Practice management software. It’s a term that gets used all of the time, but what does it really mean? At its core, practice management software allows you to store information about your patients in a computer. But that’s not enough. It also has to make retrieving that information easier and more efficient than using a filing cabinet. It has to provide enough benefits to make you want to use the software instead of jotting a note on a piece of paper.
By combining various types of information that offices traditionally track separately, like ledgers, charts and appointment schedules, practice management software easily proves its worth over manual tracking.
So here’s the truth: Every dental software package on the market today will let you enter patients, treatment and appointments. They all keep track of balances, print receipts and statements, and submit insurance claims. Each has some form of graphical dental chart and all of them provide a way to track when a patient should return for a cleaning. If they couldn’t do these basic tasks, they wouldn’t be around. Over the last 30 years, hundreds of dental software companies have come and gone. Most of them failed because they either couldn’t handle the basics or because they couldn’t handle the basics well.
MOGO provides the maximum amount of information, logically arranged, on a single screen. From basic demographic information to medical alerts and insurance coverage, everything you need is available at a glance.
When a patient walks into your office, how they’re greeted sets the tone for the entire appointment. Some front desk staff can remember names and faces with unerring accuracy, but most need a little help. MOGO makes it easy to snap patient pictures with a simple webcam. Not sure how to pronounce that name? Record it and let MOGO play it back for you. Is there something that the patient is particularly proud of or a topic that should be avoided? Set a silent popup to display whenever that patient record is accessed. Whatever the situation, MOGO is there to help you provide the best experience to your patients.
The help doesn’t stop there. As soon your patient walks in for an appointment, one click lets the entire office know they’ve arrived. You can even choose to have alerts display in the operatories, either audible or silent, to let people know that their next patient is waiting.
Families are dynamic. Forget about divorce for a minute. Children eventually grow up and start their own families. What do you do when that time comes? At MOGO, we treat families the same way life does. Families are dynamic and MOGO understands this. When family dynamics change, MOGO lets you quickly and easily update the family to reflect reality, without losing any history or forcing you to create new accounts.
How is this possible? MOGO combines dynamic family linking with live balances, eliminating the need for a traditional “family ledger”. When we redesigned our accounts receivable almost 20 years ago, we chose to leave the old ways behind and head in the same direction as various accounts payable programs. Every balance in MOGO is calculated in real time, based on the treatment entered for each patient and any payments applied to that individual or their family.
Let’s take a step back. Do you remember the good old days of ledgers and pegboards? Someone had to make sure all of the numbers added up at the end of the day. Each and every day. Most of the time, everything balanced and everyone went home on time. But sometimes, the numbers just refused to add up and finding the issue could take hours. That’s why it was so important to close out your day. When things went wrong, you had a clear starting point. The problem had to be something entered after the last day that was closed.
Unfortunately, there are problems with this approach. First, it’s massively time-consuming. Even with computers, you’re generating unnecessary work that has to be done every day. Second, you’ll always need to change something. A check could have bounced. You may have to give a refund to a very unhappy patient. Back then, your only option was to adjust the balance until the account “looked” right. Last, everything had to stop at the end of each month so you could close out the month and send out statements.
All of this work was necessary for one reason: humans make mistakes. Miss a decimal point or skip a number while you’re adding things up, and everything is wrong. Computers, on the other hand, don’t make “human errors” so why would you want to continue doing all of that extra work?
Some systems still maintain balances this way, even though it’s no longer an issue. Balances, even for entire families with decades of history, can be accurately calculated in the blink of an eye. When a check bounces, mark it as NSF and let the program do the work for you. What about that patient who wanted a refund? Let the program tell you how much they actually paid for the service in question.
With MOGO, you’re not stuck sending statements out once each month. You can distribute that workload however you choose: monthly, daily, or anything in between. MOGO automatically tracks when the last statement was sent and when the next statement is due so you don’t need to worry about duplicates. Account balances are always calculated in real-time, so even if someone else is entering insurance payments while you’re sending, the information on the statement will be accurate and up-to-date. As an added benefit, weekly or daily billing evens out your cash-flow and makes everyone’s job more manageable.
Save even more time and money by signing up for eStatements. Let someone else handle all of the printing, folding and envelope stuffing so you can get back to what really matters: your patients.
