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Important Coronavirus Information

Posted March 17, 2020 by Jennifer G

With increasing concern and news surrounding the coronavirus (COVID-19), XLDent wants to inform you, our customer, that we have a plan in place to ensure continued service and support of your business. As we navigate these difficult times, we want to share some of the steps XLDent is taking to continue to serve you.

  • XLDent has proactively taken steps to minimize in-person contact by implementing remote work environments for XLDent staff.
  • All staff functions are fully operational in a remote setting. Over the past 12 months, XLDent has been working on implementing digital tools which have allowed just this; some of which includes cloud phone and meeting software, cloud-based customer support software, and remote support tools.
  • XLDent staff will be minimizing travel and instead taking advantage of web training options when possible.
  • Our support staff will continue to be available via phone as normal, between 7am – 5pm CST.
  • All products and services provided by XLDent remain active and we do not anticipate interruption of service.
  • While we may experience higher than normal call volumes during this developing situation, we appreciate your continued support and patience.

Patient Communications

In the event your practice needs to communicate with patients, XLDent has a couple options to facilitate this. Lighthouse 360 customers may use a custom message and email addresses already in Lighthouse to send mass communications. For specific guidance in doing this, please contact Lighthouse support directly at 888-427-5454. If your practice is not currently using Lighthouse and would like more information about it, contact XLDent.

To use XLDent and Microsoft Outlook for sending the communication, a list of active patient email addresses may be exported from XLDent, and Outlook or other email program can be utilized for sending. The following steps can be taken to retrieve the email list and use Outlook to send the email.

Patients by Last Visit Comm Report

1. From XLDent Reports, select Administrative – Patients By Last Visit Communication.

Patients by Last Visit Comm Report Options

2. Enter the date period considered for active patients (i.e. 18 months). Select Export Address in the Template box. Select Print – To Printer.

Patients by Last Visit Comm Report Print Dialog

3. In the Print dialog, select Print to File, choose Type: Xlsx Data File, and select Open File (to have the list open immediately). Select OK.

Patients by Last Visit Comm Report Spreadsheet

4. This spreadsheet shows a list of all active patients. Highlight all email addresses only and select copy. Note: Outlook may only allow 500 recipients per email which may require you to send multiple emails each with a limited number of email addresses.

Patient Email Sample

5. Paste copied email addresses into the Bcc (blind carbon copy) field of your new email message, completing the subject line and inserting your notice into the body of the email.

Claim Processing

Insurance Carrier ElectronicYou may have or will experience dental payers that have limited processing to only claims received electronically. Some carriers have temporarily stopped processing paper claims. If this affects your practice, please take time to review your current payers to maximize your electronic submission capability. View the current payer list here and update payers with the appropriate Submission Type, Payer ID, Payer Office. If you do not have the ability to submit attachments electronically, XLDent Claim Attachment service is available to do so. The activation setup fee is currently being waived for this. Contact your XLDent Account Executive for more information on utilizing this service.

XLDent Solutions

We understand that challenging times often come when we least expect it. In an effort to offer greater flexibility and more comprehensive services, in recent months XLDent has launched two new solutions: XLDent Cloud and XLDent IT. XLDent Cloud allows practices to relocate their XLDent data to the cloud. This can provide practices the benefit of eliminating the need for an XLDent file server in the office while using the same XLDent software to run their practice. This can also offer greater flexibility to those who have employees working remotely as well as multiple location practices.

XLDent IT is a comprehensive solution for cyber security, network and system maintenance, anti-virus protection, and support, in a managed environment. For information on either of these solutions, contact the XLDent team.

Posted in: Dental Practice Management Software, Dental Software, Dental Technology, Dental Web-based Solutions, XLDent Company, Leave a comment/ No Comments »
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XLDent Cloud is Here!

Posted March 9, 2020 by Jennifer G

Loretto, MN – XLDent, a Valsoft Corporation company, announced the release of XLDent Cloud. This solution combines the leading XLDent practice management software with cloud data management technology.

“This new solution is exciting for both prospective and current XLDent customers who want to take advantage of all that cloud has to offer. XLDent now extends its flexibility to on-premise or cloud, with both single- and multi-location support – all with one robust software,” said XLDent president, Richard Abboud.

XLDent Cloud uses the current XLDent practice management software in a hosted environment. The integrated solutions and feature-rich capabilities that dental practices are familiar with remain fully operational, making this a smooth transition for practices wanting cloud.

“XLDent continues to prove its investment in innovation; making solutions that seamlessly connect every aspect of the practice. This new cloud offering expands our ability to meet the evolving needs of our customers,” said Account Executive, Jennifer Gibbs.

XLDent recently launched a more comprehensive plan, bundling powerful eServices such as Real-Time Insurance Eligibility, Electronic Remittance Advice, Patient and Doctor Portals, Encrypted Email, and more.

To learn more about the solution, visit www.xldent.com/cloud, or contact XLDent at 1-800-328-2925, option 5.

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How Are You Celebrating World Backup Day?

Posted March 27, 2019 by Nathan N.

Dental_Software_XLDent_XLBackupSunday, March 31st, is World Backup Day. It may not be as exciting as something like National Cheesecake Day, but it does serve as a good reminder to set aside time to go over your backup procedure and disaster recovery plan. Here are some good questions to ask yourself.

AM I DOING ANY KIND OF BACKUP AT ALL?

This is the most important question. The answer should be a strong, confident YES. If it isn’t, I urge you to find a solution ASAP. Trust me, you do not want to be a victim of major data loss!

