EZ 2000 Dental Software
By EZ 2000, Inc
Initial Consultation and Needs Assessment: The practice connects with the EZ 2000 team to discuss specific workflow, hardware, and integration requirements to ensure the software fits daily practice needs.
Pre-Implementation Data Review: Existing practice data (patient records, schedules, billing info) is reviewed for accuracy and compatibility. This step often includes a data backup from legacy systems.
Data Conversion and Import: Patient data, appointments, and financial information from previous software are converted and imported into EZ 2000, ensuring a seamless transition for day-to-day operations.
Software Installation: EZ 2000 is installed on in-office workstations or server environments, with technical support available for configuring network access, security, and integration with imaging devices.
System Configuration and Customization: The platform is customized to match the practice’s processes, including setup of providers, operatory rooms, insurance plans, templates, and digital forms.
User Training and Onboarding: Staff members participate in tailored training sessions covering scheduling, charting, billing, imaging, claims, and daily office routines. Training may be conducted remotely or on-site to ensure comfort with all features.
Testing and Validation: The system is validated by running mock scenarios (e.g., scheduling, billing, insurance claims) to confirm accurate data transfer and workflow readiness.
EZ 2000 Dental Software is designed with a strong emphasis on flexibility and adaptability, enabling practices of varying sizes and specialties to tailor the platform extensively to their unique workflows and operational requirements.
Customizable Appointment Scheduler: The color-coded calendar can be configured for unlimited rooms and providers, offering practices the ability to reflect their actual operatory layout and scheduling protocols.
Multi-Provider/Multi-Room Flexibility: Practices can customize calendars for single or multiple providers and rooms, adapting appointment types, durations, and workflow sequences as needed.
Configurable Tooth Charting: The system offers 3D color graphic tooth charting with movable teeth, allowing providers to customize the odontogram and tailor chart visuals to their preferred documentation and patient education style.
Custom Treatment and Periodontal Charting: Templates for common procedures, treatments, and perio charting can be edited to reflect specialty services, unique codes, or specific charting methods.
Editable Narrative Templates: Progress notes, clinical narratives, and treatment proposal forms can be modified to suit practice habits and regulatory documentation needs
Flexible Billing Templates: Walkout statements, billing forms, and monthly invoices can be personalized with the practice logo, address, fee schedules, and messaging.
Insurance and Ledgers: Practices can create customized insurance plans, fee schedules, and billing protocols for different patient or payer types.
Integrated Payment Workflows: Credit card processing, payment categories, and receipt generation can be tailored to fit specific billing processes.
Automated Reminders and Messaging: Automated appointment and recall reminders (SMS/email) can be scheduled based on the practice’s preferred timing, messaging content, and delivery method.
Online Forms and Kiosk Access: Patient intake, consent, and health history forms are customizable for branding and information fields, supporting both online and in-person digital entry.
Custom Report Writer: Practices can create, save, and edit thousands of custom queries for production, collections, recall rates, outstanding treatments, and more. Filters and parameters can be adjusted for granular or summary-level analysis.
Audit Controls: The system’s tamper-proof audit logs and security events can be configured to provide oversight and compliance transparency per the practice’s risk management policies.
Imaging and Third-Party Systems: EZ 2000 integrates with over 60 digital imaging platforms and major business tools like QuickBooks and Microsoft Office. Practices can set up seamless data exchanges and interoperability with existing hardware and software.
Custom Coding and Macros: Specialty codes, shortcuts, and workflow macros can be programmed to automate repetitive tasks and support specialty or multi-location environments.
Software License: The one-time cost for EZ 2000 Plus Dental Software is typically listed at $3,395, but sale prices as low as $1,995 have been advertised. This license permits use on one or multiple computers simultaneously.
Onsite Training: A full day of onsite training is included for free in Southern California. Practices outside this region may incur travel expenses for the trainer.
Remote training can be included free of charge, or purchased by the hour or half-day for additional staff.
Data Conversion: Practices wishing to migrate existing data can utilize an optional data conversion service, usually priced at $1,295–$1,495, depending on the origin software
Software Maintenance: EZ 2000 is marketed as "low cost to maintain," with maintenance and software updates included in the original purchase fee. Regular updates and new feature enhancements are provided, typically at no extra charge.
No Recurring Maintenance Contract Required: Unlike many competitors, there is no required recurring annual maintenance fee for basic software usage and updates.
Basic Support: Standard customer support is included with software purchase. This covers installation queries, basic troubleshooting, and general product inquiries.
