Key steps for evaluating Dentrix, Eaglesoft, Open Dental and other systems that fit your workflow

 

Selecting dental practice management software is one of those decisions that feels small at first but impacts everything you do. The right system keeps your office organized and your patients happy. The wrong one causes daily frustration, slows your team down and eats into profit.

Every dentist and office manager wants a system that just works — one that handles scheduling, billing, clinical records and communication in a way that fits the way their practice runs. But with so many options, from Eaglesoft and Dentrix to Open Dental and newer cloud-based tools, knowing where to start can feel overwhelming.

7 Things to Consider When Evaluating Dental Practice Software

  1. Start with How you Work, Not What’s Popular

It’s easy to get caught up in what your peers use, but your practice has its own rhythm, goals and pain points. Before comparing software features, take stock of what’s working and what isn’t in your current setup.

Ask your team where they spend the most time. Is it rescheduling patients, entering insurance information or posting payments? Understanding your bottlenecks will help you find a system that solves real problems instead of adding more complexity.

The right software should fit into your daily workflow naturally, not force you to redesign it.

  1. Evaluate Server-Based vs. Cloud-Based Options

Most modern dental systems now come in two versions: a traditional server-based model and a cloud-based version. Each has strengths and limitations.

  • Server-based software runs from equipment in your office. You pay upfront, control your own data and don’t rely on an internet connection to access patient records. But you’ll need to maintain hardware, handle backups and update your systems regularly.
  • Cloud-based software allows you to access your data from anywhere with an internet connection. It’s easier to update, requires less in-house maintenance and offers built-in backup. But it also depends entirely on your internet service. If your connection is slow or unreliable, your whole office feels it.

Before deciding, compare the total cost of ownership, not just subscription fees. Consider data storage, maintenance, support and downtime costs. Sometimes the most convenient option isn’t the most cost-effective.

  1. Integration Makes or Breaks the Experience

Your software isn’t an island. It has to work with the systems you already depend on — imaging software, credit card processing, scanners and communication tools.

Ask every vendor how their system integrates with your existing tools. “Compatible” doesn’t always mean “seamless.” If your imaging software or credit card processor doesn’t sync directly, your team will spend extra time switching between screens and re-entering information.

Poor integration leads to duplicate work, billing errors and confusion — all things you want to avoid. The best software eliminates those gaps so data flows smoothly across your entire operation.

  1. Look Beyond the Basics

Scheduling, billing and records are standard, but the real value lies in how those features support communication and reporting.

Can your system send reminders and statements through email or text? Can patients complete forms digitally before arriving? Does it provide useful reports that help you track production and collections without exporting data to a spreadsheet?

These extra tools reduce manual effort and strengthen the patient experience. A few clicks should be all it takes to see how your practice is performing week to week.

  1. Get Firsthand Feedback

Before you commit, talk to other dental professionals who use the system you’re considering. Their perspective can reveal how the software performs after implementation, not just during a polished demo.

Ask specific questions:

  • How responsive is the support team?
  • Does the software slow down when multiple users are logged in?
  • Are there hidden costs after setup?
  • What do they wish they knew before buying it?
  • Can multiple users be in the same record?

Hearing directly from people who use the system every day gives you a clearer picture of what to expect.

  1. Plan for the Long Term

The software you choose today should still meet your needs several years from now. Think about growth. If you plan to add operatories, expand to multiple locations or bring on associates, will the software scale with you?

Ask how easy it is to add users, upgrade features or migrate data. Some systems charge extra for expansion or make upgrades difficult once your database grows. Others are built to adapt as your practice evolves.

Your technology should support your future vision, not limit it.

  1. Partner with an Expert Before You Decide

Choosing software isn’t just a tech decision. It’s an operational one. A dental-focused managed service provider can help you compare systems objectively and ensure your choice aligns with your current equipment and workflow.

Adams Brown Technology Specialists has more than twenty years of experience working with dental practices of all sizes. Their team understands how Dentrix, Eaglesoft and Open Dental perform in real-world settings. They also know how each integrates with imaging sensors, credit card processing systems and 2D or 3D panoramic machines.

Before you make a purchase, they can perform a practice technology assessment to help you evaluate the pros and cons of each system, determine which fits your infrastructure and guide you through implementation.

Choosing the right software isn’t just about features. It’s about finding a platform that supports your team, fits your workflow and gives you confidence that your data is secure.

When you make an informed decision, your office runs more smoothly, your staff spends less time troubleshooting and your patients feel the difference.

Questions?

If you’re ready to explore options or need help evaluating which system aligns best with your goals, contact an Adams Brown dental advisor. The team can walk you through a technology analysis, help you choose the right platform and set your practice up for long-term success.

Choosing software may seem like a small step, but the right one becomes the foundation for a more efficient, profitable and patient-focused dental practice.