DentiMax
By DentiMax
Remote Software Installation & Setup: DentiMax technicians remotely access your computers, install the software, and customize key settings based on your practice’s needs. This setup includes creating initial users, defining roles, and configuring security and device integrations.
Two Days of In-Office Training
Day 1: Focuses on front desk training for practice management tasks (scheduling, new patient setup, billing, insurance entry).
Day 2: Covers back-office and clinical training (charting, treatment planning, digital imaging, clinical documentation). Includes a trial run for staff to practice real workflows.
Go Live Day with On-Call Support: Your practice officially starts using DentiMax for daily operations. A dedicated trainer is available via phone or the internet to address any issues or last-minute questions as you transition.
Two Weeks of Advanced Online Training: After two weeks of live use, advanced online sessions are held to address follow-up questions and train staff on complex features and optimization techniques.
DentiMax is designed for flexibility, supporting a wide range of dental practice environments with robust customization options. Here are the main ways DentiMax can be tailored to meet specific business needs:
Customizable Charting & Forms: Supports building and modifying clinical chart templates, clinical note forms, and treatment planning layouts, allowing providers to document encounters according to specific protocols or specialties.
Custom Codes and Fee Schedules: Practices can create and adjust ADA codes, custom procedure codes, and fee schedules, supporting unique billing practices, specialty services, and insurance arrangements.
Workflow Automation: Integrates with tools to automate routine tasks, such as appointment reminders, billing, document management, and RCM processes, streamlining front-desk and back-office workflows.
Flexible Appointment Book: Practices can customize appointment types, duration, color coding, provider assignment, and column views. Smart scheduling and recall reminder logic can be adapted to business protocols.
Automated Communications: Automated recalls, reminders, confirmations, and marketing messages can be tailored by channel (SMS, email, phone), frequency, and content.
Open-Architecture Imaging: DentiMax Imaging Software is a truly open system, enabling integration with virtually all digital dental sensors, phosphor plate scanners, intraoral cameras, and imaging units, supporting a custom device mix and workflow.
Custom Imaging Workflows: Practices can configure acquisition protocols and imaging workflows to match preferred clinical procedures and compliance policies.
Role-Based Access: User permissions and security settings can be customized to match specific job duties, ensuring that only authorized users have access to sensitive data and workflow actions.
Practice Branding: Patient portals, documents, forms, and communication templates can be branded with custom practice logos, colors, and information as needed.
Custom Reports: Practices can generate custom financial, clinical, and operational reports, filterable by key metrics, time frames, providers, or locations.
Integration with Analytics Tools: DentiMax can connect with business intelligence platforms to deliver deeper custom analytics and dashboard views.
API and Zapier Integration: Practices can automate workflows and extend platform features by integrating with hundreds of third-party solutions (e.g., Birdeye, Weave, Emitrr, Apex EDI, and more), enabling custom patient engagement, analytics, billing, and workflow automation.
Custom Patient Forms & Digital Documents: Practices can design and deploy digital consent forms, new patient packets, and intake questionnaires that match operational protocols.
Cloud & On-Premise Options: Practices can choose cloud-based or in-office deployment and configure backups, access, and hardware support according to their IT policies.
DentiMax software pricing includes subscription fees, but practices should be aware of several additional costs associated with setup, support, and ongoing maintenance.
Cloud Packages: Most cloud-based DentiMax solutions, including Starter, Standard, and Pro plans, require a setup fee which starts at $299 (one-time) for higher-tier packages such as the Max option.
Imaging Setup: Imaging modules may incur further setup costs, depending on the selected plan, number of capture stations, and data storage requirements.
Hardware & Sensor Setup: If purchasing digital sensors or new imaging hardware, the initial price includes the sensor and positioning kit, but not always installation or integration with legacy systems. Setup fees can be confirmed at time of quote.
Maintenance Fees: Maintenance plans with DentiMax are generally optional. Some packages may include maintenance, while others require separate enrollment. Technical support can be obtained at an hourly rate or as part of a support contract.
Software Updates: Cloud-based users benefit from automatic updates included in the subscription, whereas in-office users and those with legacy installations may need to pay for major upgrades if not on a support plan.
Practice Management Support:
Single User: $699 annually or $49 per month
Network/System: $1,399 annually or $99 per month
Both include unlimited phone/email support and limited after-hours help. Hourly support is also available.