Advanced Training: Additional remote training is available at $150 per hour or $500 for a half day, excluding sales tax.
Hardware & Supplies: Hardware such as credit card swipers, digital radiography equipment, and other dental supplies may be purchased as add-ons, not included in the base software fee.
Accessory Items and Add-Ons: Dental accessory items (e.g., kiosks, digital cameras, x-ray sensors) are available for extra cost. Specific warranty policies apply to these items and may involve third-party manufacturers
Optional Imaging, Integration, and Plug-ins: The software comes standard with bridges to 60+ imaging systems and various plug-ins at no cost. However, integration with certain new imaging devices or custom workflows may incur separate fees.
Free Onsite Training (Southern California):
New users in Southern California receive a full day of complimentary onsite training with the purchase of the software. This hands-on session helps staff become comfortable with core workflows, including scheduling, charting, billing, and imaging.
Remote Training:
Remote training options are available for all users, typically at no additional cost for the initial setup and onboarding. Practices outside Southern California may choose remote sessions as their primary training method. Additional remote training for new staff members can be purchased by the hour or half-day as needed, ensuring flexibility for growing teams.
Custom Training Sessions:
Training is tailored to each practice’s unique needs. Sessions cover all daily operations, such as appointment management, electronic billing, insurance claims, financial modules, digital imaging integration, and patient communications, helping users get up to speed quickly.
Data Migration Assistance:
For practices migrating from another system, EZ 2000 offers optional data conversion services. Support includes reviewing legacy data, overseeing the import process, and validating successful transfers, allowing for a seamless transition with minimal interruption to office operations.
Go-Live Assistance:
During the go-live phase, EZ 2000’s support team assists with final system testing, ensuring the software functions properly in live scenarios. The team remains available to troubleshoot early issues and adjust workflows as staff acclimate.
Standard Support Included:
All new users receive customer support as part of the initial purchase, covering installation guidance, troubleshooting, and basic product inquiries. Ongoing software maintenance, updates, and feature enhancements are included without extra annual fees for standard use.
Advanced Support and Training:
Additional advanced training can be arranged for complex workflows or for new staff at any stage. Remote sessions can be scheduled for a modest hourly or half-day fee, providing ongoing learning opportunities as a practice grows or evolves.
Responsive Helpdesk:
Practitioners have access to a dedicated support center via phone, email, or the official website, ensuring direct communication with knowledgeable support staff for problem resolution or product guidance.
EZ 2000 Dental Software implements comprehensive security protocols to safeguard sensitive practice and patient data. As a widely used dental practice management platform, it incorporates both technical and procedural protections to address regulatory, clinical, and operational security requirements.
HIPAA-Compliant Platform: EZ 2000 Dental Software is explicitly designed to meet HIPAA regulations, ensuring that Protected Health Information (PHI) is handled with strict privacy and security in mind. This compliance includes technical safeguards, organizational policies, and frequent updates to maintain regulatory alignment.
Data Encryption: The software utilizes encryption for data storage, such as with technologies like BitLocker, which safeguards information in case of physical device loss or theft. Data transmissions, including claims and electronic documents, are similarly protected to prevent unauthorized interception.
User Authentication & Access Controls: Each user is assigned unique login credentials and personal identification numbers (PINs), ensuring that only authorized personnel can access patient data or administrative records. These credentials are managed at the software level, limiting exposure and enforcing accountability.
Database Security: Direct access to the underlying database is restricted. Users cannot retrieve the MySQL username and password, limiting risks of database injection attacks and unauthorized query manipulation.
Audit Trails and Tamper-Proof Logs: The system maintains detailed logs of user actions, including data deletions or edits. These audit trails are essential for regulatory compliance, transparency, and protecting against internal misuse or embezzlement.
Daily Backups: The platform supports daily data backup routines, reducing the risk of data loss from accidental deletion, system failure, or cyber threats. These backups ensure that practices can rapidly restore data in case of disaster or breach.
Physical and Network Security Recommendations: Users are encouraged to secure physical devices, keeping servers locked and computers inaccessible to patients and unauthorized visitors. Secure Wi-Fi, reputable antivirus solutions, and limiting software downloads also form part of the recommended operational security ecosystem.
Role Management: Staff members are given access strictly aligned to their job roles, minimizing unnecessary exposure of sensitive information and supporting the principle of least privilege.
Electronic Signatures and Acknowledgments: Patients can electronically sign HIPAA acknowledgements, consent forms, and registration documents via integrated kiosks and online forms, ensuring compliance with patient privacy regulations while reducing paperwork risk.
