weeks): This is the most critical phase. You must log into the test database to verify that your patient balances, insurance plans, and clinical notes look correct. Do not skip this step.
- Final Conversion (3 hours): On your go-live weekend, your current software is backed up one last time, and the final data is moved into your live Open Dental database.
- Post-Conversion Setup: Open Dental includes a 2-hour setup session to help you configure your practice defaults and ensure your team is ready for the first day.
Cost Breakdown
Open Dental is known for its transparent pricing model.
- Conversion Fee: This varies based on your source software and the complexity of the data, typically ranging from $500 to $2,000+.
- Monthly Fee: As of version 25.2, the cost is $179/month for the first 12 months, dropping to $129/month thereafter. There are no per-provider fees, which is a significant advantage for multi-doctor orthodontic practices.
- Imaging: If you have a massive library of high-resolution orthodontic photos and radiographs, there may be a separate fee for the time required to map those files correctly.
What Will Surprise You
Even with a smooth transition, expect a few "culture shocks" during the first week:
- The Interface: Open Dental is functional and data-driven. It lacks the "glossy" feel of some other orthodontic-specific software, which can feel jarring for the first few days.
- Manual Configuration: You will spend significant time in the Setup menu. Unlike "all-in-one" packages, Open Dental requires you to define your own defaults for everything from billing cycles to appointment confirmation text messages.
- Reporting: You will likely find that your favorite report from your old software doesn't exist by name. You will need to explore the Reports menu to find the equivalent or learn to use the Query Generator for custom data pulls.
Your First 30 Days
Focus on these priorities immediately after go-live:
- Verify Insurance: Run the "Outstanding Insurance Claims" report (Reports > Standard > Monthly) to ensure all claims moved over correctly.
- Set Up Treatment Plans: Orthodontics relies heavily on long-term plans. Ensure your "Treatment Plan Module" is configured to display your specific ortho contract structures.
- Configure Automated Reminders: Set up your automated text and email reminders in the Manage Module to ensure your schedule remains full.
- Staff Training: Dedicate time each morning to review one specific module (e.g., Account Module, Chart Module) as a team.
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.