As dental practices acquire a growing array of expensive high-tech equipment and U.S. deadlines for implementing electronic health records (EHRs) loom, a new trade group of dental IT specialists is focusing on helping dentists set up and integrate their computer networks.
Part of the American Recovery and Reinvestment Act includes guidelines for incentives (starting in 2011) and penalties (beginning in 2015) from Medicaid and Medicare for hospitals, clinics, and healthcare providers who implement -- or fail to implement -- EHR systems in their facilities.
Jeffrey Weiss, president of Dental Integrators Association. Image courtesy of DIA.Jeffrey Weiss says he started the nonprofit Dental Integrators Association (DIA) last year because he saw a need to provide dentists with a source to find IT companies that specialize in integrating complex dental hardware and software systems.
"Going chartless is a big movement in the dental community right now, and you really shouldn't do that unless you have the proper support system," Weiss told DrBicuspid.com.
To save money, dentists will often try to work on their own systems or will ask friends or patients for help, he said.
"Sometimes they use their patients to help. If a patient needs dental work and a computer person is in the chair, they'll barter for services, saying 'I'll fix your teeth for free if you fix my computers,' " Weiss said. "It happens all the time."
And if dentists try to coordinate these systems themselves or get somebody who is unqualified, the work often has to be redone and ends up costing more, Weiss pointed out.
"If they make just one mistake, the cost -- in terms of downtime, damaged equipment, or, worst of all, lost data -- can be catastrophic and dwarf whatever money they were saving by not paying an outside IT firm," he said.
Sophisticated equipment
Other times, dentists will simply pick a local computer company from the phone book or ask their dental supply company, Weiss said. But dentists usually have much more sophisticated equipment and IT needs than the average computer technician knows how to handle.
— Jeffrey Weiss, founder and president
of the Dental Integrators Association
"They don't know what digital x-rays involve," Weiss noted. "Our companies are skilled on digital x-ray systems, 3D imaging, and installing pano x-ray machines. A 3D machine costs about $200,000, and if it's not integrated properly with the other technology in the office, it's not efficient."
Sometimes dentists will turn to their regular supplier for IT help, and big dental supply companies such as Henry Schein and Patterson Dental have started offering computer services in the last few years. But, "their prices are exorbitant and their standards are much lower," Weiss said.
The DIA website features a map of the U.S., and dentists can click on their state to find a list of local IT firms that specialize in dental systems. DIA now has 30 IT company members, with at least one member in every state.
To be considered for membership in the DIA, firms are required to submit letters of reference from three dental practices and detailed documentation -- including photos -- of three dental IT installation projects.
Michael Uretz, executive director of EHR Group, which helps providers, practice managers, and administrators select health IT vendors, said trade groups like DIA can provide more options for finding companies that specialize in the needs of the dental community.
But dentists still need to do enough due diligence in picking IT companies to ensure they do a good job. The potential IT vendor should be vetted in terms of their experience directly related to the implementation, references should be followed up on, and -- most important, Uretz emphasized -- dentists should get good contracts or agreements regarding the implementation.
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