iDentalSoft
By iDentalSoft
Begin with a needs assessment and consultation to tailor features and workflows for your practice.
iDentalSoft team creates user accounts and configures access permissions.
Integrate imaging systems, payment platforms, and set up online patient portals.
Test migrated data and customized workflows to ensure accuracy.
Training covers scheduling, charting, billing, patient intake, and daily workflows.
iDentalSoft is highly configurable, allowing dental practices to tailor the platform according to their unique workflows, security requirements, and user preferences. Here are the main ways organizations can customize iDentalSoft to fit specific business needs:
Hundreds of Configuration Options: Practices can modify calendar settings, color schemes, role-based access, and a range of operational parameters to personalize workflows.
Role-Based Security Controls: Create tailored user roles (front desk, doctors, billing, admin, etc.) and restrict or allow feature access based on staff responsibilities. Remote access can be limited for heightened data security.
Custom Calendars: Adjust the practice calendar’s appearance, what staff see, and how appointments, statuses, and patient details appear for efficient scheduling.
Customizable Document Templates: Build standardized templates for consent forms, treatment notes, referral letters, policy agreements, and other communication needs to maintain a consistent brand and speed up documentation.
Patient Portal Customization: Modify patient intake forms and portal functions to collect only necessary information and provide a branded, seamless patient experience.
Practice Management Settings: Configure employee schedules, track hours, and set available appointment hours, insurance providers, and referral sources specific to each location.
Custom Reports and Dashboards: Generate customized business intelligence and financial reports to match the data and performance insights your practice needs.
Integration and Interoperability: Supports integration with imaging systems, payment platforms, and patient outreach solutions. HL7 readiness enables interoperability with other healthcare software.
New users receive unlimited, free training, which can be scheduled at any time. One-on-one sessions are available to all staff, ensuring every team member gets individualized attention and can revisit training whenever needed.
Training is delivered live and interactively, tailored to user roles and practice workflows. This approach lets users ask questions in real time and focus on the specific features or modules they need to master.
Comprehensive onboarding includes walkthroughs of essential workflows such as scheduling, charting, billing, imaging, and patient communications. Guided practice and demonstrations help new users gain confidence quickly.
Training is not limited to the initial setup period. Users may book refreshers or walkthroughs for new features or staff on-demand, at no additional cost, supporting long-term proficiency.
iDentalSoft provides fast, friendly customer support at no extra charge. Support is available via phone, chat, and email, with a reputation for quick response times.
All support, including troubleshooting, workflow questions, and new user help, is included in the subscription. There are no hidden fees for support services.
iDentalSoft employs robust and multi-layered security measures to protect sensitive patient information and ensure compliance with healthcare privacy laws.
Private Cloud Architecture: Each practice's data is maintained in a dedicated, private database—never co-mingled with data from other clients. This approach sharply reduces attack surfaces and prevents unauthorized cross-tenant access.
HIPAA Compliant: iDentalSoft strictly adheres to HIPAA requirements, implementing necessary technical, physical, and administrative safeguards to protect electronic protected health information (ePHI). The platform is also aligned with PCI DSS standards for payment security.
Patient Privacy Controls: The software enables practices to manage how PHI is accessed, used, and disclosed, supporting privacy and breach notification requirements.
Encryption in Transit and at Rest: All data is encrypted during transmission and storage, safeguarding information against interception or unauthorized access, whether data is being transferred or stored in the cloud.
Role-Based Access Control: Practices can create custom user roles with precisely defined access rights, ensuring that staff only have access to the data necessary to perform their duties.
Two-Level Authentication (2FA): Accessing the system requires a One Time Password (OTP), delivered via SMS as a second level of authentication, adding a strong barrier against unauthorized entry.
Automatic Cloud Backups: Continuous backups of all patient and operational data ensure quick restoration in case of accidental loss, hardware failure, or disaster, further supporting HIPAA compliance.
Audit Trails and Activity Logs: The software maintains detailed logs of all user activities and system access, assisting with monitoring, audits, and investigations into any suspicious or unauthorized actions.
Data Ownership and Portability: Practices retain full ownership of their data, with options for secure export if ending service with iDentalSoft.
Restricted Physical Access: Data is stored in professionally managed, secure data centers with strong physical security protocols to prevent unauthorized access to hardware.
Secure Remote Access: All web and device access points are secured, and practices may restrict remote and device-based connections as needed.
Automatic Security Patches: iDentalSoft regularly updates its software with the latest security patches to address newly identified vulnerabilities and maintain regulatory compliance.
Regular Product Updates: iDentalSoft provides regular software updates to ensure clients always have access to the latest features, improvements, and security enhancements. Product updates are included at no extra charge as part of the standard subscription, highlighting an ongoing commitment to platform improvement.
No Published Fixed Schedule: While updates are described as ongoing and always free, the company does not specify a rigid update frequency (e.g., monthly or quarterly) on its public-facing documentation. Instead, updates appear to be delivered as needed, driven by new feature releases, user feedback, and evolving regulatory or security requirements.
Cloud-Based Delivery: As a cloud-native platform, iDentalSoft manages all software updates centrally. There is no need for clients to manually download, install, or manage patches—updates are applied automatically, ensuring every user is on the most current version without workflow disruption.
