Getting the best prices for dental software, hardware and IT support takes more than settling with your tech reps word or offering a special discount to sweeten the deal. Tempting as it is – don’t bite!
Product choice, their long-term costs, and practice efficiency are a strategy bound together to create the total solution. In theory, dental technology products will independently increase practice productivity. How they collectively integrate with other dental technology and software will determine efficiency.
What is total cost of ownership?
Total cost of ownership (TCO) highlights the difference between purchase price and long-term cost. Price analysis shows that long-term costs far outweigh purchase price in many cases.
Some vendors package their services while others offer them individually. Either way, these are considered long-term costs and need to be accounted for. Here are a few examples:
-Dental software training
-Dental software support
-Dental software e-services
-IT support and managed services
Dental software training
Over the years, dental software has evolved past simple patient tasks and scheduling capabilities. Dental practices use as much of the software as time permits to do their job. Efficiency is largely connected to the least amount of clicks or keyboard entries to accomplish a task – ease of use. Dental practice management software set-up and training are essential to success. There are upfront costs for the initial 3-4 days of onsite training. Ongoing training is also available at a cost.
Dental software support
One way to get help is dental software support. Telephone support is generally available during regular business hours. Otherwise, online remote assistance, live webinars, and access to videos are available depending on the vendor. Online is 24/7 convenient and always available. Dental software support can also include software updates and packaged with other services.
Dental software e-Services
E-services are online electronic services designed to save time and boost front office productivity with digital tools that allow your team to get more done in less time. Many e-services are available for dental practices. Here are a few:
- e-Claims and real time claim status
- e-Statements and e-Delivery
- e-Forms custom and canned
- e-Reminders patient communication
Most of the e-services listed use 3rd party programs that integrate with your dental software. Not surprising, they all come at a cost for as long as you use the service.
IT Support and managed services
Using staff to troubleshoot complex computer network issues can be a waste of valuable resources. IT providers offer proactive monitoring and assume responsibility for security and network issues at a flat rate. Prices and skills vary considerably between vendors.
There is a clear opportunity to shop around. Picking the right IT provider at the right price is the goal! Price itemization is essential to identifying price reduction opportunities.
The final word
IT and dental software services alike, saving $200 per month multiplies to $12,000 over five years. Monthly costs add up and need to be accounted for. Numbers speak volumes and itemized spreadsheets are a great tool to decrease these costs. It also forces tech reps to take affirmative action.
ALWAYS compare the itemized costs between vendors and project them over time. A detailed view of these costs should be good enough reason to take action. It also allows for accurate budgeting and cost saving potential.
Of course, “duct tape” integration decreases efficiency and frustrates staff by causing undue stress. This too, should factor into the total cost of ownership. In the end, the least expensive way to integrate dental technology is to do it right the first time!