HOW AM I BACKING UP?

Who is in charge of running the backups? What software program, if any, is running the backups? Where is it installed? When and how often do the backups run? Where does the backup go? Flash drive, external hard drive, network storage appliance, offsite to the cloud? Are the backups only on one device or is there redundancy? Is there a time period in which data expires from the backup? If a file got deleted several months ago, would I be able to restore it from a backup? Are the backups encrypted? What is the process for restoring data from the backup?

WHAT IS GETTING BACKED UP?

Is everything important getting backed up? The obvious things are your practice management software database and patient x-rays, but there are other important things than can get overlooked. Do I use a software program for accounting and financials, and is that data getting backed up? Do I use Outlook to receive and view e-mails? Are e-mails stored on the mail server or do they get saved locally to the computer? Are important documents getting backup? Where are they stored; on a front desk or office computer? Or are they on the server and shared to the other computers in the office? It is a good idea to make a list of all your crucial data and where it is located so that you can ensure it’s backed up and protected.

IS IT WORKING?

How do I know everything I need backed up is getting backed up? Are the backups running every day? How do I know the backup data is good? How do I know it can be restored in a disaster recovery situation? Make certain that your backup is reliable by conducting periodic audits of your backups to make sure everything you need backed up is getting backed up, the backed-up data isn’t bad or corrupt, and the restore process is functional.

WILL MY HAIR GROW BACK AFTER I’VE PULLED IT ALL OUT?

While this may feel like an overwhelming, hair-pulling topic, it doesn’t have to be! With the help of a trusted solution like XLBackup, each of the above questions is answered. You’ll have peace-of-mind knowing you’ve done your part, and we’ve done ours. From secure encrypted data transmission to an offsite location, daily monitoring to ensure your backups are running without error, annual audits of your backups, to restoring your data in a disaster recovery situation, we take care of it.

As you work on this list of questions, if any remain unanswered or have left you feeling uncertain, contact us for more information about the XLBackup Offsite Storage Solution.

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Did I Encrypt That Email?

Posted August 13, 2018 by Natalie L.

We’ve all become accustomed to dashing off a quick email as we run to lunch or into a meeting. But, we all know there are hackers online, both here and internationally, who are watching and waiting for the opportunity to snatch your patients’ private information. This is a very dangerous problem for practices who don’t take security seriously. The fines for a HIPAA violation are quite steep. In fact, the average fine is currently $100-$50,000 per violation, with a cap on those charges currently set at a shocking $1.5 million.

Sometimes, we might think to ourselves, it’s okay if I send this just once; I’ve done it before and nothing bad ever happened. But, if you consider the loss of your patients’ trust because they no longer want your office handling their private data, the loss is much greater than the  violation alone. We’ve all probably witnessed instances in the dental community where negative reviews have spread like wildfire on social media, damaging a practice’s reputation and standing in the local community.

Dental-Software_SecureEmailWhy encrypt? When sending a standard email message, the text of the email is stored on an unprotected server for years. Anyone who gains access to those servers will be able to see the data you have sent. This is a serious risk when you consider all the emails sent with someone’s full name and address in them. Maybe they contained a social security number, x-rays, or even details of treatment.

There is a simple way to make sure that your patient’s personal data is protected all the way to its destination. SecureMail encrypts these emails, as well as encrypting any reply message that the recipient sends back to you! A quick-send button can be added to your Outlook email application making it no more time or effort to send securely than what you’re doing now. And, there’s another advantage. You may have had difficulty with large email file sizes containing x-rays, intraoral pictures, or periodontal charting. Sending them with SecureMail bypasses any limits set by your current service, and encrypts and protects all information attached.

Sending just one unprotected email to a colleague, patient, or lab is a risk your practice shouldn’t be taking. Just one email can be the difference between exposing trusted information or knowing you’ve done what you can to protect it.

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World Backup Day 2018

Posted March 26, 2018 by Nathan N.

It’s inevitable; one day you will lose your data. If you haven’t, that’s great! But in all reality, you probably just haven’t yet. Hardware failure, virus, ransomware, theft, fire, flood, accidental deletion, misuse, natural disaster. These are all determined to take precious photos, videos, documents, and critical business data away from you. As Murphy’s law says: Anything that can go wrong, will go wrong (and at the worst possible time!). It can be a painstaking and time-consuming process to rebuild what you’ve lost, and in some instances, there is no recreating what was lost.

This can be a scary thought, but it doesn’t have to be if you have a trusted backup solution.

I expect that most are familiar with what backups are and why they should be done. In my line of work as XLDent’s Technical Support, it’s shocking how many people I encounter that know this, but still aren’t backing up what’s most important to them. Imagine losing just one year of patients, appointments, history’s, x-rays, and clinical notes. Recently, this just happened. Contrary to our recommendation, this client hadn’t performed a backup for that long. One year. One day their server hard drive failed. Money was spent sending the drive to a data recovery company only to find out that none of the data was recoverable from the failed drive. With a good, responsive IT company and a daily backup, a practice can usually be up and fully operational the very next day with minimal loss. Unfortunately, for this practice, lack of a current backup led to an attempt to recover data from a bad drive, which was ultimately unsuccessful.

Dental_Software_XLDent_XLBackupTo honor World Backup Day, this is a reminder to take a look at your backup. Your business data is invaluable and we don’t want this scenario (or worse) to happen to you. If you aren’t confident in your current solution, contact us about our World Backup Day XLBackup promotion.

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