Seamless User Experience: Software enhancements, including new features and bug fixes, become immediately available to users the next time they log in. Since iDentalSoft is accessed via web browser on any device, updates are platform-agnostic and require no local IT support.
Cost and Access: All updates are provided free to active subscribers; there are no additional maintenance or upgrade fees.
Unlimited Training and Support: Whenever major updates or feature changes occur, iDentalSoft offers unlimited training so teams can swiftly adapt to the latest workflows. Users benefit from proactive support resources, including live help and documentation.
Full User Ownership: All data, information, or material that you or your staff upload to iDentalSoft—such as patient records, scheduling data, and documentation—remains entirely your property. iDentalSoft specifies that it "does not own any data, information or material" that users submit to the service.
Intellectual Property: While iDentalSoft owns the software and platform itself, all content you upload is classified as "Uploaded Data," and you have sole responsibility and liability for the accuracy, legality, and ownership of this data.
Control and Management: Users and administrators can request edits, removals, or modifications of their data at any time. The platform allows for control over uploaded information, giving practices autonomy over their records.
Portability on Openness: iDentalSoft enables users to export their data if they decide to leave the service, making migration to another platform or system straightforward. This right to data portability is specifically highlighted as a key benefit and customer assurance.
Seamless Data Migration: When joining or leaving, you can transfer your existing data—including patient records and images—into or out of the system, with support from the iDentalSoft team for migration processes.
Centralized, Cloud-Based Access: Data is stored in a secure, cloud-based, centralized platform, ensuring that it’s accessible and organized for export, backup, or transfer as needed.
iDentalSoft is designed to support scalability for dental practices of any size, allowing organizations to easily add or reduce users, locations, and features as their needs change.
Cloud-Based Architecture: The platform is fully cloud-based, supporting seamless scalability, whether your organization manages a single office or multiple locations. There is no need for on-premises servers, making expansion or downsizing quick and straightforward.
Unlimited Users: Practices can add as many users as needed without incurring additional licensing costs, as unlimited user access is included in the standard subscription.
Multi-Practice Support: Centralized management enables unified operations and reporting across multiple sites. Scaling to new locations is a matter of account configuration rather than new infrastructure.
Subscription-Based Pricing: iDentalSoft operates on a subscription model, with pricing based on practice needs. This model allows practices to quickly scale up by adding modules, users, or locations, or scale down by reducing the same, with costs adjusted accordingly.
Add-On Features: Practices can customize their environments by activating or deactivating specific modules (e.g., imaging, billing, communications) as their workflow requirements evolve.
Centralized Data and Mobile Access: All practice data remains accessible from anywhere, supporting teams of any size. Scaling up does not require data migration or system downtime.
No Setup Fees for Expansion: New user or location onboarding is streamlined, with no setup fees for data or image conversion when signing up with an annual contract.
Automatic Renewal: iDentalSoft service agreements typically renew automatically at the end of each contract term (often matching the initial agreement duration, such as annually), unless the user takes action to cancel before the renewal date.
Pricing Adjustments: iDentalSoft reserves the right to adjust pricing, the service’s functionality, and the number of users allowed at the start of any renewal term. Adjusted prices or service changes become effective upon renewal.
Payment and Billing: Users authorize iDentalSoft to charge all applicable fees automatically to a valid credit card before the start of each term. Monthly fees are billed in advance, while additional charges incurred are billed at the end of the relevant month. If payment is denied or fails (e.g., credit card returns or chargebacks), iDentalSoft may suspend or terminate service access.
Interest and Overdue Payments: Accounts that are more than thirty days overdue may incur daily interest charges (up to 1% per month or the maximum allowed by law).
Reconnection Fee: If service is terminated for non-payment or other reasons, iDentalSoft may impose a reconnection fee if a user wishes to resume access.
Notice Requirement: There is no universally mandated public cancellation window, but best practice is to notify iDentalSoft of your intent to cancel before the end of the current contract term to avoid automatic renewal and additional billing.
How to Cancel: Users should contact iDentalSoft customer support directly to cancel the contract. There may not be a dedicated cancellation form or online process; direct communication with support is advised for cancellations.
Refunds: Prepaid service fees are generally non-refundable for the remaining contract term. If service is cancelled mid-term, the user remains responsible for any outstanding fees due up to the cancellation date.
Termination for Non-Payment or Violation: iDentalSoft reserves the right to suspend or terminate service for non-payment, late payment, or breach of the service agreement. Users lose access if the contract is terminated for these reasons, and a reconnection fee may apply if reinstatement is sought.
HIPAA (Health Insurance Portability and Accountability Act):
iDentalSoft is explicitly designed to be HIPAA-compliant, fulfilling all mandated technical, administrative, and physical safeguards for the protection of electronic Protected Health Information (ePHI). This includes:
Encrypted data storage and transmission,
Role-based security controls,
Two-factor authentication (OTP for secure system access),
Audit trails and continuous backup,
Privacy controls for patient information management,
Secure, private cloud database hosting to isolate each practice's data.
PCI DSS (Payment Card Industry Data Security Standard): iDentalSoft aligns with PCI DSS requirements for handling, processing, and storing payment information, ensuring that all transactions meet the highest security benchmarks for credit card data.
