Choosing Electronic Forms for Dental Patients

June 22, 2022
January 26, 2024
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Going digital was one of the biggest challenges for businesses that have used files since their inception. Initially, it was hard to get the software to record all data. Additionally, digitizing all records is a long and expensive process.

However, with emerging technology and improvements in management systems, the software is now much cheaper and more accessible. Plus, they are very easy to use.

With so many advantages, many businesses are shifting to electronic forms from the traditional survey on paper.

But many clinics are yet to fully integrate their practices with emerging technologies. Moreover, patients now expect their dentists to stay on top of their game, both in terms of treatments and customer satisfaction.

If you are not equipped to changing market trends, you will ultimately lose out to the competition.

What can you do with electronic forms?

There are several purposes that dentists use. From onboarding patients and understanding their dental goals, allergies, and requirements. To better understand the customer base, to alter marketing strategies and treatment plans.

However, there are a lot of problems that come with traditional methods of recording. Many businesses have improved their bottom line by integrating technology into their business structure. And dental practices are no different.

One of the biggest reasons for technology integration is to improve customer experience. Therefore, boosting customer retention.

One Of The best ways to keep customers is to cater to their comfort and needs. The more convenient it is for customers, the more likely they are to visit again. It leads to better LTV and increased revenue. Therefore, with a few simple steps, you can drastically improve your retention rates and LTV. Therefore, many dental clinics are using electronic forms now.

5 Advantages of electronic forms over traditional forms.

You don't need a complex management system to create electronic forms for your patients. Many platforms provide form-creation software at affordable prices or for free. With a simple form-creation platform, you can create surveys and store data.

However, having a management system provides many advantages that a simple form creation platform can not, such as data segmentation, data filtering, and data comparisons. Additionally, management systems allow you to eliminate duplication of data across departments.

1. Eliminate files and storage spaces.

One of the biggest problems with using traditional forms, i.e., on paper, was storage. While a few sheets of paper might not seem like a big problem initially, a few years down the line, you’ll need larger storage.

Additionally, you need file management and a record system to find the files you want. Moreover, with physical copies of the information, you need disaster managers to safeguard your information from fires, mold and water damage, etc.

With digital forms, you do not need storage space since you can save everything on the cloud, or your local servers. You can access your files remotely anytime you want.

Plus, you can easily save your information and record it with relevant tags. These tags make it easy for you to look for specific records. Additionally, you can edit the tags at a later date if you change your filing systems.

With digital copies, you do not need to worry about damage due to natural causes

2. Reduce human error in recorded data.

People introduce many errors to record-keeping in healthcare practices due to illegible handwriting, smudged ink, lost data, and old information that the front desk staff has not updated.

Most of these problems crop up because going back and editing patient information is tedious. Not to mention the time to locate a file in storage.

Electronic forms reduce human error to a negligible percentage. With digital copies of patient information, your patient can fill them from anywhere and at any time. This way, the accuracy is not limited because of handwriting or miscommunication.

Digital copies are easier to update and edit later. Plus, they are easy to look up and filter for if you use tags in your record keeping. You can pull up any patient information with ease in just a few seconds.

3. Boost team efficiency with readily available data.

One of the best parts of integrated technology is the ease with which you can operate management systems. The other advantage is that technology increases efficiency in the office, both for the staff and doctors in the clinic.

Back in the day, it could take a few minutes or hours to pull up a patient file. Now? You have extensive information about the patient a few seconds and a few clicks later. You do not need to wait for your front desk staff to slog in the file storage anymore.

Now that your staff doesn't have to spend hours filing, they can focus their time and resources on other things. Capital and resources spent on mundane, repetitive tasks are opportunity costs. Automating mundane tasks will help your front desk staff to take up important tasks such as customer queries and satisfaction.

4. Affordable and additional features.

Practices spend a lot of capital on office supplies and storage rent. Depending on the volume of your patients, you could spend a significant part of your budget on supplies such as printers, papers, pens, etc. All these supplies are necessary if you are using traditional forms. From paper to print, ink for the printing machine, and pens for customers to fill out the information. Plus, folders to keep the files safe, storage space to store the files in, etc.

Once you move to electronic forms, you cut down the capital for office supplies by half. Since the form is digital, you do not need storage space; you do not need pens, papers, etc.

If you are practicing or you want to see how it can affect your business. The best bet would be to use free software that allows you to create electronic forms like Google Forms. All the data gets saved automatically, and you can access it from anywhere.

Many companies provide more complex management systems that let you filter and segment your patenting according to parameters.

5. Data security and reduction of duplication.

With digital management systems, you can set up access by authorization. It means data is only accessible to authorized people and no one else. Only authorized personnel can see patient data.

With a simple password, you instantly limit the number of people who access your patient's data. Additionally, since your information is not in storage space, it is safe from prying eyes.

Moreover, having a centralized system reduces the duplication of data across departments. Your marketing and financial departments might use the same data. With this, different departments can use the same data without copying it into their systems. This way, you have more control over what people use your data for and what happens to it.

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