Switching practice software? The data is converted by your software vendor or a conversion service, and often several parties are involved. We don’t run the conversion ourselves. We project manage it and handle the IT side: backups, readiness, imaging links, cutover and support. Local teams serve Vancouver, Edmonton and Calgary.
24/7 emergency line
Our regular hours are Monday to Friday, 7am to 5pm MT. For emergencies we’re 24/7 on the same number, (604) 813-7881, and it’s always answered by a person. Call us at (604) 813-7881 or email hello <at> bensonhunt <dot> com.
Dental software data conversion moves your patient records, appointments, treatment plans, insurance details, clinical notes, images and documents from one practice management system to another. The software vendor or a conversion service usually converts the data. We don’t run it ourselves: we project manage it, so the right systems, protocols and controls are followed, and handle the IT side.
Either way, the data is extracted from the old system, matched to the fields in the new one, loaded and checked. Ask in writing which data comes across, and in what form, before you commit.
These seven kinds of data are usually on the list. What actually converts depends on your old and new software, so ask for a field-by-field list.
Some items convert cleanly, some arrive in a different form, and some may not convert at all. A review of real patient records before go-live is how you find out which.
Images and documents are often the largest part of the data. Where they are stored today, and where they will live afterwards, is an IT question we help you answer.
Additional conversions may be needed, such as x-ray images. Programs with open DICOM are easier. Proprietary image formats, for example from Dexis Imaging, can be more challenging. Ask us about yours.
Best practice
Pick the cut-off
Set a date and time for the switch.
Close the old books
Close off the old accounts receivable in the old system at that moment.
Move the care records
Patients, appointments, treatment plans, notes and documents.
Start fresh
Financial data stays behind in the old system.
Benson Hunt project manages the move and looks after the computers, servers, network, imaging and accounts around it, so the conversion team can focus on the data. A software move is also a good time to update systems and to move the clinic’s servers to Hyper-V, which lets upgrades and moves be planned and tested more safely. Read why dental clinics should run their server on Hyper-V.
We review your servers, workstations, network, imaging and users before anything moves.
A full backup, with a test restore, before the switch.
We check the server, computers and network against what the new software asks for.
Imaging links and sensors are reconnected and tested in every room.
Accounts, access and a written cutover plan for go-live day.
Support after go-live, and the old system kept readable for your records.
Usually the software vendor or a conversion service, and often several parties are involved. We don’t run the data conversion ourselves. We project manage it so the right systems, protocols and controls are followed.
We’re independent IT support, not the software vendor. Vendors know their own software well, but their job usually stops at the software, and a conversion reaches past it into your servers, network, imaging, accounts and backups. Using a partner like us helps reduce errors and costly technical mistakes. Ask your vendors who does the conversion, what it costs and what they need from you.
What we do: we project manage the conversion, talk to vendor support for you, make sure they can reach the data and the server, get the workstations ready, and keep you updated in your group chat.
Pick your path. Each card lists what we plan on the IT side. The data conversion itself is done by the vendors or a conversion service, and we project manage it. Prefer a grid? See the conversion matrix.
We prepare the server, workstations, network and imaging links for ClearDent, and keep Dentrix readable after the switch.
We get the IT ready for Dentrix and make sure your ClearDent data stays safe and readable until you’re settled.
We prepare the server, workstations, network and imaging for Tracker, and coordinate with both vendors.
We coordinate the IT for a move off ABELDent, whichever of the three you choose.
Any of these moves can end at a cloud-based system such as AkituOne, Curve Dental or Oryx. Cloud changes what your IT has to do.
On the software list: AkituOne, Curve Dental. Read the cloud section below.
We don’t quote durations here. Timing depends on the vendor, the size of your data and your clinic schedule. Ask your vendor for their timeline, and we plan the IT around it.
A short pre-move checklist. We can walk through it with you at your clinic.
Five risks to plan for. None of them is a reason not to move, and all of them are easier to handle before cutover than after.
Record retention rules can differ between Alberta and British Columbia. Check current rules with the official sources and your lawyer. This is general information, not legal advice. Sources: College of Dental Surgeons of Alberta and British Columbia College of Oral Health Professionals.
Cloud-based systems such as AkituOne, Curve Dental and Oryx can be a good fit for some clinics. They also change what your IT has to do. Here is a balanced look.
The vendor protects its servers. Your clinic still protects its people, computers, network and logins.
In most clinics, yes. Large 3D scans still need local storage and a capable workstation.
Cloud software depends on your internet connection, so test it before you commit.
Cloud isn’t better or worse. It’s a trade. Weigh these before you sign.
Yes, on the IT side. That covers Dentrix to ClearDent, ClearDent to Dentrix, ClearDent to Tracker, moves from ABELDent to Tracker, ClearDent or Dentrix, and moves to cloud systems such as AkituOne, Curve Dental and Oryx. The vendor or a conversion service converts the data, and we project manage it and handle the IT side.
We can’t promise nothing is lost, because the result depends on the vendors and your data. We take and test a full backup first, ask which fields convert, review real patient records and images before go-live, and keep the old system readable.
It depends on the software, the size of your data, the vendor schedule and your clinic hours, so we don’t quote a standard time. Ask your vendor for a timeline and we’ll plan the IT work around it.
You may need to keep old records readable for a set time. Alberta and BC have rules, and they can change. Check current rules with your regulator and your lawyer. This is general information, not legal advice.
No. The vendor protects its servers, but your clinic still needs strong accounts with MFA, endpoint protection, DNS filtering, a secure local network, staff phishing awareness, and your own copy of your data.
Call our main line at (604) 813-7881, which serves Vancouver, Edmonton and Calgary, or send us a note. We’ll talk through your move, and a local technician can come to your clinic. Our regular hours are Monday to Friday, 7am to 5pm MT. For emergencies we’re 24/7 on the same number, and it’s always answered by a person. Call (604) 813-7881 for a free consult with Tony. No pressure, no jargon.
Prefer email? Write to hello <at> bensonhunt <dot> com or use our contact page.