Never miss a patient information notification. If the patient mentions a payment or a need in the operatory, send a message to the front desk to make sure they are aware of the patients’ needs.
Office messaging allows you to send messages throughout the office. Keep staff informed of meetings and other important reminders. Now with Global messaging, if someone is out of the office you can have messages go to their cell phone or e-mail.
Getting your patients to come back is the essential to maintaining a healthy practice. Seeing your patients at regular intervals keeps them healthy and helps prevent minor issues from becoming major ones. Happy, healthy patients are the backbone of a happy, healthy practice. This is why so many offices are willing to spend so much money on post cards and mailers. But with today’s technology, many people don’t want to deal with “snail-mail”. Email is much more convenient. It arrives where you want it and you can read it when you have time.
The power of email and text messaging can not be ignored. It is essentially free communication with your patients. As long as you have an internet connection, it doesn’t matter if you send 50 or 50,000 emails; your cost is the same. MOGO’s eReminder service helps you maximize the potential of electronic communications by handling your daily contacts in the background and notifying you when something needs personal attention.
The eReminder system takes some of your most time-consuming office tasks and rolls them into one simple automated process. Recall cards, appointment confirmations, birthday cards and appointment reminders are automatically sent to patients with email addresses or mobile phone numbers. And even though eReminders are fully automated, you can completely customize the process to fit the needs of your office. You can even disable the full-blown automation if you want fine control over when or how many of each type of eReminder is sent. Are you short-staffed today? Appointment confirmations and reminders aren’t a problem, but Recall cards generate more calls than you can handle as patients try to schedule appointments. You can send some out in the morning, send some more out in the afternoon, and leave the rest for tomorrow.
Every day, MOGO provides a list of patients who need to be contacted through traditional methods. Each patient is clearly labeled so you know at a glance why they’re on the list. If they’re missing an email address or cell phone number, you can get that information while you have them on the phone. If eReminders were sent and the patient never responded, you know that too so you can confirm the information you have on file. Of course, patients who opt-out of eReminders are also displayed on this list.
Best of all, everything you need is built into the program so there are no extra modules to buy, no monthly fees, and no 3rdparties accessing your data.
Other companies charge $3,000.00 to $5,000.00 annually to send reminders and greetings electronically, which cuts into your profit margin. You also have to leave both your database and internet firewall wide open to allow outside access making your data vulnerable.
There are NO EXTRA FEES or third-party companies to deal with, patient communication at its best with MOGO’s integrated eReminders.
With a customized setup, you may automatically send your reminders any time of the day. eReminders are now completely automated, so you have time to tend to your patients.
Choose from texting, email, letters, postcards, or even voice reminders, everything is automatically tracked and individually saved to the patient record. Patients’ confirmations are automatically retrieved and marked so you can see at a glance which patients have confirmed their appointments before the beginning of the day.
The new automated Voice Reminders will call patients to remind them of appointments and when it’s time for a cleaning! Just set up your script and let Voice Reminders make the calls for you!
eReminders help to keep a continuous flow of patients into your office. This feature is great for recall, appointment reminders, appointment confirmations, and birthday cards.
After the appointment is scheduled, you can setup eReminders to automatically send out a reminder e-mail or text message regarding the date and time of the appointment and to make sure that the patient is still available. Once the patient confirms the appointment by clicking on the CONFIRM button, it is automatically updated in your appointment.
Birthday cards are a simple way to maintain contact with your patients and show that you appreciate them. They will feel special because you remembered that important day in their lives.
When a parent and 2 children arrive and all three have appointments, do you expect one payment or three? It seems like a silly question, but many programs expect you to split the payment and enter it three times if you want it applied to all three accounts. Not MOGO. We expect you to enter it one time under the account of the person who actually made the payment. Once the payment is entered, you can either specify which treatments are being paid as well as how much is being paid on each treatment or you can do nothing. MOGO will automatically use it to pay off the oldest outstanding family balance.
MOGO was designed from the ground up with line-item billing built-in. If you pay by collection, you already know that this is an absolute must-have feature. Even if you don’t, it’s nice to have. How many times have you been asked how much insurance actually paid for a filling or crown? With MOGO, you simply locate the treatment and view its payments, quickly and easily.
