Dental Bytes

Lucky Number 7 - What Operating System should I use with my Dental Software

2011-09-20T16:17:00.002-04:00

As most of you have noticed we are slow to adopt new operating systems. Dental software tends to be about six months to a year behind the consumer and small business market software when it comes to being fully compatible with the latest operating systems.

That being said Windows 7 and the consumer pc market have made a switch to 64 bit operating systems. The nice thing about the new 64 bit OS is that you can utilize more hardware in the PC. Windows 32 bit systems max out at roughly 3.5 gigabytes of ram. Ram is cheap and more is always better, and the newer processors are all optimized for the new 64 bit operating systems.

You are probably saying “That’s great Clay but what does that have to do with me?”
Most practice management software is now 64 bit ready. The caveat is there may be updates that need to be done to your system to “prepare” for the latest systems. Many of you have already gone through this process but if you haven’t here is a short list: PracticeWorks needs the latest version of Pervasive and PracticeWorks Software, Dentrix needs to be G4 with Productivity pack 7 and Eaglesoft needs to be version 16. There are specific updates for all of the smaller software programs and accessories as well. The good news is that once your office is over the 64 bit hurdle, you can use the best computers for the price and protect your investment by assuring your computers do not become obsolete before their time!

What are QR Codes & how can your Dental Practice profit from them?

2011-09-12T14:58:00.000-04:00

You may have seen one of those small, digital-looking images in your favorite magazine, or at your local sandwich shop and you are wondering...What is it? It's called a “Quick Response” code or QR code for short. A QR code is a specific matrix barcode (or two-dimensional code), readable only by dedicated QR barcode readers and camera phones. The code consists of black modules arranged in a square pattern on a white background. The information encoded can be text, URL or other data. QR codes have been largely adopted by advertisers to target the new smart phone users.

QR codes can be used to display text to the user, to add a vCard contact to the user’s device, to open a URL or to compose an e-mail or text message. Users can also generate and print their own QR codes for others to scan and use by visiting one of several free QR code generating sites. So how could your practice profit from this? Many companies are using this technology to drive sales by allowing people to to buy much faster than these types of media originally offered. Others are putting QR codes on permanent coupons or on their business cards to allow would-be prospects an instant way to get more information about a business. You can get a free QR code by going to http://qrcode.kaywa.com.

Some practical uses:
• The back or front of your business card
• Your brochure or marketing materials
• Appointment Reminders
• Signs – inside or out

Savannah HIPAA - HITECH Meeting in October

2011-09-09T15:09:00.000-04:00

Every year changes are made to the Health Insurance Portability and Accountability Act (HIPAA). It is important to keep current with these often-overlooked changes to protect your patients, your practice and to avoid penalties.

We are inviting dentist in the Savannah area to join us at this informational seminar where VIP guest speaker, Linda Harvey, will be discussing how important it is to regularly update your HIPAA privacy policy to reflect all the new HIPAA regulations and changes. Clay will also discuss how to apply these policies to your current technology systems.

Space is limited, so don’t wait! Sign up today

Prescription Pad Regulations

2011-08-03T08:03:00.000-04:00

We have had many questions from clients regarding the counterfeit proof prescription pads. Here is an article released by the State Surgeon General regarding a suspension on the requirement of these pads for 60 days.

STATE SURGEON GENERAL STATEMENT

Also here is a link to Frequently Asked Questions regarding these pads from the Florida Department of Health

Recently one of our preferred vendors let us know about the 60 day suspension as well as the fact that these pads do NOT have to be used for EVERY prescription written by your office. Only for controlled substances as listed here which can help many General Dentist offices keep costs down because they don't write as many of these types of prescriptions.

Ever hoped there was a faster way of doing things..Here are some Windows Shortcuts that can help

2011-07-26T13:55:00.001-04:00

These shortcuts are awesome. Quick ways to lock your pc, permanently delete items, create new folders, and more...One of my favorites is Windows key + D...takes you directly to your desktop minimizing all of your open wondows so you don't have to close each one individually...Check this article out for more

Does your computer browse the internet slower than usual?

2011-07-05T14:20:00.001-04:00

Does your computer browse the internet slower than usual? Are there new icons and search buttons mysteriously making their way onto your Internet Explorer browser? Does Internet Explorer shut down unexpectedly? Then you may have an internet browser full of unnecessary toolbars and add-ons.

Give it a few hours and after surfing the internet you may unknowingly download a toolbar or add-on onto your Internet Explorer. These items will forever be reloaded into your Internet Explorer every time you browse the internet. Toolbars like The Weather Channel or AOL seem convenient but they bring instability to Internet Explorer. Microsoft themselves have stated that the reason Internet Explorer may become instable is from all of the toolbars and add-ons that other parties have developed to promote products.

Removing these toolbars and add-ons will clean up your Internet Explorer browser and speed up your Internet Browsing experience. To do this, click on Tools located on the menu bar. Then at the bottom of the Tools window, click on Internet Options. Click on the Advanced tab in the upper right hand corner. Then click on the Reset button at the bottom right hand corner. Check the box to delete personal settings, then click Reset. If you have saved passwords to certain websites in Internet Explorer, leave this box unchecked and click Reset. You will have to close and re open Internet Explorer to complete the clean up. This will reset Internet Explorer to its default settings by removing cookies, clearing your history, and temporary files that slow down Internet Explorer’s performance.

Let Potential Patients Tour your Office with Google Maps

2011-05-09T09:09:00.000-04:00

Google Maps already allows you to add pictures of the outside of your office building as well as other information that is great to provide to potential patients and is free of charge. If you haven't already updated your local listing, we suggest you do that before any other SEO.