$99 per month (one-year minimum commitment), includes unlimited phone/email support, training, and access to a loaner sensor program.
All support contracts auto-renew unless canceled 15 days in advance. If no support plan is active, technical support may only provide limited guidance, and further assistance requires plan purchase.
Warranty and Sensor Coverage: Extended warranties for digital sensors, including accidental damage coverage, often cost $600–$2,000 per year, depending on coverage and duration.
Training: Initial setup often includes limited training; additional hours can be purchased separately if needed.
Data Conversion: Migrating data from another software system may incur additional service charges, especially for complex conversions.
DentiMax provides a structured onboarding process combined with ongoing support to ensure new users can confidently and efficiently adopt the software in their dental practices.
Remote Software Setup: Certified technicians remotely install DentiMax on your office systems, configure settings, add users, integrate devices, and tailor workflows based on your practice’s unique needs.
Two Days of In-Office Training:
Day 1: Focus on front office/practice management, including scheduling, billing, insurance entry, and new patient registration.
Day 2: Emphasis on clinical workflows such as digital charting, treatment planning, imaging, and documentation. Staff practice workflows with guidance from trainers.
Go-Live Day Support: Dedicated trainers offer on-call assistance during your first day using DentiMax for real patient care, answering last-minute questions and resolving issues in real time.
Advanced Online Training: Around two weeks after going live, advanced online sessions are offered to address questions, cover complex features, and fine-tune your team’s workflow.
Success Assurance Program: Daily support calls are provided for the first three days post-go-live, then weekly check-ins for up to five weeks. Trainers are available for rapid responses by phone, email, or text during this critical adoption period.
Unlimited Customer Support: Practices with a support plan receive unlimited phone and email assistance for both practice management and imaging software. This includes troubleshooting, workflow consultation, and guidance on new features or regulatory changes.
Comprehensive Training Materials: User guides, video tutorials, FAQs, and self-paced training resources are accessible online to all users for ongoing education and onboarding of new staff.
Text Messaging & Dedicated Trainer Access: During early adoption, staff can text their assigned trainer for rapid help, making support highly accessible throughout the transition period.
Extended Support for Software and Hardware: Support plans can cover both software and imaging hardware, with options for advanced training, priority support, and replacement equipment as needed.
DentiMax employs a comprehensive set of security protocols and best practices to safeguard sensitive patient and practice data, ensuring regulatory compliance (particularly with HIPAA) and reducing the risk of data breaches.
HIPAA Compliance: DentiMax aligns with HIPAA requirements, protecting all electronic protected health information (ePHI) with industry-standard safeguards.
Data Encryption: Implements encryption for data in transit and at rest (especially in cloud deployments), ensuring intercepted data cannot be read by unauthorized parties.
Regular Data Backups: Data is automatically and routinely backed up in the cloud (for cloud users) or to external devices (for on-premise servers), protecting against data loss due to hardware failures, cyber incidents, or disasters.
Secure Antivirus & Malware Protection: Recommends and supports using reputable, updated antivirus and anti-malware software on all computers running DentiMax to prevent infections from compromising data integrity.
Strong Password Policies: Enforces use of strong, unique passwords for every user, recommending regular password changes (every 60–90 days) and discouraging password sharing among staff.
Role-Based User Permissions: Allows granular control over system access with customizable security levels for each user or user type (front desk, clinical, administrator). Only authorized users can access or modify specific areas of patient or financial data.
Comprehensive Audit Trails: The system logs and monitors all user activity—tracking actions like appointment edits, prescription changes, deposits, and transactions—enabling practices to audit and identify suspicious or unauthorized behavior.
User Logins and Lockouts: Each staff member is assigned an individual login; sessions can be locked when unattended to prevent unauthorized access. There are also measures to prevent password and account sharing.
Supported, Updated Operating Systems: Only HIPAA-compliant operating systems (e.g., Windows 10 and above) are supported, with regular updates encouraged to mitigate vulnerabilities. Outdated systems (like XP/Vista) are not recommended.
Secure Remote Access: Advises remote access only through secured, private networks (not public Wi-Fi) and recommends using proper network firewalls and VPNs to prevent unauthorized system entry.
Secured Wi-Fi Networks: Practices are advised to change generic router passwords and set up separate guest networks for patients to avoid risking practice data integrity.
