Secure Email Archives - XLDent Dental Software

Choosing Software for Your Dental Practice

Posted November 6, 2020 by Beth

When it comes to selecting the software your dental practice will use for practice management, charting, or otherwise, dentists are often looking for just the right product to increase their practice’s efficiency, productivity, and revenue. This is no small task given the vast array of vendor options and features to select. We propose four key variables that can help you find out if a software is right for your practice: support, innovation, scalability, and integration.

Support

Some software vendors offer little customer support or onboarding process for their products. Especially with your first software, a lot of time, money, and effort will go to setting up, installing, and learning to use the software. Your practice will need support to adapt quickly and realize the software’s productivity benefits as soon as possible.

You’ll also need professional technical support on hand to make the most of your investment and avoid downtime.

Whether you have an existing practice or are starting a new practice, XLDent is here to guide you in managing or establishing a successful dental practice with our software. We not only understand the importance of the software selection process, but we also take pride in the experience and knowledge our XLDent Certified professionals will offer you during the process and long after you decide to move forward with the XLDent Suite of products.

The XLDent Software Assurance and Business Care Plan protects your investment. We are here to help long after your initial training is complete. Our knowledgeable and friendly Implementation Specialists genuinely care about your happiness and success with the XLDent Suite. We will consistently go the extra mile to answer your questions and help you reach your software implementation goals.

Innovation

A software product that does not evolve cannot grow with your practice. Not only does your vendor need to be able to invest in the growth of their company to keep up with regulations, but they also need to keep up with the challenges and opportunities created by new dental technologies.

XLDent is committed to innovation. We use current and updated development tools for the continual enhancement of the XLDent Software Suite. At XLDent, we dedicate ourselves to providing software features and solutions focused on our clients’ success, and we work with them to define those goals. We express that dedication in our commitment to the continual enhancement and redevelopment of the tools we create. We are continually re-evaluating the current development landscape with a strong emphasis on using proven, secure technologies and features to the advantage of the dental practices that partner with us.

Scalability

The needs of dental practices are continually evolving. So is technology. A software product that gets you started today may not serve your practice in the long run as you continue to grow. Before you adopt any technology, make sure that you understand how technology can adapt and scale to align with your future goals as a business.

XLDent Cloud offers a scalable cloud solution that can meet your practice where you are now and scale with you as you grow. With XLDent, all of your clinical documents, charts, patient contact information, and other practice management data can be accessed at any time by any authorized user. XLDent Cloud allows you to work in a secure environment without complicated network connections to retrieve your data.

Integration

The right software for your dental practice will integrate with as many of the tools and services you need for success as possible. Always look for software solutions that offer a complete suite, or at least integrate Real-Time Insurance Eligibility, Electronic Remittance Advice, Patient and Doctor Portals, Encrypted Email, and more.

XLDent has already integrated the eSolutions you need to stay competitive and maximize the efficiency of your practice. By partnering with an elite group of market leaders in the healthcare industry, we can offer you a comprehensive, fully integrated Electronic Services solution. All eSolutions are seamlessly integrated with your XLDent Suite to improve workflow processes, accuracy, patient experiences, and patient outcomes. XLDent has it all: electronic prescribing, patient and doctor portals, appointment reminders, credit card processing, electronic statement processing, electronic claim processing and claim status, real-time eligibility and benefits verification, electronic remittance advice, dental claim attachments, custom websites, marketing, offsite backup storage, Practice Booster for coding strategies, HIPAA-compliant email, cloud-based phone system through Mango Voice, and more.

Posted in: Dental Practice Management Software, Dental Software, Dental Technology, Dental Web-based Solutions, Electronic Dental Records, IT Services, Perio Chart, XLDent Cloud, XLDent Company, XLDent Patient Experience, XLDent Referrals, XLDent Website, Leave a comment/ No Comments »

Tagged : Dental ePrescribing,Dental Practice Management Software,Dental Software,Dental Technology,Electronic Dental Records,Mobile Technologies,Offsite backup,Patient Experience,Responsive Design,Secure Email,Treatment Plan,Web-based Dental Solutions,XLBackup™,XLDent,XLDent Cloud

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.

Why 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.

Posted in: Dental Software, Dental Technology, Electronic Dental Records, Leave a comment/ No Comments »

Tagged : Dental Technology,Electronic Dental Records,Encrypt,HIPAA,Secure Email

Strengthen your Risk Management Plan Today

Posted January 31, 2017 by Alexa S.

As individuals, society, and organizations, we take risks regularly as a necessary step to grow and develop. Forecasting and evaluating what is needed to incorporate risk management and minimize negative impact is not something that everyone or every organization takes time to focus on. It is important to make sure that your dental practice has adequate tools to combat threats and ensure security. Your business must evolve and adapt to ensure it is minimizing risks while maximizing growth potential. However, risk management is not always a one size fits all solution.

As we continue through our risk management series, there are three important areas where XLDent can help you strengthen your risk management plan today.

Offsite Backup Storage

How frequently are you backing up your patient and practice data? Are you making sure your backup system is secure and HIPAA compliant? With XLBackup, you have a managed, fully automated, online, off-site, data protection service that can help you keep a potentially serious business risk under control. By using XLBackup, you enable your dental practice to quickly restore lost files, images and critical data to get your practice up and running in a disaster recovery situation. Let’s break down the important considerations in a backup solution.