MOGO’s line-item billing makes paying service providers by collection quick and painless, too. When you’re setup to pay by collection, all of your payments are automatically entered under the practice. As the payments are used to pay off various treatments, collection automatically moves from the practice to the service provider on the current date. That last bit was important so we’ll say it again: collection automatically moves from the practice to the service provider on the current date. If a patient has a credit balance, it sits in the practice. One of 2 things will happen. You’ll either send the credit back to the patient or apply it to their next visit. If you send it back, the money comes out of the practice totals. The collection hasn’t been applied to anyone so no one is losing any collection. All you have to do is cut a check. If you apply it to the next visit, the collection shifts from the practice to a service provider on that date and is automatically displayed in the collection totals for the current pay period, regardless of the original payment date. All you have to do is run your normal collection reports and the money is there.
One of the most important tools in MOGO is the Office Flow. This screen summarizes everything you need to know about what’s happening with the patients in your office. At a glance, you know exactly who is here, whether they’ve been seated, and how long they’ve been waiting.
Office Flow works with and expands upon the information in your Appointment Book to provide a crystal clear view of what’s happening in your office at any moment of the day. Your appointment book is just a schedule; it’s your plan for the day, your goal. When you look at it, you instantly know what is supposed to happen. But when that day arrives and reality sets in, Office Flow is there to show you what’s really going on.
It also serves as a central hub for everything you need to know about a specific patient and helps drive patient care by providing helpful prompts and reminders in response to various events. For instance, when a patient arrives, a number of things automatically occur in the background: insurance eligibility is checked, documents that need to be signed are processed, announcements are sent to the operatories, and any messages that you’ve set up for this patient are automatically displayed. No one has to remember that the patient promised to pay a certain amount today or that they haven’t signed the treatment plan they accepted three weeks ago over the phone; MOGO remembers it for you.
MOGO takes the security of your data very seriously. Even before there were things like HIPAA regulations, we worked hard to ensure our customers’ data was safe and secure.
Security isn’t just about having a pretty password screen. Security starts with actually storing your patient records in a secure manner. What good is a password in your program if anyone can use notepad to open your data files and read off names and social security numbers? How hard is it to figure out where your patient records are when there’s a file named patient.dat? Many systems claim to protect your data, but only MOGO uses a truly secure, enterprise-level relational database, Microsoft SQL.
Securing your database is just the first step. MOGO works with Windows security and various firewalls instead of working against them. All of MOGO’s communications occur on approved secure channels. We even talk directly with Windows to reduce the number of security warnings and User Account Control prompts you’ll see during the day. This lets you leave your Windows security settings alone, which keeps your computers safe and secure. Now that your data and computers are secure, we can start talking about pretty password screens. MOGO hasn’t used them in over 20 years. We have a pretty login screen instead. It seems like a small difference, but it’s actually huge.
Login security is incredibly flexible. Instead of setting up hard boundaries, where one password grants access to some areas of the program and another password lets you access others, login security lets you pick and choose what a specific individual is and is not allowed to do or see. It also allows MOGO to track who is doing what. Without login security, an audit trail is completely useless. Any software can tell you that something changed. Most can even tell you what the change was and when it occurred. But what good is that information if you don’t know who changed it?
It’s 2:37 in the afternoon. Do you know who’s in your office right now? Not just who came to work today, but who is actually in the office right now. How many times have you looked all over the office for someone, just to find out that they took a break between patients, ran out for a late lunch, or left to run a quick errand? With MOGO’s built in time clock, you always know.
The Daily Bulletin Board lists all of your employees and whether they are clocked in or out. It also shows the reason they’re gone so you can easily decide if you should wait, go find them, or get someone else.
The Time Clock also integrates with the office messaging system. By turning on the “Follow Me” option, employees can have their office messages delivered via text message or email when they’re out of the office. All they have to do is clock out.
From a management standpoint, the time clock is a huge time-saver. Open one report and you have everything you need to know before doing payroll. Do you need to know how much vacation time someone has left? Open the employee benefit summary and in addition to how much vacation they have left, you’ll also see what they started with, how much they’ve taken, and how much they have scheduled.