Are there any setup costs?
No. Dovetail will set up your system free of charge. You do not need to buy any hardware or software.
How do I get started?
Simply sign up for a free trial or demo. Within two business days your practice will be set up and you can start using Dovetail. It’s that simple. You can view our short tutorials or get a quick demo from a practice success coach. It’s up to you. We think you’ll find the system easy to use and will be impressed by how much it simplifies your practice management. If you have any questions, you can get help from a real person at no extra cost.
Should I scan my charts in Dovetail?
No. Just keep your paper records to refer to in case of complications from a treatment and to meet your local legal requirements. Otherwise start fresh. You may be surprised with how little you have to refer to older records. If you have to scan a document into Dovetail, take a picture with your iPad and upload it directly.
How do I transition from a paper-based practice?
We suggest that you create new appointments in your Dovetail schedule the first month or so. Then, as new patients come in or as existing patients return, open electronic files for them and have them enter their medical histories. Patients generally find it easy to input their information. Before you know it, all your patients will be in Dovetail and your admin staff will be happy to stop pulling files. Obviously, the amount of time it takes to transition depends greatly on the size of your practice.
How do I convert if I am currently using other software?
There are three simple steps:
- You or your IT person can transfer your patients’ contact information from your current provider into our predefined CSV format. (Simply use the export feature, typically in the file menu.)
- Once the information is in the CSV format, contact us and we will migrate the data to Dovetail in a HIPAA-compliant manner.
- Then you can begin working in Dovetail or operate your old system for as long as you want. Many dentists operate the two systems for about six months, until they have seen most of their patients at least once. At that point probably about 90% of the patient records are on Dovetail and the old system can be retired.
If you are on a local server-based system, you may want to keep your records indefinitely.
How secure is the Dovetail system?
Dovetail is 100% HIPAA compliant. Data is encrypted with 256-bit encryption whether it is in our data center or in transit over the Internet. This is the same technology most banks use for their transactional websites. All data is securely stored on the Amazon Web Services (AWS) cloud. Your files are backed up daily to preserve an audit trail of change. Dovetail also deploys a log-monitoring and intrusion-detection system (IDS) to actively alert our staff of any suspicious activity. Account security is provided through our multi-tiered permission system that helps ensure that your patients’ protected health information (PHI) stays private. In the unlikely event of an OCR audit, as your business associate under 45 CFR 164.504(e), we will provide all relevant information to ensure that your Stage 2 HIPAA audit goes smoothly.
What does it mean to “be in the cloud”?
Dovetail is not an app like you buy on iTunes. Dovetail is a Software as a Service (SaaS) which is accessible through your browser.
Will I need a bridge for my radiographs?
No, bridges are a thing of the past. A bridge simply opens your X-ray software so that you can view your X-rays. However, with Dovetail, those X-rays will not be hosted in your software. Dovetail allows you to automatically import and store X-rays in the cloud so that you access them from everywhere.
What happens if the Internet goes down?
With payment terminals, VoIP phones and claims processing, most dental offices are already tightly integrated with the Internet. Today computers can be coupled with most smartphones to give you Internet access. So if your regular Internet connection goes down, use your iPad that has access to wireless Internet (LTE). Companies like Verizon and T-Mobile even offer wireless USB antennas that can give you an inexpensive backup solution.
What does my Dovetail subscription include?
It’s easier to talk about what Dovetail does not include. Our platform includes everything except some third-party services such as e-claims, e-prescribe and SMS confirmations. These services are optional and are billed separately.
What do I need to get started?
The Dovetail platform does not require a specific type of computer or device. All you need is a Windows or OS X computer or an iPad with an Internet connection. There is no wiring to install or servers to set up.
Specifically, as of August 25, 2016, Dovetail has been tested and is supported on the stable versions of the following:
- Windows: Chrome (v. 52.0.2743)
- OS X 10.9 & up: Chrome browser (same version as above) or Safari (9.1.2)
- iPad third generation and up, running IOS (9.3.3): The latest App Store-updated version of Chrome or Safari.