From Screens to Smiles: How Digital Tools Impact Patient Engagement

Technology has transformed every industry, and its impact on the healthcare sector is unprecedented, influencing engagement between patients and healthcare providers.

In-person engagement is a thing of the past; it has evolved into various forms across multiple digital platforms. Patients are familiar with technology, and they demand more accessible and efficient solutions.

Today, everyone is managing everything at the tip of their fingers with the help of their phones, and healthcare and patient engagement are no exception. Dentistry must also adapt to this trend and streamline patient engagement.

The importance of digital patient engagement in modern dentistry

Digital patient engagement is bridging the gap between providers and patients by creating a more personalized and interactive experience. With telehealth, online scheduling, patient portals, chatbots, and all that good tech, reaching out to dental practices is now super easy and comfortable, letting patients connect on their own terms — whenever and wherever works best for them.

It’s also noticeable that having access to their health information and treatment plans means patients are more aware of their conditions and what they need, helping them make smarter decisions about their care.

If you are a dental practice owner wondering what tech solutions and strategies you should look out for to enhance digital patient engagement, here are a few.

Practice management software pays off in the long run

Of course, the days when everything was managed on paper and print are long gone, not just in healthcare but in every sector. Having practice management software will help simplify many tasks and significantly improve staff productivity. A good cloud-based software solution will help you manage, automate, and streamline operations.

Key features to look for in dental practice management software

• Online scheduling and appointment reminders: A fundamental feature offered by many practice management software solutions. Instead of settling for basic scheduling options, opting for a smarter, modern solution that allows you to schedule appointments based on treatment type can help you achieve your daily production goals.
• Tele-dentistry: Traditional appointments are no longer sufficient; dental practices now offer virtual appointment options and can smoothly conduct them using audio and video. While nothing can replace cleanings and restorative work, consultations, diagnoses, and treatment planning can be effectively managed through modern virtual conferencing tools.
• Easy payment solutions: This feature allows patients to pay with just one click, both online and offline. Dental payment plan software is an excellent tool for making treatment more accessible while boosting collections and office efficiency. Dental care can be costly, and even for patients with insurance, it can be challenging. Offering flexible payment options will further increase the chances of treatment acceptance.
• Patient portals: These are online platforms that allow patients to interact with their dental practice. Securely hosted behind two-factor authentication, patient medical information and account status can be easily accessed from any device with an internet connection. Patients can opt in to receive notifications from the patient portal. They can access their medical records, make payments, and fill out necessary forms, all in one place.
• Online dental charting: This feature enables quick and accurate diagnoses, efficient recording of patient information, and streamlined treatment planning. It allows you to add procedures, conditions, and clinical notes while creating patient-friendly treatment plans designed to boost treatment acceptance. It also offers quick access to a customizable odontogram and digital imaging. The fully integrated dental charting allows you to open charts directly from the patient's profile or the scheduler – whichever is more convenient.
• Online forms: Online forms may appear straightforward, but they play a crucial role in the patient care process. Dental forms collect essential information about your patients, convey important policies and instructions, and document interactions and consent. If you haven’t made the switch to paperless yet, this functionality removes the hassle of printing, scanning, and filing.
• Dental imaging: Imaging programs like Tigerview, SOTA Cloud Imaging, Patterson Imaging, CareStream, Dexis, etc., allow you to view and store patients' images electronically using specialized software. It also simplifies image sharing, leading to a more streamlined referral process and faster insurance payments.
• Online insurance claims management: This helps manage all your pending claims in real time, track claim statuses within your software, and eliminate the need for printing separate reports or manual processing. It also removes the hassle of creating external spreadsheets for your team, boosting efficiency and preventing duplicated efforts in claim follow-ups and insurance payments. With a direct connection to the clearinghouse, insurance claim submissions and status updates are seamlessly integrated, eliminating the need for additional logins or passwords to review claims.

Speaking of the obvious, evaluating your current IT setup before transitioning to a cloud-based solution is essential. Ensure that your existing setup can integrate with the new software you choose.

A few aspects to review regarding your choice to switch to the cloud include:

• Hardware: Ensure your computers, tablets, network switches, and firewalls are compatible with your new software requirements.
• Network: Your network should be robust and have sufficient bandwidth to support multiple users accessing the cloud simultaneously without lag.
• Security: Evaluate your current cybersecurity measures to protect patient data. After all, nobody wants to deal with HIPAA violations.