EZ 2000 Dental Software releases updates regularly to enhance features, maintain compatibility, and address user needs. While there is no official public schedule specifying exact intervals (e.g., monthly or quarterly), user feedback and product descriptions indicate that updates are provided frequently enough to keep the platform current with new practices, technology trends, and regulatory requirements. Comments from long-term users recognize the software for offering "great updates" and maintaining a reputation for cost-effective, ongoing enhancements.
Manual and Direct Installation: As an on-premise, server-based platform (not cloud), updates are typically distributed directly from the vendor. Users are notified of available updates and can initiate installation at their convenience. Updates may include new feature rollouts, security patches, or compatibility upgrades for integrated imaging devices and practice management tools.
Seamless Integration: Updates are designed to be compatible with the system’s modern .NET and MySQL database architecture, minimizing disruption. The software’s interface and backend allow practices to adopt new features or code library versions (such as updated ADA CDT codes) without major workflow changes.
User Support: The process is supported by EZ 2000’s customer service team. Assistance is available for resolving any issues during the update installation, and troubleshooting resources are provided both via direct support channels and online guides.
Continuous Improvement: The vendor maintains a strategy of gathering user feedback to inform the update content. This approach ensures that enhancements are both relevant to day-to-day practice management and aligned with end-user priorities.
With EZ 2000 Dental Software, all practice and patient data entered or generated within the software remains the exclusive property of the dental practice or organization using the system. The company itself does not claim ownership over user data. Users maintain full authority over patient records, clinical notes, financial ledgers, and administrative documentation stored in the system. EZ 2000 acts as the practice management tool, with data administration and stewardship left to the client’s discretion.
Data, including clinical and administrative records, is stored in a practice-controlled MySQL database on the user’s chosen server or local environment. Practices can create, access, and manage multiple databases as needed, such as for different office locations or doctors, and can maintain separate data environments with full autonomy. Backup copies and database snapshots can be made and stored by the practice, ensuring that data is always accessible and recoverable by the owner.
Regarding digital imaging, EZ 2000 does not assume control or storage of the actual patient images—these remain with the imaging software (e.g., VixWin or other third-party imaging tools), further supporting clear separation of data ownership between the dental practice and software provider.
EZ 2000 Dental Software is designed to support data portability for both onboarding (data import) and offboarding (data export or conversion). Practices can freely export or back up their entire database or individual records at any time, using standard tools provided with the software. Backups are performed by maintaining copies of the MySQL database files or through built-in backup utilities in the EZ 2000 platform.
When migrating from another dental software, EZ 2000 offers a professional data conversion service—with a one-time fee—that transfers the majority of clinical, administrative, and financial data fields into the new EZ 2000 database. This helps ensure smooth transitions and minimal data loss. Likewise, if a practice decides to move to a different system in the future, they have full technical access to their own database files, and the structure allows for extraction and export by IT staff or migration specialists.
EZ 2000’s local (on-premise) database approach means there are no restrictions or dependencies on vendor-controlled cloud storage—practices can move, copy, or replicate data at their discretion. This ensures autonomy over both data continuity and portability, as well as compliance with relevant data protection or privacy regulations imposed by industry standards or local legislation.
EZ 2000 Dental Software is designed with flexibility in mind, allowing dental practices to scale their software usage up or down in response to organizational growth, downsizing, or changing operational needs.
Multi-User, Multi-Workstation Capability: A single software license permits installation on multiple computers within a practice. As the organization grows—by expanding operatory rooms, adding providers, or opening additional locations—practices can configure the system for unlimited scheduling, providers, and operatory rooms without the need to purchase new user licenses individually.
Custom Workflow Expansion: The appointment scheduler allows color-coded, multi-room and multi-provider configurations, making it easy to adapt to added staff or rooms. Practices can customize further for multi-specialty services, new business lines, and integrate additional imaging or billing modules as needed.
Integration for Growth: EZ 2000 integrates seamlessly with over 60 digital imaging systems, QuickBooks, Microsoft Office, and clearinghouses. As practices adopt new hardware or business tools, the software remains compatible and scalable.
Additional Training and Data Migration: Expanding organizations can purchase additional training by the hour or half-day to onboard new teams or configure workflows, and utilize data conversion services for merging existing data from new locations or practices.
No Per-User or Per-Provider Fees: If a practice reduces its size—fewer providers, rooms, or even a single location—there are no ongoing minimum user obligations, so organizations only utilize what they need. The software can be used by a solo practitioner just as efficiently as by a large group.
