Over
our years in providing software for dental laboratories, we have noted the ways
dental labs have selected their software.
Some have been wise, others less so.
We have seen some labs go through as many as six different systems while
others have been able to stick with their choice over the years through many
transitions in technology and business practices. If you would like to be one of the smart
ones, here are some pointers for you.
Develop your list
Begin by developing a list of the criteria, your
requirements, wishes, limitations for your system. Be prepared to change and enhance as you
continue through the rest of these pointers. You may want to set up a
spreadsheet to make your comparisons.
Do your research
Take the time to do your research. Use your trade journals and the internet search
engines to find the software designed for the special needs of this
industry. Take the time to review the
offerings, determine which of these might serve your criteria, then talk to
each provider. This should narrow your
list of possibilities. If an interactive webinar is available, use this to
preview the features of the system.
Ideally, if it looks like a good possibility, the next ideal step is to
move on to a demo or trial version to actually work with it over a number of
days.
Review the basics
Working with your list, review whether the features
of each of the software possibilities meets or exceeds your basic requirements.
The ideal is standard software that covers the needs of the industry at an
affordable price but allows for growth and customization whenever needed.
Special features
If there are special features you would like
to have now or in the future, determine whether customization will be available
or whether you will have to make do with a standard system. Note that
customization can be performed on multiple levels:
1) Through options,
preferences, choices built into the software
2) Customization of
forms and reports with a reporting tool
3) Enhancements to the
standard system based on your suggestions and requests
4) Special features or
unique business practices that require custom programming
Will it keep pace with technology, compliance, security?
Does the software
provider have a commitment to keep pace with technology, compliance and security both in the
lab and with computers? You only need to
look back a short period in time to recognize that change and
progress are inevitable. Evaluate whether the business practices of
the developer provide for funding
the dynamic nature of software. Since we
became involved with software for
dental labs, there have been 36 companies who have come and gone, typically because they did not
have this commitment.
Talk to others
Talk to others, if possible seek out
those knowledgeable both in dental laboratory production
and in computer software, ask the provider for references, but do not rely on these solely. Labs that have chosen their system primarily
on price or by copying the choice of
one of their friends tend to be defensive about their selection. Theirs may not be
the best choice or the right choice for you.
Consider your budget vs. benefits
You will, of course,
need to consider your budget. Price has
to be a factor, but take care to
evaluate your expenditure over the long term and the benefits it will provide. Among the benefits to consider are greater
speed and accuracy to:
Locate cases and case
histories
Respond to customer
requests
Comply with government
regulations
Create accurate billings
Resolve issues
Spot trends in customer
behavior
Reduce lost revenue from
remakes
Measure productivity,
costs, sales
Handle special
preferences
Smooth workflow to meet
request dates without overtime
Enhance customer
relationships
Be sure to protect your information
There are a number of
ways you will need to protect your information:
From unauthorized access
Data entry errors
To meet HIPPA privacy
regulations
From being sold without
your knowledge
From internet hackers
and malware
To prevent loss due to
hardware failure, weather disasters
We have found that some labs think
they are too small or insignificant to be a target
for data breach. This is not true. The nature of their business, their customer list, credit card numbers—all may be
of interest to someone else.
When you are evaluating software, be
sure there are substantial and up-to-date measures
for protecting your data. These will
include backup and restoration methods,
authorization codes, privacy measures such as encryption, readily available information and support.
Be particularly careful of software
providers that base their fees on your volume of
transactions or that have the software to easily be looking at your information for any other purpose. In addition, be certain you can always access, control and take possession of your
own datafiles.
Learn the history and business model of your software provider
This step involves
looking both backward and forward to learn both the history nd the future forecast for those providing
your software. Software is an entity that must be dynamic and responsive to
support changes in technology, in compliance,
in business trends. Does the business
model of the software developer provide
for this, does it have the expertise and experience to do this, does it encourage or discourage
adaptation? Does the software reflect
the practices of just one lab
or of many labs?
Are ongoing education and guidance
part of the picture or do you have to learn and
cope on your own? Does the company
direct most of its resources to selling
or does it strike a good balance between developing software, training and education, and marketing? If you have a good idea for the software or
want to try an innovative
concept that needs software support, will this company be responsive to working with you on this?
Does this company want to serve
customers of your size and specialty? Has it shown
a commitment to not only providing the initial software but also the modifications and enhancements that will
surface in the years ahead? Does the basic technology it uses provide for
these adaptations?
Software first, then hardware
The
capabilities of software and its ongoing support should be the first consideration, then hardware. Do not make
the mistake of first purchasing new computer
equipment and assuming you will find software for it. If, however, you want to continue to use computer equipment you already have,
you will need to review whether
your software choice is a match.
There
have been a number of advances in the industry that promote greater compatibility between software, hardware
and the operating systems that tie the two
together. For example, if software is
based on Microsoft Windows, you can still
use Apple Macs or run the software over the internet with desktop-as-a- service or remote access services.
If you
want to use special hardware such as barcode readers, cameras, image scanners or tablets, review whether your
software choice can accommodate these.
Be discerning
Be particularly discerning when presented
with:
o Promises that seem
too good to be true such as free lifetime support
o Vaporware—software
said to exist and be proven but not yet developed
o Statements that issues
surrounding your system will never arise
o Software whose chief
attribute is cheap
o Software that is very
limited in the name of simplicity
o Lack of security
measures for your information
o Offerings that do not
address future changes and needs
o Software providers
you cannot visit who have only an internet address
If
you have further questions…
You can contact the support team at Mainstreet Systems
at:
Voice :
215-256-4535 Fax: 215-256-1594
Skype: mainstreet-systems
