Switching to Open Dental for Startup Practices

Choosing the right practice management software is a major decision, and the anxiety of migrating your data from a legacy system is completely normal. While the process is rarely instantaneous, using Open Dental for startup dental practice transitions provides a flexible, long-term solution that avoids the restrictive contracts found elsewhere.

What Converts and What Doesn't

It is important to manage your expectations regarding data migration. Open Dental’s conversion team is highly skilled, but they are limited by the structure of your previous software.

Typically, the following data converts successfully:

• Patient Demographics: Names, addresses, phone numbers, and insurance subscriber information.
• Appointment History: Past appointments and future scheduled visits.
• Procedure History: Completed procedures and clinical notes (though formatting may vary).
• Account Balances: Current patient and insurance balances.
• Insurance Plans: Basic plan structures and coverage tables.

However, some items generally do not convert:

• Custom Reports: You will need to recreate these using the Report Setup or Query Generator.
• Letter Templates: You must re-create your custom letters and forms within the Letters or Sheets modules.
• Preferences and Settings: Your specific office workflow settings, user permissions, and default display options must be configured manually after the conversion.
• Proprietary Image Formats: While standard JPEGs and DICOM files usually move over, some proprietary imaging formats from older software may require specialized export tools before the conversion can begin.

The Conversion Timeline

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

1. Initial Inquiry and Data Analysis: You submit your data for a free test conversion. This allows the team to see what can be mapped and identify potential issues.
2. Review Period (2–4 weeks): You review the test conversion in a sandbox environment. This is your time to verify that clinical notes, balances, and patient info look correct.
3. Final Conversion (3 hours): On your scheduled go-live date, your database is locked, and the final data is moved. This usually takes about 3 hours of downtime.
4. Post-Conversion Setup (2 hours): Included in your conversion fee is a 2-hour setup session with a trainer to help you configure your preferences and ensure your office is ready to see patients.

Cost Breakdown

Open Dental is known for its transparent pricing model.

• Conversion Fee: This varies based on the complexity of your source software, typically ranging from $500 to $2,000+.
• Monthly Fee: 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 over many competitors.
• Imaging: If you have a massive library of high-resolution images, there may be an additional fee for the time required to migrate those files.

What Will Surprise You

Even with a perfect conversion, you will notice differences:

• The Interface: Open Dental is functional and data-dense. It looks different than the polished, marketing-heavy interfaces of software like Dentrix or Eaglesoft. It takes a few days to get used to the layout.
• Manual Configuration: You will spend time in Setup > Appointments > Appt View and Setup > Account to define how your office sees information.
• Reporting: You may find that a specific report you used in your old software doesn't exist by name. You will likely find the same data in the Reports > Standard menu, or you may need to use the Query Generator to pull the exact metrics you need.

Your First 30 Days

Once your data is live, prioritize these tasks:

1. Verify Balances: Run the Reports > Standard > Monthly > Aging of Accounts Receivable report and compare it to your old software’s final report.
2. Setup Insurance: Go to Setup > Insurance > Insurance Plans to ensure your electronic claims and eligibility verification are configured.
3. Configure User Permissions: Go to Setup > Security > User Groups to ensure your staff only has access to the modules they need.
4. Test Imaging: Open the Imaging Module for a few patients to ensure your X-rays and intraoral photos are linked correctly.

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.