Managed service: The XLBackup service includes professional management of your back up solution. This includes storage management and optimization, data integrity and verification checks, and annual disaster recovery fire drills.
HIPAA Secure: Incorporates critical secure elements such as HIPAA compliant encryption technology, storage in multiple data centers and Federal Information Processing Standards.
Automatic Data Healing: This automated process runs in the remote data center, performs in the background, and scans the entire storage to ensure data integrity by checking data blocks and comparing digital signatures for inconsistencies.
Data De-Duplication: Essentially, you won’t have multiple copies of everything causing a headache in a recovery situation. Data is compared based on its content to the appropriate repository and a pointer is used to point from the data’s original location to the library location.
Local Storage: Backup on a local device so immediate restoration at LAN speed can occur.

XLBackup is compatible with all Dental Practice Management and Image Management solutions. It is an absolutely necessary component of your electronic dental records risk management.

SecureMail – HIPAA Compliant Email

Need to send sensitive patient information via email? Don’t risk PHI by sending with just any email client or service. With SecureMail, you’ll be able to send information and file attachments that are protected from accidental exposure and data theft. At the same time, SecureMail ensures compliance, guards your reputation, builds customer trust, and reduces business process cost. It also includes the added security of being able to track and confirm sent, received and open emails. SecureMail is a cost effective, cloud-based service that is available to any practice, regardless of dental practice management system.

Credit Card Processing

Credit and debit transactions that use EMV technology are an important milestone in managing risk in card payment transactions. Point-to-point encryption (P2PE) combines secure devices, applications and processes to encrypt data throughout the transaction, making it an integral part of your card payment solution. XLCharge not only makes it easy with integrated payment processes right inside the XLDent practice management software, but also offers you a level of security you can depend on.

These are just a handful of ways your technology choices guide you in developing a viable risk management plan. Let XLDent take some of the stress out of your risk management.

Posted in: Dental Practice Management Software, Dental Technology, Leave a comment/ No Comments »

Tagged : Credit card processing,Dental Technology,HIPAA compliant,Offsite backup,Risk Management,Secure Email,XLBackup™,XLCharge

HIPAA: Keep your data and practice protected

Posted January 12, 2017 by Alexa S.

We get it, HIPAA isn’t the most exciting topic out there. However, it is a topic that needs to be a priority to every dental practice. A lack of attention to HIPAA details could cost you. HIPAA (Health Insurance Portability and Accountability Act) was established in 1996 as a way to promote and standardize information stored and exchanged, as well as create a guideline for transaction, security, and privacy standards. A common buzzword associated with HIPAA is PHI (Protected Health Information) which is individually identifiable health information that is held or transmitted by a covered entity or its business associate. There are 3 primary categories in HIPAA that we should first take a look at.

The HIPAA Privacy Rule establishes standards to protect individuals’ medical records and other personal health information. The HIPAA Security Rule deals with electronic Protected Health Information (ePHI). The HIPAA Breach Notification Rule requires covered entities to notify affected individuals, HHS, and in some cases, the media of a breach of unsecured PHI.

Now that we have reviewed the nuts and bolts of HIPAA, what do you think the most common HIPAA violation is? Negligence. Negligence can in the form of either intentional or unintentional. More often than not in a dental office, unintentional negligence is the most common. Human error is the number one offender for unintentional negligence. It c HIPAA an be as simple as an employee who forgets to log out of the computer when leaving, or other violations such as improper data disposal or a lost backup device. A first step in minimizing the unintentional acts is with proper staff training. HIPAA education and processes should be ongoing in your practice. Every team member should participate in HIPAA training and should understand the do’s and don’ts that surround patient data.

So, what are you doing to keep your office HIPAA compliant? For starters, do you feel that you are keeping up with your computer security? The modern practice relies on technology for successful and seamless daily operation, and not having a safe and secure technology system could lead to costly downtime and even violation fines. One way to make sure your practice is doing all that it can to back up data is with XLBackup. This offsite backup storage uses HIPAA compliant encryption technology system that stores your data in multiple data centers. For added security and peace of mind, this solution is consistent with NIST publication 800-11 and follows Federal Information Processing Standards (FIPS) 140-2. Using XLBackup is an easy way to make sure your information is automatically backed up to a secure location, and the more automation surrounding your data, the better.

Another area to consider when making sure you are staying HIPAA compliant is an encrypted email service. XLDent offers SecureMail which is a HIPAA compliant email service that will secure sensitive patient email and file attachments from accidental exposure and data theft. SecureMail ensures compliance, guards your reputation, builds customer trust, and reduces business process costs.

There are many tips you can find surrounding HIPAA compliance and best practices. Here are a few you can start implementing today.

Make sure your team is trained in HIPAA compliance.
Regulate who has access to sensitive information.
Keep an inventory of your office computers and devices.
Wipe down tablet and touchscreen devices to ensure clear entries and to prevent easy guessing for entry to systems.
Do not share passwords.
Keep anti-virus scanning software up to date.

For more information about offsite backup, email security and other services to keep your data safe visit www.xldent.com.

Posted in: Dental Practice Management Software, Dental Technology, Electronic Dental Records, Leave a comment/ No Comments »

Tagged : Electronic Dental Records,Electronic Health Care Records,HIPAA,Secure Email,XLBackup™

SDDA 2014 Annual Session

Posted May 19, 2014 by Jennifer G

The South Dakota Dental Association Annual Session just concluded and XLDent enjoyed another meeting. It was a great event to talk with Doctors and staff about XLDent Dental Practice Management Software and Electronic Dental Records. HIPAA and security compliance was an important topic during the meeting. XLDent’s SecureMail solution allows practices to securely email patient information and x-rays. It’s HIPAA compliant, easy to use, and is integrated with Microsoft Outlook and XLDent.

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