Technology Considerations for Dental Practice Reopening

Dental practices are reopening after COVID-19 closures. But reopening looks different than pre-COVID operations.

New procedures, social distancing, enhanced safety protocols. Technology can help practices adapt to new reality.

Contactless Check-In

Reducing contact in waiting rooms is priority. Technology enables contactless check-in:

Online Pre-Registration

Patients complete registration forms online before arriving. No clipboards shared in waiting room.

Most practice management systems support patient portals for online forms.

Text-Based Check-In

Patients text when they arrive. Reception knows they're here without physical check-in.

Some systems integrate this. Otherwise, simple text messaging works.

Mobile Check-In Apps

Practice management software may offer mobile check-in. Patients use phones to check in from parking lot or waiting room.

Kiosk Check-In

Self-service kiosks reduce front desk interaction. Touch screen check-in.

Concern: shared touchscreen creates potential transmission. Requires frequent cleaning or stylus use.

Virtual Waiting Rooms

Minimize people in physical waiting room:

Wait in Car

Patients wait in vehicles until treatment room ready. Text or call when ready.

Requires reliable communication system and way to track who's waiting where.

Staggered Appointments

Schedule appointments to minimize waiting room overlap. One patient out before next arrives.

May reduce daily patient capacity but improves safety.

Pre-Screening and Telehealth

Symptom Screening

Screen patients for COVID symptoms before appointments. Forms sent electronically day before.

Patients with symptoms get rescheduled without coming to office.

Virtual Consultations

Initial consultations via video. Determine if in-person visit necessary.

Some issues can be addressed virtually, reducing unnecessary office visits.

Post-Op Follow-Up

Follow-up visits via video when physical examination not required. Reduces office traffic.

Enhanced Communication

Text Messaging

Two-way texting with patients. Appointment reminders, pre-screening questions, check-in notifications, follow-up.

Many practice management systems now support HIPAA-compliant texting.

Email Communication

Instructions, forms, educational materials via email. Reduces paper and contact.

Patient Portals

Secure portals for forms, treatment plans, billing, communication.

Reduces phone calls and physical paperwork.

Contactless Payments

Tap-to-Pay

Contactless credit card readers. Patients tap card without touching shared surfaces.

Most modern credit card terminals support this if enabled.

Pay Before Arriving

Online payment for copays before appointment. No payment transaction during visit.

Mobile Payment Apps

Apple Pay, Google Pay, Venmo. Alternative to physical cards.

Online Scheduling

Direct Scheduling

Patients book appointments online without calling. Reduces phone traffic.

Many practice management systems offer online scheduling integration.

Appointment Modification

Patients reschedule online if needed. Flexibility without phone calls.

Digital Forms and Paperwork

Electronic Consent Forms

Digital signature on tablets or patients' own devices. No paper forms passing between staff and patients.

Medical History Updates

Online medical history forms completed before appointments.

Treatment Plan Presentations

Digital treatment plan presentations on patient's device or practice tablet. Reduces shared paper materials.

Staff Communication

Internal Messaging

Digital communication tools (Slack, Teams, etc.) for staff coordination. Reduces face-to-face meetings.

Digital Schedules and Tasks

Shared digital schedules and task lists. Everyone knows status without gathering.

Remote Work for Administrative Staff

Billing and Scheduling from Home

Some administrative functions can happen remotely. Reduces office density.

Secure Remote Access

VPN or cloud-based systems allow secure remote access to practice management software.

Enhanced Cleaning Protocols

Cleaning Checklists

Digital checklists tracking cleaning and disinfection. Documentation for compliance and assurance.

Scheduling Cleaning Time

Build extra time between appointments for enhanced cleaning. Scheduling software needs to reflect this.

Implementation Priorities

Can't implement everything simultaneously. Prioritize:

High Priority

• Online patient forms and registration
• Text-based check-in and communication
• Pre-screening processes
• Contactless payment

These directly reduce contact and improve safety.

Medium Priority

• Online scheduling
• Patient portal implementation
• Telehealth capabilities
• Digital treatment plans

Valuable but less immediately critical.

Lower Priority

• Advanced features and optimizations
• Perfect integration between all systems
• Nice-to-have conveniences

Focus on essentials first.

Patient Education

New processes require patient education:

Clear Instructions

Email or text instructions before appointments explaining new procedures:

• How to check in
• Where to wait
• What to expect
• Safety measures in place

Website Updates

Update practice website explaining reopening procedures and new technology.

Phone Scripts

Ensure reception staff explain new processes when scheduling appointments.

Staff Training

New technology requires staff training:

Hands-On Practice

Before patients return, staff practice new systems and workflows.

Troubleshooting

Train on common issues and how to help patients with technology problems.

Backup Plans

Have backup procedures when technology doesn't work. Not all patients will adapt to digital processes.

What Not to Do

Don't Implement Too Much Too Fast

Overwhelming staff and patients with many changes simultaneously creates chaos.

Don't Assume Technology Solves Everything

Technology supports procedures, doesn't replace them. Still need good processes.

Don't Forget Non-Tech-Savvy Patients

Not everyone is comfortable with apps and online systems. Have alternatives.

Costs and Budget

Leverage Existing Systems

Many features may already exist in your practice management software. Enable them rather than buying new tools.

Prioritize Investments

Focus budget on highest-impact changes first.

Some Solutions Are Free or Low-Cost

Text messaging, email communication, phone-based check-in can be implemented with little cost.

Looking Forward

Some COVID-era technology changes will stick:

Reduced Paperwork

Digital forms are more efficient than paper even without pandemic.

Enhanced Communication

Text and online communication improve patient experience beyond COVID.

Telehealth

Virtual consultations and follow-ups remain valuable for appropriate cases.

Online Scheduling

Patient convenience that continues being valuable.

Our Role

At Robell Technologies, we're helping Arizona dental practices implement reopening technology:

• Evaluating existing systems for COVID-relevant features
• Implementing patient portals and online forms
• Setting up secure remote access for administrative staff
• Configuring text messaging systems
• Training staff on new technologies
• Troubleshooting and support during reopening

Nine years serving Arizona dental practices means understanding both technology and dental practice operations.

If your practice needs help implementing technology for safe reopening, we can help.

This is unprecedented situation. We're figuring it out together. Technology can help practices reopen safely and efficiently.

Focus on essentials first. Iterate and improve as you go. Patient safety is priority. Technology supports that goal.