Google just released that starting next week they will allow "Business Photos" which allows any business to invite a Google photographer onsite to take photos of the interior of the office. It will be interested to see how this turns out, but I think it will be a great add on to the already helpful local listing.If you need help setting that up give us a call.

Security!!

2011-02-28T12:59:00.001-05:00

There are several benefits to having an internal security camera system in your office. Of course they help with theft prevention and prosecution of burglary and/or misuse of controlled substances. Security cameras also give you the ability to follow not only your staff’s location, but also your patients’. This really helps with work flow and being aware of people waiting or in need of assistance. They are especially beneficial in larger offices where the doctor may not realize that a room is ready, or a patient/staff member is waiting.

These systems consist of cameras placed throughout the office. Depending on the layout,
you may have them in operatories or in halls and some offices also included exterior cameras for the parking lot and/or the front/back door. These cameras are wired to a central computer that records all the video to a hard drive. This computer is accessible through the Internet so you can monitor the office when you are not there. There is software that you can load on any computers in your office so that you can view the camera images from any station.

Wiring requirements usually necessitate a power supply and cable runs to the cameras. There are wireless systems available but an electrician will have to provide power to each location. We recommend you always consult a certified installer to assure your installation will meet code.

Privacy Policies on your Website

2011-02-04T11:03:00.000-05:00

We recently held a seminar on the new HIPAA requirements in your office. One of the rules that we brought up was the requirement to have your privacy policy available to your patients on your website. Also, make sure if you are collecting any patient information on your website, that you include your privacy policy about how you will handle that information. Here is an article about website privacy policies in general. These are just general guidelines not necessarily linked to health privacy. These are some good guidelines to follow when thinking about patient privacy and your website.

Is your Website meeting its Maximum Potential?

2011-01-17T13:33:00.001-05:00

Many dentists struggle with maximizing the potential of their website. Whether it is outdated or not relevant in search engine queries, it doesn’t produce the results that are expected. When we look at results from having a website, we look at converting web searchers into appointed new patients. These are the three goals we shoot for when designing and optimizing a website;

Make sure they find you
Make them like you
Make sure they are who you want

One of the ways to increase your search engine rankings is to drive traffic to your website. The basic ways to drive traffic is to spread the word to your current patients. Here are a few simple ideas to drive traffic that don’t take any SEO knowledge:

Add your web address to all marketing collateral
Link your website to your practice management software
Send your patients to the website to fill out forms
Request that patients visit your website
Run promotions/contests with entry forms on your website
Link to social media sites
Use third party questionnaires/review forms.

We have outlined some basic steps that, at a bare minimum, should be done on every site. But the fact of the matter is that search engines are dynamic and changing constantly. Nobody knows the true inner workings of the major search engines and how they rank one site above another. The only way to consistently be at the top of search engines is to work your SEO on a daily basis. For an average business owner, this is not possible. If you want to rank on the first page, and ensure you stay there, give us a shout and we can help 904.443.0095.

End of the Year Tax Prep

2010-12-28T12:50:00.000-05:00

So its that time of the year again when everyone runs around trying to remember what they need to buy/sell before 12/31 to improve their tax position. I found this great article with tips for your personal finances before we head into 2011. Some things apply to everyone...but not all of them...I am hoping my friends and family don't try to take advantage of #10!! Happy New Year everyone!!!

Video Search the New Thing

2010-12-13T16:59:00.000-05:00

Google has now started loading search results for videos. When you search for a dentist in your area, you may see that any videos show up towards the top of your search results. This is good to know for increasing the amount of clicks you get to your website and for getting your name out there. If you have any videos...if you need help see our last post...add those to youtube, and it may help your Google rankings/search results.

Do it yourself Free Dental Patient Education that ROCKS!

2010-12-06T18:17:00.002-05:00

So you don’t have thousands of dollars to spend on a patient education system? Have you noticed how much good content is out on the web? If you have a few minutes to gather up some of your favorite content you can put it together in a nice little presentation and loop it for your patients. All it takes is a YouTube account, Google chrome and a little plug-in that you can download. It is very, very easy to do and it gives you the ultimate flexibility to add any video to the presentation whenever you like! You can choose whatever you like and even make multiple loops for different rooms; say one on smokeless tobacco for hygiene one for and crown and bridge for the Doctors rooms. Here is how:

1. 1. Login to YouTube. If you don’t have an account, get one here…

http://www.youtube.com/signup

2. 2. Now let’s find some content on YouTube, i am going to use a clip from “The Doctors” on Cerec restorations and another clip on removing white spots.

http://www.youtube.com/watch?v=Jtwgy57CFeo

http://www.youtube.com/watch?v=_FielctXPFA&feature=related

3. 3. Click “+ Add to” and then “New Playlist” near the bottom of the video.

4. 4. Enter whatever you want for the name in the new dialog box i.e. Hygiene, the Doctors, Crown and Bridge, etc. then click enter.

5. 5. Go to another video that you want to add to the playlist you created and click “+ Add to” again near the bottom of the video and choose the video you want to add it to.

You now have your playlist and you can get to it by clicking your username in the top right corner and choosing “My Videos”. Your playlists will show up in the left hand column. You can do this from any computer, anywhere! Pretty cool we can just push "play all" at this point and our playlist will play one after the other. But what if we want to loop the hole playlist over and over again? A simple little download will let you loop this video in the Google Chrome browser. Google Chrome is a browser like Internet Explorer but it allows you to add little features via plug-ins.

1. 1. Download Google Chrome from here if you do not have it:

http://www.google.com/chrome

2. 2. Now we need to download the loop plug-in, get it here:

http://userscripts.org/scripts/show/57971

3. 3. Run the installation of the script and answer all the questions in the affirmative.

4. 4 . Restart your chrome browser and browse to your playlist. There is now a “loop” button you can press along with play and full screen and the video will loop over and over!