Antivirus and Software Installation Controls: Limits user ability to install software to reduce the risk of malware; administrator access is secured and typically reserved for trusted staff or IT personnel.
Staff Security Training: Encourages regular training on proper email handling, web browsing, and recognizing phishing attempts, reducing the risk of accidental breaches.
Physical Security: Promotes locking computers and securing physical access to workstations when not in use to protect data from unauthorized personnel.
Fraud Prevention Tools: Provides monitoring capabilities, regular account reviews, and the ability to restrict or track user access to prevent and detect fraudulent or improper internal activities.
Major Releases: DentiMax periodically rolls out major software versions that include new features, ADA guideline updates, workflow enhancements, and user-requested improvements. For example, DentiMax 24 was released at the beginning of 2024, building on previous annual version releases.
Ongoing Enhancements: Between major version launches, DentiMax continues to provide smaller service pack updates and minor improvements to streamline performance, address feedback, ensure security, and maintain regulatory compliance. There isn’t a fixed monthly or quarterly cycle published, but updates are released as new features or fixes are ready.
Cloud and On-Premise Editions: Updates apply to both cloud-based and server/on-premise solutions, maintaining feature parity and compliance for all users.
Automatic Updates (Cloud): For cloud-based users, updates and new features are applied automatically. Practices benefit from background deployment, with no manual action required, ensuring access to the latest version, features, and bug fixes as soon as they are available.
Manual Updates (On-Premise): Users of the on-premise/server edition are notified when an update is released. Updates can then be downloaded and installed at the practice's convenience, often with the support team's assistance to ensure a smooth transition and minimize downtime.
Service Pack System: DentiMax maintains a “service pack” approach for minor improvements, meaning users should stay current to benefit from incremental enhancements and patches provided between major releases.
Release Notes and Communication: Each new version or update is accompanied by detailed release notes, outlining changes, additions, and fixes. Practices are informed of upcoming updates and given resources or access to support for update guidance.
Full Practice Control: DentiMax ensures that dental practices retain full ownership and control over all patient, clinical, and business data entered into the software. The platform acts strictly as a technology provider or custodian, not as the owner of your data.
Local and Cloud Data: Practices using DentiMax store their data locally (on-premise) or in the cloud, depending on their chosen deployment. Regardless of storage method, individuals have the right to access, manage, and control their information at all times.
No Vendor Access Without Consent: DentiMax does not use or share practice data for any third-party purposes except for technical support, regulatory, or contractual obligations requiring access. Patient and business information is never leveraged without express consent and always under HIPAA compliance.
Robust Data Export Options: Practices can export patient records, financials, schedules, imaging, and documents in widely accepted electronic formats (e.g., CSV, DICOM, JPEG). DentiMax supports direct data export and migration through built-in tools or custom services.
Migration and Integration: During onboarding or when transitioning from or to another system, DentiMax technical services assist with comprehensive data import and export processes. Imaging modules, in particular, use an open architecture compatible with nearly all dental sensors and management platforms, avoiding proprietary lock-in.
No Vendor Lock-In: There are no artificial restrictions or penalties for exporting or migrating your data. At the end of a subscription or upon request, your practice can move data to another system freely, maintaining full control and compliance.
DentiMax is engineered for flexibility, providing dental practices with options to adapt their software usage as organizational needs change, whether expanding operations or streamlining resources.
Add Providers, Users, and Locations: Easily add new dentists, hygienists, staff, or office locations. User licenses and permissions can be expanded as needed, and billing is adjusted to match the current account size.
Feature and Module Expansion: Practices can activate additional modules or features (such as imaging, analytics, billing integrations, and communication tools) at any time to meet growing business requirements.
No Device or Sensor Lock-In: The open-architecture design and TWAIN compatibility allow seamless integration of new imaging devices and sensors as the practice grows, without the risk of proprietary limitations.
Cloud and On-Premise Flexibility: Both deployment models allow for smooth scaling—cloud users can increase storage or user counts instantly, while on-premise clients expand via new licenses or local setup.
User and Location Reduction: Practices may deactivate or remove users/providers and office locations if downsizing, with subscriptions and support fees adjusted to reflect current usage.
Modular Deactivation: DentiMax accommodates single-provider, small office, and large group setups equally—there are no strict minimums enforced for accounts.
