How Poor Use of Management Software Affects Your Marketing -and the Bottom Line

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When was the last time you gave your practice management software program a check-up? Did you know that the practice management system you have drives your practice profitability and may need a tune-up? As a dental system analyst it is my job to make sure that the information derived from a software program is accurate and precise. How can we as business owners make sure that the information we pull from the software system is correct? Well that is a great question! Considering that those reports that you run daily, weekly, and monthly are the life line to the practice profitability. That information measures doctor/hygiene production, collections, adjustments, continuing care, referral sources, treatment plans, case acceptance, schedules, which are just a few of the areas that we get either accurate or erroneous data.

An effective practice analysis should be performed regularly (just like a dental check-up). The analysis involves several steps: First, evaluating the practice management software program and checking the system setups for proper coding, etc. Secondly, to run reports to track practice numbers and determine the health of the practice. Even with the most well intended team members, we often find that programs have not been setup properly and the practice is then running reports that are providing incorrect information.

Just as we consultants encourage you to educate, educate, and educate your patients about how important it is to visit their hygienist on a 3, 4, or 6 months basis, it is also vital for the practice to have a software check-up on a regular basis. A good analysis will provide you with a snapshot on a monthly, bi-monthly, quarterly, semi-annual, and or annual basis to make sure that the data is accurate, practice numbers are correct, and monitoring of audit trails. Why audit trails? Well this is a huge preventable measure in embezzlement. We can never be too cautious these days!

Pauline Grabowski

Pauline Grabowski works with all dental software programs. Her service can be done remotely and she can accommodate clients across the country. So whether you are a dentist or consultant who feels that your practice or client could benefit from a service of this nature, please contact Pauline Grabowski of Pauline Grabowski & Associates. Cell 757-560-0667 email: pg@paulinegrabowski.com. Visit for additional information.

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Pauline Grabowski works with all dental software programs. Her service can be done remotely and she can accommodate clients across the country. So whether you are a dentist or consultant who feels that your practice or client could benefit from a service of this nature, please contact Pauline Grabowski of Pauline Grabowski & Associates. Cell 757-560-0667 email: pg@paulinegrabowski.com. Visit for additional information.

Last modified: February 28, 2013

3 Responses to " How Poor Use of Management Software Affects Your Marketing -and the Bottom Line "

  1. Kenya says:

    I agree with the article. It is very important to make sure your management software is up to date and that you are using the best software out there.

  2. I had no Idea the practice management software was so important, as far as I’m concerned the numbers just move around as we input data.

  3. Tyler agent says:

    The new company that I work for just got new practice management software so we’ll see how it works out in the weeks to come.

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