This is a great solution for operatories where there is a computer monitor already in front of the patients. It can also be used as a patient education system in the front of the office as well. Many of my clients have a waiting room TV that has a computer attached to it. This is a great way to customize content to this TV. If you do not have a computer to send a feed to the waiting room TV a small net top pc works great and is around $300. The best part about it is that YOU control the content, if you want to add, remove or change the order of the clips, it just take a few mouse clicks. You can also get fancy and upload videos of you, your staff and actual patients!! Of course you need to make sure any content you have is authorized and any patients have signed the proper consent! Enjoy, get creative, have fun, your patients will love it!

Tax Break for Hiring the Unemployed

2010-11-19T14:11:00.000-05:00

A new bill signed into effect March 18, 2010 offers employers two tax breaks for qualifying new employees hired in 2010. The first exempts companies from their share of Social Security payroll taxes, usually 6.2% of a workers wages, when they hire a new employee that was unemployed for at least 60 days prior. The second tax break gives companies an additional $1000 or 6.2% of the wages paid to the employee in 2010 (whichever is less) for each employee retained for a full year.

According to Obama, Section 179 was created to assist small business owners who might not want to hire on a new employee during these tough economic times. The legislation also extends provisions to allow small businesses to write off as much as $250,000 of their capital expenditure in 2010. To learn more about Section 179, click here or contact your qualified tax preparer to determine what tax credits may be available to you.

IT Nation 2010 - The Latest in Technology for the Small Business

2010-11-08T16:08:00.000-05:00

Last week we attended the 2010 IT Nation conference in Orlando, FL. This is a meeting for IT companies that service small businesses around the world. It was interesting to see what new technology there is out there to help keep small businesses on the cutting edge without costing them an arm and a leg. Here were a few of our favorite things.

1. Remote backup solutions and real time bare metal on site backup solutions that are HIPAA compliant
2. Tools for managing workstations remotely to be more proactive with our systems and less break/fix.
3. Content filtering tools to keep systems safe from viruses and increase efficiency by monitoring Internet usage.

I know we already offer these services, but the new technology makes it even easier and less expensive for offices to do this and keep their systems tip top!

FREE HIPAA Compliance Checkup Seminar - Register now

2010-10-21T15:19:00.002-04:00

Just want to let everyone know about our FREE seminar we are having next week regarding the recent changes in HIPAA regulations and how to make sure your office is compliant. We will also discuss how to make sure all your technology (backups, e-mails, internet) is aligned with these regulations. Here is more info and a link to register.

How to Promote Your Dental Website

2010-10-14T09:58:00.000-04:00

I recently read a great article that explains some of the ways you can promote your website after it has been posted. I have blogged about some of these steps before such as the process of choosing a domain name that is easy to remember, applies to your content, etc. This article also suggests locking down all the variances of that domain name. For example if you lock down www.firstcoastsmiles.com, then you should also register firstcoastsmiles.net. Another great point the article makes is cultivating your current patient base. I always encourage my clients to do promotions on the website that drive current patients to the site and give them patients the opportunity to refer their friends and family to the site. Some examples are gift basket giveaways that patients have to sign up for on the website or a discount coupon for first time patients they can print from the website. Take a look at the article in full to read more.

HITECH Rules for Privacy in the Dental Practice

2010-09-20T09:37:00.000-04:00

"The ADA is recommending that dentists review and revise their Health Insurance Portability and Accountability Act (HIPAA) compliance programs and make any necessary changes to their Notice of Privacy Practices and to Business Associate Agreements"- www.ada.org

The new HITECH rules deal with sending electronic patient information. Most offices do this now to increase efficiency with filing insurance claims and other processes. We are also recommending all our clients review their HIPAA policies at this time. Please check our website in the upcoming weeks for information about an upcoming seminar we are holding to discuss these new rules.

Backup and Disaster Recovery - A MUST have!

2010-09-13T15:00:00.000-04:00

I feel like we have beaten this issue like a dead horse, but it couldn't be more important. Backing up your data as frequently and as reliably as possible can - and probably will eventually for most of you - save you lots of time and heartache in the long run. Just simply having the peace of mind that your data is being backed up on a regular basis without your time and attention is worth the expense.

We are now offering our new BDR backup and disaster recovery system.. It is a great in office and remote backup option. We actually had a client that used the in office backup today to restore data that had been corrupted and it took 15 minutes to get them back where they needed to be...without this solution it could have taken days, and they would have lost at least half day's data.

The BDR backs up your office data every 15 minutes to a separate skeleton server in your office and it also sends the information to 2 remote data centers in the United States in case of a physical disaster at your office. If you want more information call us at 904.443.0095! This is a MUST HAVE for all dental offices!!

Protect your Office with Content Filtering

2010-08-18T16:22:00.001-04:00

A high end firewall with content filtering will allow you to limit your staff’s internet usage. These devices physically block your computers from communicating with malicious computers/sites. The firewall content filtering subscription will update its malicious website definitions in real time and will not allow your computers to visit these sites. It will also allow you to block potential time wasters such as social networking and shopping websites. It is our observation that many staff members waste untold hours each year on social networking, shopping and other personal web sites. Not only is this a waste of resources it puts your computers and data at risk. You will be able to block websites by category and specific sites. A nice firewall also lets you choose which computers are monitored.

Integrating my Dental website with Dentrix

2010-07-29T17:29:00.000-04:00

Many offices don't realize that Dentrix offers a service where you can link from your current custom website to their e-service links like patient information forms or other patient info. All you need to do is add the link they give you to your website. Here is a sample of a site we host that has the links added:
http://myalexanderdental.com/

If you need any help integrating this feature with your website...give us a call! 904.443.0095

Picking a Domain Name

2010-07-21T13:40:00.000-04:00

When deciding to go ahead and get a website designed for your practice, one of the big decisions is your domain name. Basically this is your address on the web such as www.firstcoastsmiles.com. This can be difficult to decide on because many names are already taken, and you have to get creative. Here are some good guidelines to follow.

