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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.

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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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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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Three Reasons Your Practice is at a Standstill

Posted October 5, 2017 by Natalie L.

One of the very first things you learn about the rhythm of a dental practice is how certain days are super busy, and others are a bit slower. There are frequently shifts that follow the change in seasons, weather, the economy and school holidays.

When there is a sudden production downshift in the practice though, it’s only natural for a wave of panic to come over an otherwise cheery group of team members. How does this happen? And, what are the best ways to weather the storm?

Office systems and processes

Inadequate or absent systems is a leading cause of stagnant practices. Establishing a process for every part of your practice, with clearly defined duties and responsibilities, helps it run like a well-oiled machine, and in turn provides greater patient satisfaction, stronger referral Sample of Dental Practice SOPrates and higher recall retention. A bit of data gathering and analysis will tell you where the gaps are, and suggest ways to create structure, or eliminate extraneous steps in the process. A well-documented process or SOP (Standard Operating Procedure) will be especially beneficial when bringing on a new team member or when review current processes for improvement. We understand the importance of establishing processes, so the XLDent new client experience includes a set of SOP templates to get the practice started.

New Patient Growth

Does your practice participate in Social Media? There’s no escaping the pervasiveness of social media and its ever-expanding reach into our lives. Your business will be missing out on the current word-of-mouth that brings in new patients every day, and helps you retain the ones you already have. How does it do that? By building your online presence, 24/7! Today’s consumer is more likely to choose your office if they can easily find you on social media, and get a sense of your style and see the reviews your current patients have posted.

Have you stopped taking certain insurance plans or are considering participating in new ones? One study showed that 42% of people would leave their current dentist if they were no longer in network with their insurance plan. In fact, 59% said that was the number one factor in whether or not they would make an appointment at a new dentist! The number two factor was the physical location/proximity to where they live and work.1 Be sure that everyone knows how close and convenient your office is for their needs.

Integration of new technologies

Don’t underestimate the importance of being on the cutting-edge! Especially to the millennial or younger group of patients, your first “technology” impression can make all the difference. Are you sending automated reminders to your patients? Do you have an online portal so that your patients can login anytime, anywhere, and verify appointments or make payments on their account? Go paperless as soon as possible (if you are not already). Do you still present needed treatment on paper, or can you show treatment right on a TV or Tablet PC, then email a copy to the patient? All these ideas add to your image as a modern, tech-savvy office, that meets their patients’ needs.

If you have more downtime right now, you can use it wisely by updating your software, attending educational courses, and allowing time for staff to become fully trained on your computer software, so they are ready to go when business rebounds and the schedule overflows again.

These may seem like minor changes, but in a practice facing sluggish times, they could make the difference between two or twenty new patients next month. When you see a few blanks in your schedule, look at them as opportunities to prepare for the next big wave.

Source:

1http://www.dds1800.com/whitepapers/What_Dental_Patients_Want/

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Social Media and Your Practice

Posted September 7, 2017 by Alexa S.

Social Media is everywhere, and the best part is it’s free! But before you dive into these powerful platforms, it is important to determine your objective. It’s too easy to get lost in the sea of Instagram, Facebook, Twitter, and others. Some reasons to start up a social media strategy include:Social Media Smartphone

  • Search engine optimization (SEO) so new patients can find your practice.
  • Patient education (to boost treatment case acceptance).
  • Improve referral business.

There are a variety of social media tools or platforms you can use depending on your strategy. It’s easy to start small and add additional platforms as time allows, or you can try all at once to get your name out there quickly.

To start, the most common or perhaps frequently used, is Facebook. Facebook has become a platform for all types of individuals to connect both on a personal and professional basis. This social media tool makes it easy for a business to share photos and videos, post updates, and keep customers (patients) up to date on the latest news with the office. Facebook is also a great tool for prospective new patients to see a more personal side of your office, and can help them start thinking about becoming a patient. This is a chance for you to show some personality while still keeping your Facebook business page professional.

But, wait – you don’t have an audience yet. In order for a Facebook page to be successful in helping you grow your practice, people have to see it. Start by building your audience on Facebook, this can be done by simply asking people to “like” your page. When checking out patients, have your front desk team remind patients that you’re on Facebook and to give you a “like”. You could also add your social media links to your appointment reminders. If you are not getting “likes” fast enough, try doing a simple contest to boost awareness. This could be a guessing game like how many packs of dental floss are in a jar, to make it interesting for your patients and prospective ones.

Another social media tool is adding a blog to your website. A blog is an excellent outlet to share information about your practice whether it be news, events, or new employee photos. Keeping a regularly updated blog is a great way to promote your brand and share some of your expertise with patients and for others to learn more about you and your practice.

Twitter! We have seen a lot of mention of Twitter in recent weeks and it is a powerful tool if used properly. This is a much shorter way to get your message out since you are limited to 140 characters per post. However, it is relatively quick and easy to post which makes it a great option for quick or on the go messages or updates, when you may not have time to write a full blog. Similar to Facebook, this is a great tool for your patients to see more of your personality. Keep an eye on your newsfeed and follow your industry peers and even other local businesses so you can retweet as desired.

YouTube is a social media tool that will take a little more time and effort if you want to be sure you are posting quality and fun video content. However, don’t give up on it yet! You can use YouTube to post a video tour of your office, do regular “meet our staff” videos, and even film patients or procedures to share on your social media platforms listed above. You don’t need to make a movie masterpiece to have fun and post on YouTube. Give it a shot and see if it is a hit with your patients.

Now that you have your strategy, and a quick snapshot of the tools available for you to develop your social media strategy – here are a few tips for how to get off on the right foot.

  • Make sure this is a mix of topics and interest. Try to keep your content industry specific, but don’t be afraid to share local events or information, weather, or even an update on your favorite sports team. Don’t forget people love pictures of family, even your fur family – who doesn’t love a puppy picture?
  • Referral focus. Work to build your audience in hopes of boosting your visibility which will ultimately lead to more referrals. When a patient interacts on your page, that activity will show up in their friends’ feed. This is free advertising! Keep your practice top of mind for your patients, and their friends and family will be able to see that. This is another reason to keep your content industry-specific while throwing in fun, personal, and local posts.
  • Contests and campaigns. If you feel like your audience isn’t growing the way you’d like, generate buzz by starting a contest. You can also look into campaigns to target specific patients, while this isn’t free, it could give your page a boost and be money well-spent.
  • Keep an eye on your metrics. Facebook has a great insights tool that gives you a snapshot of how effective your social media strategy is, including your reach and engagement. This can help you see what posts are getting the most traction so you can focus your efforts on delivering more of that content.

If you aren’t already following XLDent on the social front, start now by liking us on Facebook, following us on Twitter, connecting with us on Google+ and LinkedIn, and watching us on YouTube. Happy sharing!

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