How to manage change while introducing a new practice management system

shutterstock_womanmanChiral Systems explains how to effectively introduce a new practice management system.

Bringing new technology into your dental practice can increase productivity, patient communication and ensure better compliance. However, implementing a new practice management system can be a daunting prospect.

As a business owner, the potential downtime, drop in productivity and revenue during the transition from an old system or paper notes to a new system, can be a major concern and can sometimes prevent business owners from moving to the right patient management system. Apart from financial and data transfer worries, getting every employee on board can often be a challenge.

So what should you do?

Choose your system wisely

When you’re shopping around for new technology, bear your team’s interests in mind. Functionality is critical, but so is user-friendliness. For a high adoption rate within the organisation, make sure you’re choosing the most approachable and intuitive system possible.

The questions we get from dentists and nurses are: ‘Is it difficult to learn?’ and ‘How will it change the way I work?’ If a system is instinctive, flexible and customisable, then it shouldn’t change the way you work. The system should adapt to your practice’s workflow and reflect the style of your practice.

Articulate your case

Persuading your team to adopt a new technology requires putting forward a compelling vision for what the technology can bring to the organisation and to the individual employees. You have to make employees understand what’s in it for them. Perhaps the fact that it will help the practice reduce admin time and consequently reduce overtime. Or how the increase in productivity could allow for a bonus system or even a promotion.

The more positive the buzz around technology, the more you engage and motivate people. Nevertheless, it is important that you lead by example and empathise with your team.

Customise training

Training plays a crucial part in minimising downtime and avoiding issues that could be arising when treating a patient in the dental chair. Considering that familiarity and interest in digital technology varies widely among staff, the training efforts should reflect those differences.

Some employees may prefer an online training session; others might need a bit more hand-holding and on-site support. Always ask the team member what kind of training they are most comfortable with and appoint training champions.

Managing change the Chiral way

From design point, Chiral Systems accounts for the way each individual within your practice works, by creating an effective workflow and minimising the chance of error.

Apart from designing an intuitive product that adapts to the way you work, we have also produced numerous online training materials, which we have now made available to all our clients. Nevertheless, our very capable training instructors are happy to come to your practice for training days, or even to hold your hand on the ‘go-live days’.

Furthermore, if you need to call us, there is always a real person, with ex-user experience, available at the end of the line and happy to guide you through the system.

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