1. Make it short. You want the domain name to be easy to spell and easy to remember so if you tell someone to visit the site, they can remember it easily.

2. Use a .com. The other extensions like .net or .us are really not popular, so you may end up telling someone to go to your site www.firstcoastsmiles.net, and then they end up typing in www.firstcoastsmiles.com instead and go to a totally different site. Stick with .com as much as possible.

3. Don't use punctuation. I have also had clients try to cheat the system by adding a "-" like www.first-coast-smiles.com so they can get the .com name. This is really not a great idea because the dashes also make it hard to remember to tell someone. Most likely they will end up at the wrong site.

So basically, keep it simple. Stick with .com and use a short simple name with no punctuation and you should be good...Now get creative!!

Ipads in the Operatories

2010-07-01T10:12:00.001-04:00

With all the rage on the Ipad, we have had many of our clients purchase them and begin using them in the office. There are many upsides to utilizing the Ipad in the operatories. Here are a few:

1. Allow patients to view their digital x-rays and have the ability to move them around, and see them up close.

2. The ability to show patient education in the operatories.

3. Make your patients feel more comfortable and enjoy their visit. Many offices have Tvs in the operatories to do this, but this is a new distraction that helps ease patients' fears.

Read this article for more ideas on how to use the Ipad in your operatories.

What's the best way to show procedures on a dental website

2010-06-01T16:58:00.000-04:00

I am often asked when we design a website for our clients about the describe the services they provide. The best way for search engine optimization (SEO) is to have the doctor, or a copy writer right down some information about the procedure. About a paragraph or 2 for each procedure would be the minimum recommendation, but if the doctor has more information to give the better. Basically the search engines like Google are looking to see how much quality information is provided on your site. So if someone is looking for information on dental implants and you have written an in depth description of the procedure, you are more likely to be on the first few pages in Google or other search engines.

That being said, I know most of our clients have a hard time finding the time to come up with this content, so here at DentalPC I normally help the doctor by writing a short description and the doctor can later make any additions or deletions if necessary to save them time. It is nice to link to other dental sites that provide the patient with good information, but this generally doesn't do as much for your rankings as actually having the text on your site. So my suggestion is to write as much as you can and then link to outside website for more info if needed.

What is the most important process in your entire office?

2010-05-24T11:32:00.001-04:00

Your backup is the most important thing in your entire office. Reread that again. Your backup is the most important thing in your office!! If you lose your data you will not know who is on your schedule for at least the next 6 months. Even if you do find your data from an earlier time you will have made changes to the appointment book and you will not know if you have a time slot available until you go through a complete recall cycle. The only way to correct this is to go through every chart and reappoint everyone. Beyond this you will not know who owes you money, won't have xrays, treatment plans, etc. Obviously this is an unacceptable proposition. You need to know how your system is being backed up and routinely restore your data to confirm it's validity. Having your charts in a digital form is actually a great advantage in the event of a natural disaster or fire. With a proper backup plan you should be able to restore your information quickly and be up in running in a matter of hours. This is not the case if you have all of your information in paper charts. There is a more likely culprit than natural disaters though. Even the best designed computer networks will have downtime, servers fail. The idea is to have a multi-tiered contegency plan that covers your data reguardless of events beyond your control.

To Blog or not to Blog

2010-05-19T10:15:00.000-04:00

We recently have had some clients interested in supplementing their dental websites with a dental web log or "blog". A few of our clients have implemented these blogs and have seen success as far as more clicks to the website. It is difficult to tell if the blog has converted viewers into patients, but my clients have had a significent amount of converted patients from visits to the website in general. It seems to reason that the time it takes to write a paragraph blog each month is very simple if it EVER converts a visitor into a lifetime patient. If you need help setting up your dental blog let us know. Here is an example of a blog we setup for one of our clients. Dr Rittenberg Blog

Login to Office Computers from Home

2010-05-04T15:09:00.003-04:00

Many of our clients ask us how we are able to remote into their computers to fix problems over the internet. There are several different options out there, but we currently us logmein free offered by logmein.com. Once we have logmein installed on your computers under our account, it is very simple to add a staff member or doctor as a user to also be able to login to the computers at the office from a remote location.

Our clients like this because they can login on the weekends if they get an emergency call from a patient. They can simply login from a computer that has access to the Internet with their password and then control the computer as if they were at the office. This way they can pull up the patient's chart from anywhere. It is also nice for the doctor to fill out notes or any after hours work without driving back to the office.

Digital Sensor Warranties. Are they any good? Should I renew?

2010-04-26T14:47:00.000-04:00

I always recommend it. Here is how it breaks down to me (I am usually anti-warranty).

Here are some hypothetical #s. Every system has different costs and different warranty programs, but if you dissect them most of the major sensors break down similarly. Some have prorated portions and warranty terms/length differences. I am going to keep it simple for argument's sake but most programs break down accordingly..

The sensor costs ~ $8500

Warranty costs ~ $1500/yr

Assume your sensor's life span is roughly 7 years (some last more some last less but that’s a pretty good estimate).

With support you get upgrades to the software for free and discounts on new purchases (boxes, new sensors, etc) at a cost of 7 x $1500 = $10,500.

$8500 for a new sensor, but when you get the new sensor you will pay ~ $2000 to get the software updated, totaling $10,500.

These are rough estimates but they seem to converge at 7 years.