Data Access and Portability Maintained: Practices maintain complete access to all patient and practice data even as they reduce operational scale, with the ability to export or migrate information at any stage.
Adjustable Subscriptions: Licensing and monthly rates flex dynamically as users, locations, or modules are added or removed.
No Lock-In or Penalty for Downscaling: Scaling down does not incur penalties, can be performed without long-term contractual barriers, and practices retain the freedom to adjust as often as needed.
Consistent Support: DentiMax’s award-winning support and training adjust with practice size, ensuring continued technical and workflow assistance during expansions or contractions.
Contract Type: DentiMax is available as a subscription-based license, with options for both on-premise and cloud-based deployments.
Initial Term: Contracts typically begin with a one-year commitment for cloud packages; on-premise may be annual or perpetual, depending on the agreement.
Automatic Renewal: Subscriptions often auto-renew at the end of each term unless written notice of cancellation is provided within the required timeframe (commonly 30 days before renewal).
Flexible Adjustments: Practices may add or remove user licenses, modules, and services at renewal. Billing adjusts to match updated features or users.
Notification of Price Changes: DentiMax provides notice of any price adjustments or substantial changes prior to the renewal date.
Notice Requirement: To avoid automatic renewal, practices should provide written notice (usually at least 30 days in advance) of their intent to cancel before the contract's renewal date.
End-of-Term Cancellation: No penalty or additional fees are charged for cancellations effective at the end of the paid term, provided notice requirements are met.
Early Termination: Cancelling before the end of the contract term may obligate the client to pay the remaining value of the contract or an early termination fee, unless specified in the agreement or due to vendor breach.
Formal Process: Cancellations must be submitted through official channels, such as email or written correspondence to DentiMax support or your account representative.
Export Rights: Upon cancellation, DentiMax supports practices with exporting or migrating data (including patient records, images, and financials) in standard formats (CSV, DICOM, JPEG). Practices are encouraged to complete data export before closure.
No Vendor Lock-In: There are no artificial restrictions or penalties on exporting or migrating data at contract end; DentiMax fosters open-architecture and data portability.
Technical Assistance: Data conversion and export services are available; additional fees may apply for complex or custom data migrations.
Data Retention: After account closure, DentiMax may retain your data for a contractual grace period (e.g., 30 days) to allow for final data backup or transition. After this period, data is securely deleted by HIPAA and industry standards.
Support & Offboarding: During the transition, support is available for data export and technical questions. Support services end after the cancellation is finalized unless otherwise arranged.
Refunds: Advance payments or fees for the unused portion of your contract are typically non-refundable; access remains available until the end of the paid period.
Modifications at Renewal: Practices may expand or reduce service scope (users, offices, modules) at each renewal with no penalty; changes are reflected on subsequent invoices.
No Minimum Size: There are no minimum user or feature requirements for maintaining an account; both expansion and downsizing are supported at contract renewal or by arrangement.
DentiMax is designed to ensure dental practices meet essential industry regulations and standards for data protection, privacy, and secure operations. Its compliance-focused features help dental offices operate confidently while adhering to federal and industry mandates.
Full HIPAA Alignment: DentiMax implements safeguards required by the Health Insurance Portability and Accountability Act (HIPAA) for the protection of electronic protected health information (ePHI). This includes administrative, technical, and physical measures, such as access controls, audit trails, data encryption, and secure backups.
Audit Logging: The platform provides comprehensive audit trails to support HIPAA monitoring, compliance reporting, and detection of unauthorized access or changes.
Encryption: All data is encrypted both in transit and at rest (especially in cloud deployments), following industry best practices. On-premise solutions require HIPAA-compliant, updated operating systems and antivirus software.
Access Controls: DentiMax enforces individual user logins, strong password policies, and role-based access permissions to restrict sensitive data access to authorized users only.
Regular Backups: Automatic and secure backups are performed on cloud systems, while on-premise users are responsible for external backups, ensuring data integrity and availability.
ADA Code and Insurance Standards: DentiMax supports integration with ADA insurance codes and maintains compatibility with electronic insurance claims, aligning with ANSI X12 standards where applicable.
Open Architecture: The imaging modules comply with DICOM standards for image storage and portability, making DentiMax interoperable with most digital dental sensors and external imaging software.
TWAIN Compatibility: Supports acquisition with a wide range of imaging peripherals through TWAIN driver support.