You NEED a website!

Everyone’s got a website now, and your practice definitely needs one, too. Having your own site will seriously boost your online game. A sleek, well-designed website makes it super easy for patients to find information about your services, hours, and expertise.

Plus, with a patient portal integrated into your website through your practice management software, your patients can simply log in, access their records, book appointments, and even make payments — all in one place.

It’s a great way to amp up your online presence, and if you optimize it well and put some effort into SEO, you could be the number-one recommended dentist in your area!

Build your online presence

Whether deciding what to eat or choosing a dentist, everyone makes their own decisions based on online reviews. Maintaining a positive online reputation is essential. Your office can send review requests to patients via text message or email, depending on their communication preferences, using online reputation management tools.

Choosing software with this feature already integrated is a great advantage. An integrated solution allows for more robust automation of review requests while team members still have the flexibility to send requests manually. You can also easily disable the feature for patients who may not be suitable candidates for review requests. The built-in system means team members won't have to learn a separate add-on software.

Advanced filtering options will ensure the right patients receive review requests after targeted appointments. You can get reviews based on provider, treatment code, and procedure type. For instance, you may want to avoid triggering a review request just 15 minutes after a sedation case. The most popular review channels, like Google, Facebook, and Yelp, along with internal reviews, can also be utilized in building a solid online presence.

We can't really dive further into digital patient engagement without talking about what's hot right now: AI.

It’s 2024, and the world is fully embracing AI

Every software and industry is shifting toward AI-driven solutions, and dentistry is right there with them. From patient communication to diagnosis and marketing, AI technologies are transforming patient care into a more modern and precise experience.

Key areas in healthcare where AI is making waves

• Simplifying administrative tasks: AI-integrated tools can help simplify tedious tasks. From appointment scheduling to patient follow-ups, they can handle things with minimal human interventions by being a part of the phone system or chatbot.
• Insurance management: AI can streamline billing and insurance claims. With AI-integrated systems, practices can automatically verify patient insurance eligibility, submit claims, and even track claim statuses in real time. This automation reduces the risk of human error, ensures faster claim processing, and eliminates the need for repetitive tasks, which means fewer rejected claims and quicker payment cycles.
• Accurate diagnosis: Some tools automatically analyze X-rays, spotting issues such as incipient caries and early signs of periapical radiolucency. This rapid diagnosis enables real-time assessments while the patient is still in the chair. With their modern interfaces and precise visualizations, these tools help dentists effectively educate patients about their conditions.
• Treatment decisions: AI is continuously learning from data patterns, making it the perfect tool for analyzing not only patient needs but also the success rates of different treatment methods. AI systems can evaluate the likelihood of complications arising from a specific treatment or procedure based on the patient’s medical history, oral health, habits, and more.
• Increasing patient conversions: AI-based phone systems can identify potential opportunities, helping practices convert inquiries into patients more efficiently.
• Identifying high-value cases: AI-driven follow-up recommendations make it easier to identify high-value cases, such as implants, ensuring that no opportunity goes unnoticed.
• Team performance: AI phone systems can analyze call data and staff behavior, providing insights that enhance patient satisfaction. They can also offer call cues to help staff improve their communication skills during calls.
• Automating workflows: With AI, you can set up customized workflows for automated responses and follow-ups based on call transcripts and recordings. You can tailor your phone trees, create custom user groups, and route incoming calls to the right team members based on caller intent. This ensures that every interaction is handled efficiently and effectively.
• Actionable analytics: AI-based analytics and reporting empower you to make better business decisions. By analyzing key metrics related to call performance, you can pinpoint areas for growth and improvement, driving your practice forward.

Embracing AI not only enhances patient care but also streamlines operations, making your practice more efficient and effective.

It's time to embrace the digital shift

We have to empower patients with access — access to treatment, access to patient records, access to treatment plans, and access to information. From seamless communication and portable health records to pre-visit questionnaires and follow-ups, digital tools make everything smoother for patient engagement. It’s about saving time, avoiding mistakes, and giving everyone the safe, continuous care they deserve.

But here’s the real key: trust. Patients need to know their personal information is safe, so strong privacy and security must be non-negotiable. Digital tools that protect patient data will earn that trust and keep the relationship solid.

With the right technology and digital tools, practices can focus on what truly matters: patient care.

Ready to transform care? Discover how patient engagement trends can help.

Edited by Jigmee Bhutia