Now that being said. If you opt out of support and your sensor gets rolled over by a chair next month and just stops working, you will be livid! I’ve been there and it’s not a pretty sight. I do have some sensors that are over 10 years old, but that is not the norm. I also have many offices that have had 2 or 3 sensors fail in a short time span, again not the norm.

It is all about the same either way, but one way you budget it and your safe. You also get support for software issues and some systems offer online resources and training as well. If you are not that concerned, you can go w/ out, but be ready and willing to spend the money all at once, and maybe more than once.

Of course there are many variations in support and you may have discounts for multiple sensors etc. I would discuss with your vendors and do a similar analysis.

Hinman Recap

2010-04-15T18:36:00.008-04:00

We had a great time at the Hinman Dental Meeting in Atlanta, GA last month. Attendance was up this year and we saw some great new products in the exhibit hall.

One new product to note was the keyboard and scanner all-in-one product. It is a great space saver for the front desk because it combines your keyboard and your scanner into one. Believe it or not, it scans multiple documents (legal, letter, and cards). This allows your front desk staff to scan insurance cards as well as full sized sheets of paper (these have to be scanned one at a time). They are soon coming out with a keyboard that has a sheet feeder so you don't have to feed pages one at a time as well as a credit card swiper all in one unit!.

These scanners take up no extra room and are wonderful for scanning licenses, insurance cards, and other miscellaneous paper documents. Best of all they retail for $120.00 which is significantly less than any other scanner on the market! We have tested them with most major practice management software programs and have been very impressed.

Give us a call at (904) 443-0095 for more info or to order.

Client Spotlight

2010-04-15T18:36:00.005-04:00

This quarter we are spotlighting Complete Family Dentistry, a new office project in Jacksonville, FL. Dr. Carlson and his partners opened a new facility in Bartram Park off HWY 210. Our team was there to help. We are proud of the seamless integration and great work our team did on this project. Here is an outline of the technology we installed.

Dell Server
Dell Clinical Workstations
Media Center Computer
Ceiling Mount Televisions
Dell Front Desk Worstations
Integration with Dentrix
Installation and integration of Plameca ProMax
Networked 10 rooms with Cat5 cable
Sirius Radio Installation
Panasonic Phone System
Antivirus Protection
Local Backup Installed

DentalPC Proactive Remote Managment

2010-04-15T18:35:00.003-04:00

In an effort to provide better support, we have identified several weaknesses in our current offerings. Traditionally, we have waited for things to break and our clients to call us before fixing issues.

Last year we introduced our remote offsite backup. We noticed than in an alarming amount of our offices, the backup was either not current or had failures due to people being in the database! Our offsite backup automates that process and one of our team members verifies both the offsite backup AND the onsite backup EVERY Day.

We also realized there is a better way to manage classic break/fix computer issues. To that end we have developed a remote management tool that allows us to proactively monitor your computers for hardware failures, viruses, security leaks, and other common and not-so common computer problems. The tool monitors thousands of system settings and reports back to our technicians in real time any items that need attention. Our goal is that if your computer is experiencing a problem, rather than have your staff call us and say "my computer locked up", we will call you and say "your computer is experiencing a problem" and already know the details and remedy.

This is a very inexpensive service that more than pays for itself in time, labor and most of importantly downtime!

Please call us at 904.443.0095 for more information and pricing on both services.

Spring Cleaning

2010-04-12T15:54:00.000-04:00

It's time for spring cleaning again. Here is a good article about what cleaning supplies to use for your dusty PC and how to keep your keyboard and mouse clean as well. It is nice to do this every once in a while to keep your computer from collecting dust and keep your desk free of germs!

Find the Best Seat on the Plane!

2010-03-29T13:48:00.000-04:00

Ever wonder which seat on the plane has the most leg room? This website helps you narrow it down to find the best seat on the plane. It tells you which seats have more leg room, if the seat is missing a window, or if it has more space to recline. This can be a useful tool when traveling. Might as well get the best seat in the house!

Does HD matter for your TVs in the office?

2010-03-22T13:54:00.002-04:00

This is an interesting article that helps settle the dispute over whether or not patients can really tell the difference between a "high-definition" TV or not. In his study, he compares the TVs side by side and tests to see if people can tell the difference.

We typically install the 1080p TVs similar to the ones discussed in this article. Looks like it is worth the upgrade!

Top 10 Google Apps

2010-03-15T10:09:00.000-04:00

Some of you like to really use Google for sharing documents, storing contacts and much more. We really like the Analytics and the Language Translator. Here is a list of LifeHacker's top 10 Google Apps. The one that stands out to me is TripIT. You can put different trips for different people in the app and it helps you remember when to pick someone up at the airport, or when they are leaving, etc.

Top 10 Google Apps

Free Eaglesoft, Schick, Casey and Cerec Training!

2010-03-03T17:20:00.002-05:00

When you first start using your practice management system you usually have several days of intense on-site training. This is a good thing but it's a little like trying to drink from a fire hose. What happens when 6 months later you realize you were not paying attention to the correct way to set a patient complete or the proper way to create a treatment plan? The answer is you either pick up the manual or you continue to do it incorrectly.

The truth is a few little tips can save you a minute here and there and sometimes they can revolutionize they way you use your software. The problem is that once that initial training is up most offices dont take the time for CE on thier software. Eaglesoft has come up with a cool way to view free webinars on the web. They take between 10 minutes and 1 hour each, which is perfect for a staff meeting or for a missed appointment slot. Just go to:

Patterson Webinars

Also, inside of EagleSoft you can just click, online then faq then search for 8697. I addition there is Casey, Cerec and Shick training as well. And best of all it's FREE!

What if you don't use EagleSoft? More cool resources in the days ahead..