Custom Configuration Removal: Unused rooms, providers, or modules can easily be deactivated or removed from daily use, with no penalty or need for complex contract renegotiations.
One-Time License Model: EZ 2000 operates primarily on a one-time license fee basis rather than a per-user, per-month subscription. This allows unrestricted scaling without recurring charges for additional users or devices.
No Cloud Hosting Tie-Ins: The software is on-premise/server-based, granting practices direct control over how they choose to expand or contract their IT infrastructure, update workstations, or deploy resources.
Modular Hardware and Accessory Purchases: Practices can add or remove hardware (like digital imaging devices) or accessory software functionalities at their discretion, paying only when and if new integrations are required.
Data Access and Portability: Regardless of scaling, all practice data remains accessible and owned outright by the dental organization, making it easy to retain, archive, or migrate records as staffing or site numbers fluctuate.
One-Time License Fee: EZ 2000 Dental Software is typically sold as a one-time perpetual license, not a recurring SaaS subscription. Practices pay a single upfront fee (commonly $1,995 to $3,395) for the software license, which covers use on one or multiple computers.
No Recurring Annual Contract Required: There is no requirement for an annual maintenance or renewal contract for basic continued use of the software. Maintenance, regular updates, and core customer support are typically included in the original purchase price, with no mandatory ongoing annual fees.
Optional Add-Ons and Services: Some additional services, such as advanced training, data migration, or accessory modules/hardware, may require separate fees. These are purchased as needed and not tied to a recurring contract.
No Automatic Renewal: Since EZ 2000 Dental Software is not structured as a monthly or yearly subscription, there is no automatic renewal or recurring contract to manage. Practices retain the right to use the software perpetually after the initial license purchase.
Upgrades and Maintenance: Periodic software updates and maintenance are provided to licensed customers as part of the base package, generally without extra contractual renewal unless otherwise specified for specific premium upgrades or advanced services.
Optional Support Plans: Practices may opt to purchase additional support or ongoing training on a fee-for-service basis (e.g., $150/hour or $500/half day), but these do not alter the core license terms or require formal renewal.
No Cancellation Penalty: Since EZ 2000 is not a subscription service, there are no ongoing payments to cancel, no early termination fees, and no penalties for discontinuing use. Once the license is purchased, the practice owns the right to use the software; stopping use is at the owner’s discretion.
No Refund for One-Time License: Payments for the one-time license fee are typically non-refundable after purchase, aligning with standard perpetual license agreements. Practices should evaluate the free demo version before purchase to ensure it fits for their needs.
Add-On Services: If add-on services (e.g., data conversion or extra hardware) are purchased, these are separate transactions and may have their own refund or cancellation policy.
Data Ownership: All data remains the property of the practice. Practices control their own database and can export, back up, or transition their data at any time, with no restrictions tied to contract or licensing status.
EZ 2000 Dental Software is designed to support dental practices in meeting the regulatory requirements necessary for handling sensitive patient and practice data. The platform incorporates compliance standards and technical safeguards aligned with healthcare industry best practices.
Health Insurance Portability and Accountability Act (HIPAA): EZ 2000 Dental Software is explicitly developed to meet HIPAA regulations. This ensures that all Protected Health Information (PHI) managed within the system is kept private and secure. Compliance measures include technical, administrative, and physical safeguards governing the storage, transmission, and access of sensitive patient data. Operational policies and regular system updates further support ongoing HIPAA alignment, reducing risk for dental practices.
Data Encryption: The software employs encryption for data storage (with support for technologies like BitLocker) and for data in transit, protecting information from unauthorized access, interception, or theft.
User Authentication and Access Control: Each user is assigned unique login credentials and PINs, enforcing strict access controls and traceability. Permissions are role-based, so staff members only access information necessary for their duties.
Audit Trails and Tamper-Proof Logs: Comprehensive audit logs track all user actions related to patient data and practice records. These tamper-proof logs are essential for compliance audits, monitoring operations, and preventing internal misuse or fraud.
Database Security: Practices administer their own MySQL databases, with direct credentials never exposed to users. This adds a layer of security by limiting risks associated with unauthorized database queries or injection attacks.
Daily Backups: Routine daily backups are encouraged, offering disaster recovery support and further protecting sensitive information from accidental loss or cyberattacks.
Electronic Acknowledgments: Patients can sign HIPAA forms, consents, and health histories electronically using the software’s integrated kiosks, online forms, and signature pads. This digital documentation helps ensure compliance with privacy regulations throughout the patient care lifecycle.
