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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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A Look Back and Ahead, Part 2

Posted December 26, 2017 by Jennifer G

2017_2018In the first part of this blog, we discussed how XLDent helps Administrative staff gather year-end totals, review practice metrics, and maintain the patient database. These areas can demonstrate trends, and inspire new ideas for increasing loyalty from your patient base, and further engaging your office team in the everyday goals you lay out.

For the Clinical Team, we look at different factors: Patient acceptance of treatment plans and consistent hygiene production are good indicators of practice growth. The Treatment Plan report allows you to see all plans that were created for the year, and the current status of each case. Hygiene production on the Production Analysis report can be generated with a comparative date range, so you can see trends in production increase (or decrease). You will want to see how many new patients you attracted over the past year, and how many of them have become repeat customers. Looking forward, you can be thinking about how best to market your practice and attract more patients next year, using the Referral reports as guidance.

Perhaps you will note that there are unfavorable trends that point to changes needed to increase success in a particular area. Your case presentations can always be improved, on tablet pc’s, using XLDent’s patient-friendly clinical features. You can present a treatment plan to a patient, answer their questions, and have them sign their acceptance (and financial arrangements) right on the tablet.

Wondering how effective overall your team’s efforts were for the past year? The Clinic Production and Collection Report as a Summary totals production, collections, debits and credits for each month with grand totals when run for the year. It’s much easier to set goals for the new year when you have a clear, reliable picture of the overall successes and trends that occurred over the past twelve months.

If you really want to keep a finger on the pulse of your practice’s growth and progress, the brand new KPI Dashboard gives you an analysis of key practice areas, is compiled and presented in easy to read graphics, and is updated in real-time. This dashboard works with mobile devices, so you always have a window of access into the health of your Practice’s performance.

While taking a look back at 2017, now is the perfect time to think about the New Year that is upon us. What areas of your practice would you like to see improve? What goals did you meet that you want to continue into the New Year? XLDent has solutions to meet all needs; to help you be completely paperless, bring your patient experience to the next level, and tools to better understand and manage your practice performance. Here’s to a prosperous 2018!

Posted in: Dental Practice Management Software, Dental Software, Electronic Dental Records, XLDent Patient Experience, Leave a comment/ No Comments »
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A Look Back and Ahead, Part 1

Posted December 12, 2017 by Jennifer G

2017_2018Happy 2018! Well, almost! Are you ready for a fresh start, cleaning up your books, and setting new goals for the new year? There are so many features embedded right in XLDent that it’s the perfect place to start.

The Administrative Team can dig into wrapping up your year by running reports and reflecting on what worked. There are many tools in XLDent that help you analyze, clarify, and set new goals going forward. Which Marketing ventures were most successful? How many new patients did the practice gain each month? Which insurance plans are no longer in use? Which key demographic saw the most growth in your patient database?

Start this process by running the Production and Collection reports for the year. The XLDent Production and Collection Analysis Reports easily break out details for types of procedures completed, and serves as a comparison report for this year against the previous.

Thinking in terms of your ‘Patient Experience’, what improvements could be made for the new year? Almost every new patient who wants to come to your practice will start by calling for an appointment. Are they hearing dead silence or scratchy music when you put them on hold? XLHold could just be what you need to turn that around and create a better first impression on potential new patients. Pleasant music, information about your practice, team and services offered, or even advertising your new whitening special could make the difference of whether they stay on the line or drop off.

How paperless is your office? XLDent has paperless forms and digital treatment consent forms all in one easy to use system. And, we can digitize any custom form that your office currently uses. Start off 2018 right by eliminating your paper forms or old-school signature pads. Start streamlining treatment plan presentation and capture paper-free forms and signatures – all with one solution!

Perhaps you need to step-up your Accounts Receivable collections. XLDent has a patient web portal, which allows patients to access their account online, make payments, see treatment plans that need to be scheduled, and view the most recent statement they have received. You can offer a helping hand to busy people with this online access, right from your practice website. To top it off, the Doctor Portal is included free to give your doctor access to review patient records and appointment schedules on a mobile device, any time.

Is your patient database in need of some cleanup? Take a look at patients who should be inactivated. How long has it been since they’ve been seen? Have they responded to any of your recall efforts? Patient statuses can be quickly changed to inactive, or auxiliary (if they are still the subscriber for another patient’s insurance plan). This will help streamline your recall system, so you are focusing effort on patients who are engaged in their dental health.

If you want to learn more about XLDent or about turning on any of the eSolutions already embedded in your software, contact us today. Consider gathering your staff for a team building day of shared learning, and use the library of webinars to optimize and maximize XLDent’s powerful tools to give you a great start in 2018.

Posted in: Dental Practice Management Software, Dental Software, Electronic Dental Records, XLDent Patient Experience, Leave a comment/ No Comments »
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Data Integrity and Reliability, does my dental software fit in?

Posted March 15, 2017 by Danielle H

dataIf you’re like most dentists, you probably haven’t given a lot of thought into whether your practice management software fits the bill when it comes to data integrity. What does that even mean? We need a program that helps us run our practices efficiently and adheres to the best in security standards. The ability to store, process and retrieve data with accuracy and consistency isn’t something you necessarily see, but it is something you’ll experience every day. Today’s blog takes a closer look at a few of the ways XLDent stands out from the crowd.

Database you can count on.

The XLDent practice management software uses a MySQL database engine that ensures performance, scalability and data protection. Many of us take performance and speed for granted when it comes to dental software. The MySQL database helps to ensure that, even as your practice grows, you’ll never experience time lags when accessing your patient information. To protect your data, MySQL offers powerful security and a smooth database backup and recovery process.

Multi Location – No problem.

XLDent offers a scalable solution, meaning you can take your practice from one location to many—all on a single database. As your practice grows, your software should grow with you. That means fast performance and access at all locations and software tools to help you manage your business effectively, from anywhere.

Security features you can feel confident in.

In today’s world, every practice management software should be offering access control tools and tracking information to help you maintain control of your database. XLDent’s security groups help you limit access to areas of the program that would not be needed for an individual to complete their job functions. And, when you’re not sure how or why something happened, the security log helps you take control of the situation and get back on the right track.

Strength in partnerships.

You don’t have to walk down the aisle of any dental exhibit hall or read the online forums to know there are a bazillion new dental software programs and add-ons out there. But who’s vetting these guys and protecting the dentist’s database? When you choose XLDent, you can feel confident in the integration partnerships we have available. Even though we love working with newbies, we don’t let everyone. We choose partners carefully and always keep our client’s best interest in mind. A trusted development environment and support we can be confident will serve you best are just a couple of the traits XLDent needs in a valued partner. Looking for something new and exciting, we’d love to have a conversation about it!

As you’re thinking about this article and wondering if your software makes the cut, do yourself a favor and think about the big picture. Your practice success depends on it!

XLDent has been in business since 1971, focusing on the high technology needs of dental practices. For more information about how XLDent can take your practice to the next level, contact us today.

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