Save Time and Money with Online Banking

2010-03-01T15:53:00.000-05:00

This is more of a business management blog than a technical blog, but I thought I would share this with everyone. We recently began paying our office bills using the free bill pay provided by our bank. It is so much easier to schedule recurring bills to be paid automatically as well as other bills. We also save money and time on stamps and envelopes. All you have to do is go to the bank website and enter the billing information for that bill one time and tell them when you want them to send the check. This technology has been around for awhile, and a lot of people use it to pay personal bills, but it can save your office time and money as well.

Another thing I am kicking myself for not doing all these years is paying our cell phone bill online with your credit card. Any bills that I can pay online using the company credit card, I do. Why? For the miles. Make sure as a business owner you are getting something back from using your credit card, and then use it as much as you can! It beats mailing out a hand written check that actually costs us something to send! Now we earn points each time we pay our phone bills! Just something to keep in mind to increase efficiencies in the office while gaining some perks.

Increase your Browser Speed

2010-02-01T10:07:00.000-05:00

Switching to a different browser can speed up your web searching experience. Recently, lifehacker did a study to test the speed of different browsers against each other. The overall winner was Google Chrome. If you are using Internet Explorer, it could really be slowing you down. The ones tested in this study were Google Chrome, Firefox, Opera, and Safari. See the results and try these out to see if it speeds things up.

Why did I get spyware even though I have Antivirus?

2010-01-25T17:18:00.000-05:00

Fake/rogue application is a program that tries to look like a regular antivirus/security application but in fact it is not a product of any real antivirus/security company. Such application only simulates false threats on your computer and forces you to buy the full version of itself. Unfortunately you will just pay the money however you will not get any valuable service. The infections by fake/rogue applications can have many symptoms:

* Slowdown of a computer
* False positives on important system files
* Displaying of unwanted popup windows
* Downloading of other viruses and trojans to your computer

List of well-known applications

* Antivirus 360
* Personal Antivirus
* System Security

Note: Whether particular application is a fake/rogue application or not is determined by criteria specified by the Anti-Spyware Coalition. AVG Technologies is a member of the Anti-Spyware Coalition. For more information please visit the document section of the Anti-Spyware Coalition website.

AVG program detects and successfully removes most variants of the mentioned applications. However there are many new variants generated every day therefore it is possible that some of them will not be detected and removed by AVG.

Add Video Testimonials to Your Dental Website

2010-01-20T15:38:00.000-05:00

If you have read many of the small business marketing books out there, you will notice they often highlight testimonials as the best way to advertise your services. It's hard to beat word of mouth when it comes to getting referrals. With this in mind, it is helpful to integrate these testimonials with your website design. Some of our clients like to list testimonials as a page on the site as text, and maybe have one on the home page. We recently added a video testimonial to our website so our clients can hear what our clients are saying. All we did was set aside a day of filming for the crew to come by and record a 60 second video. They walk you through the setup, scripts, and then you get to review the video before it is posted on your site. It can be somewhat pricey to do, but in the long run it is a powerful tool to add to your marketing. Besides using it on your website, you can send it to potential patients on a DVD or link to it in emails to potential patients. These videos can cost anywhere between $3,000 to $6,000 depending on the length and how many testimonials you want to use. Check ours out to get an idea of how they work www.dentalpc.com/video

Remote Management - Be Proactive!

2010-01-06T10:59:00.001-05:00

Remote management is a great way to be proactive and maintain a healthy computer system. This service will allow your computer tech to be proactive with the computers they maintain. Basically it is a program installed on all your computers and your server that sends reports to your IT consultant of any issues on your machines. These could be alerts of outdated antivirus, low disk space on the hard drive, unexpected shut downs, outdated software, etc. Remote management is getting more and more sophisticated each day. We recommend all dental offices have some system in place to manage problems before they occur. This is a great solution.

Save Money with Section 179

2009-12-21T13:53:00.001-05:00

Many small business owners are scrambling to make their end of the year purchases in order to save money with the Economic Stimulus Act Section 179. This is a really nifty tool we found that helps you calculate how much you actually save. It's not too late to make the most of your deductions!

Dental Logo - Branding Your Practice

2009-12-14T15:14:00.000-05:00

Many dentists start their practice without creating a logo. It isn't a requirement to have a logo for your practice, but we do suggest doing this when you start up because it helps build a brand identity. A good logo can increase your credibility and it leaves a good first impression on your potential patients. The idea is to come up with something you are okay with seeing for the rest of time. It shouldn't be too abstract that it doesn't portray your image. Even the simplest logos can be effective.

Once you have a logo, make sure you use it consistently on everything that goes out of your office. This includes referral pads, letterheads, envelopes, business cards, and put the logo on your website.

Here are some examples of unique dental logos to give you some ideas. A logo design can cost you anywhere from $150 to $500.

8 Jaw-Dropping Dental Logos

2009-12-14T15:08:00.001-05:00

8 Jaw-Dropping Dental Logos

Posted using ShareThis

Firewall Protection

2009-12-08T15:45:00.000-05:00

Installing a firewall in your office can help limit personal usage of the Internet. The good thing about having the firewall is that it doesn't completely block the Internet, but it is smart enough to block the sites that are harmful. You can also adjust the settings on your firewall service to block certain groups of websites ie. shopping, travel, and dating sites. The firewall database is constantly updated to know which sites to block. So if they come out with a new dating site, the firewall will know to block it.

They run about $600-$800 depending on how many workstations you have and there is an annual subscription to the service. In the long run, it could cost upwards of $200 to recover your computer after a virus gets a hold of it. So this would be cheaper than fixing 3 viruses over the lifetime of your computer system. Plus it takes away the distraction of the Internet from your employees so everyone can be more productive.

Drive Traffic to Your Dental Website

2009-11-23T15:54:00.000-05:00

Many of our clients are thinking of new ways to drive traffic to their website. Whether it be potential patients, or current patients it is a good idea to get more people looking at your site. Current patients can fill out patient forms online like the health history update while also learning about other services you provide. New or potential patients can get to know your team before they come to your office.

Here are some ideas we have had recently.

1. Do a drawing or contest for a gift basket or offer a discount for people that visit your website and fill out the contest form. This way you drive traffic to the site, and you can gather valuable information from the patient.

2. Ask patients to give you a Google review by going to your website on Google local and leaving feedback on their experience at your office. This can give other potential patients a better feeling knowing that you have good feedback on Google.

3. Ask patients to fill out their health history info on the website. This saves your team time mailing the paperwork while also driving traffic to your website.

These are just a few ideas we have had. If you have any others that you have tried, let us know!

Tips on how to make the economy work for your practice

2009-11-16T13:02:00.002-05:00

If you are trying to think of new ways to drive business to your practice, here are some timely tips. Some of them you may have already been doing and it's just time to put more time and effort into them. Others may be something new to try.

The main thing is to not cut back. Now is the time to stand out from the competition and invest in your business. Here is the list of some main things to focus on.

Rewards, Rewards, and more Rewards

2009-11-09T16:18:00.001-05:00

Looking for ways to maximize your credit card rewards? The American Express Platinum card will earn 4x bonus points if you buy things online through the bonus points mall. You can buy things like office supplies, gifts and hotel reservations. Every time you use the site to buy things you earn 4 points for each dollar instead of 1 point.

Also, you can transfer your points to many frequent flier/hotel programs. We use Southwest a lot because they give you more for your points, and if you book 10 flights in a year, you earn a free companion pass for 1 year. This means that you can choose one person to travel with you anywhere thjavascript:void(0)at Southwest goes for FREE for one year! I know 10 flights is a lot, but you can give the points as gifts or use them if you are sending your staff to a meeting. If you are going to spend the money, you might as well earn some rewards!!

Tips For Improving Your Dental Website

2009-10-15T12:08:00.002-04:00

Check out this article about 5 things to do to improve your website. Some of these things are kind of basic, but it is important to do all of these things.

Phone Service

2009-10-12T16:42:00.000-04:00

As most of you know your phone service represents a significant ongoing expense. The good news is there are a lot of new offerings in this market. Voice over IP and hosted Voice over IP options are becoming affordable and cost saving alternatives to the traditional "Big Bell" telephone service. Some of these options require new hardware such as telephones and phone systems. Others include the hardware as part of the service. If you have an existing phone system there are a lot of alternatives to the big telephone companies that offer excellent service and can save you hundreds of dollars every month. These offerings differ for every geographic location, but I would call your technology specialist or phone system vendor and review what is available in your market. The money you save can be quite significant.

Guru on Your Dental Website

2009-10-08T13:27:00.000-04:00

If you use Henry Schein's Guru, you can implement the patient education videos into your website. Once you are signed up for Guru you can embed any video into your website. You can adjust the size and they implement nicely with your design. Take a look at one of our websites that just added Guru videos.

Internet Usage in the Dental Office

2009-09-30T15:18:00.000-04:00

It is a natural reaction to the recent spread in malware and viruses around dental offices. What are people doing on the Internet and do they really need to be on those sites? We suggest the following solutions to this problem.

1. Remove the Internet from the computers you don't want people using to surf the net

The problem with this is that it will disable programs like Casey on those computers as well.

2. Install an Internet filter program like Net Nanny that you can use to block certain sites like Facebook and Myspace.

3. Install a keyboard tracking software like KGB Spy which tracks every keystroke for each computer on which it is installed.

The problem with this is you cannot see the specific user that is typing, meaning if several people use the same computer, the program will not discern between the users.

Malware Spyware Strikes Back

2009-08-20T11:46:00.001-04:00

We have noticed in the past few weeks an increase in infected computers with malicious malware or spyware. Especially one called Personal Antivirus. It is important to use extreme caution when surfing the web. If your computer gets infected, it could cost hundreds of dollars to remove the malware and you could lose important data. So, the best defense is to limit your web surfing on your work computer and to stay away from sites like myspace and facebook. Also, if you see any pop-ups that reference your antivirus protection, do not click on anything!! Just step away from the computer and call your computer tech. By clicking on things, you can actually start installing viruses on your computer and make things much worse. These bugs are very clever and will disguise pop ups to look like real messages, when in fact, they are viruses themselves. So, be careful out there. Also see our previous post about helpful software that can catch some malware before it goes too far...but before you do anything...call your computer tech.

Pandora Upgrade

2009-07-16T14:44:00.000-04:00

Pandora is a great website where you can sign up for a free account and listen to music that is geared towards your preferences. All you do is enter an artists name or a song you like, and then Pandora plays similar music that it thinks you will like. You can set up many different stations and as you hear the songs give them a thumbs up if you want to hear more songs like that, or thumbs down, and it won't play that song again. It creates your own customized radio station. The only draw back is that you are limited to 40 hours of listening time per month.

Pandora now offers unlimited hours with a subscription of only $36/year and many other additional features.

Still using yahoo, gmail, or hotmail?

2009-05-21T14:04:00.000-04:00

Many dental offices still use their yahoo, aol, gmail, or other free email address as their professional email address. We recommend setting up a personalized e-mail address for your practice. This means registering a domain name i.e. www.drsmith.com or www.smithsmiles.com and then setting up an e-mail address for the office like info@drsmith.com or office@drsmith.com. Once you have the domain setup you can setup several domain names so you can use inter office email to communicate with your team.

Having an e-mail address with your practice name is much more professional than a yahoo account and represents your office better. Here is an article from Godaddy that explains more of the benefits of having a personalized e-mail address for your practice.

If you already have a website, your host should be able to set these e-mail addresses up for you. If you need help give us a call.

Tired of tying string around your fingers?

2009-05-20T17:01:00.000-04:00

This is a great tool to help you remember appointments or anything that you may forget. All you do is setup your reminders on this website, and then they will be sent to you either via e-mail or sms. Just try not to forget to setup your reminders!

Got the Malware Blues??

2009-05-05T16:09:00.000-04:00

There is a lot of malware running around right now. We get several calls a week to remove these annoying little programs. Here is a quick fix if you find yourself infected. First, try to avoid sites and emails that look suspicious, the best fix is to not get them in the first place. If you do find yourself infected, stop what you are doing and relax. A lot of the questions and popups are tricks to make you further infect your computer. If you still have internet access, download Malwarebytes and run the install. Ignore the popups if they keep occuring. Once you are in malware bytes choose quick scan and then choose remove all problems. This should get you running again and remember to keep your antivirus up to date and be safe when surfing.

Organize your Outlook Inbox

2009-04-29T12:02:00.001-04:00

Ever get overwhelmed by your Outlook Inbox? Try to use this filtering tool to help you organize your mail into search categories. This will help you focus on which e-mails you need to act on right away, and which ones you can come back to at a later date.

Get a free MBA on your own time!

2009-04-27T14:30:00.000-04:00

Have you ever thought about going back and getting your MBA? For most entrepreneurs running a million dollar business getting an MBA is a no brainier. However, for most dental professionals there is just not enough time to go back to school and get an MBA.

If you like to read books a GREAT alternative is the personal MBA reading list. It is composed of ~ 80 of the best business books ever. As an MBA myself I find these books to be every bit as good, if not better than my college experience. I'm about half way through the list and loving it!

What Does Google Say About You?

2009-04-22T10:42:00.000-04:00

Many doctors worry about how their practice information is portrayed on Google. Check out this new feature that Google has called Google Me where you can setup your own profile on Google and be in control of what people read about you. Take a look. It could be a great lead in to your website!

Chill Out!

2009-04-17T15:02:00.000-04:00

Do you have a computer in a cabinet or an area with poor ventilation? In the pursuit of a clean looking install we often put computers in cabinets. The problem is that they often get very hot. Most of the high end dental cabinet makers are now offering fans inside their cabinets, but here is a simple and inexpensive option if you do not have new cabinets.

Thermaltake A1888 Mobile Fan II External USB Cooling Fan

The nice thing about the A1888 is that it has a rheostat so that you can adjust the speed of the fan so that is not too loud. If sound is not an issue you can really crank it up! Great little fan solves a big problem.

Happy Tax Day

2009-04-15T15:57:00.000-04:00

So hopefully you have filed your taxes by now, and are awaiting your refund! If you haven't filed yet, here are some tips to help you finish up. If you have, then it's time to celebrate April 15th with a scoop of ice cream.

Free Dentrix Training!

2009-04-13T10:25:00.000-04:00

When you first start using your practice management system you usually have several days of intense on-site training. This is a good thing but it's a little like trying to drink from a fire hose. What happens when 6 months later you realize you were not paying attention to the correct way to set a patient complete or the proper way to create a treatment plan? The answer is you either pick up the manual or you continue to do it incorrectly.

The truth is a few little tips can save you a minute here and there and sometimes they can revolutionize they way you use your software. The problem is that once that initial training is up most offices dont take the time for CE on thier software. Dentrix has come up with a cool way to do free tutorials on the web. They take between 10 minutes and 1 hour each, which is perfect for a staff meeting or for a missed appointment slot. Just go to http://www.dentrix.com/resourcecenter/login.asp and enter your customer number and zip code. Then click on on demand training at the top and choose what topic you want to learn about! And best of all it's FREE!

What if you dont use Dentrix? More cool resourses in the days ahead..

Track yor time online.

2009-04-09T09:51:00.001-04:00

Have you ever wondered how much time you are spending on line? I found a great little add-on for Firefox that tracks how much time you are spending on the internet each day. TimeTracker will track when you are actively using Firefox and will stop counting after sixty seconds of inactivity. You can also add filters if there are sites that you do not want to be counted. It is a great way to be aware of how much time you are really spending on-line.

Updating Your Website

2009-04-07T14:06:00.000-04:00

It seems like the hardest part of having a website is the design and development process. In actuality, that is only the beginning. The most trying part of the process is keeping your content fresh and up to date. Here are some reasons why you should update your website on a regular basis:

(1) Updated information increases traffic to your site. By adding fresh new content on a regular basis, you are going to increase return visits to your site and it increases the value of your website to web surfers. You can do this by adding latest news information about your practice, updating team member information, adding before and after photos of cases, and posting new frequently asked question and answers. Your website is a great tool to get information to new and current patients so don't let it go to waste.

(2) Web design technology is always changing. By adding new web features to your site, you are showing your clients that you are on the cutting edge. There also may be some issues with web browser compatibility if you do not keep your site up to date with the latest technology.

(3) Search engines are constantly changing the way the index websites. By updating your site, you can assure that the directories are seeing that your site is not old and irrelevant. There are also certain areas that may need to be updated on your site if it is not being indexed properly. This can be done by updating your meta tags and making sure there are no errors in your code.

(4) If you forget to check on your website you may be missing something. It is important to check up on the site to make sure all the links are working properly and there are no major problems with the way it is running. It is important to understand what your patients are seeing when they visit the site. It is also important to review your web statistics on a monthly basis to see if there are any patterns that may show problems with the structure of your site. It is a good idea to set your default home page to your web address on all of your office computers This will force someone in your office to check on the site daily.