Needs Assessment and Planning: Conduct a review of your current workflows, IT infrastructure, and telephony needs. Determine data migration requirements, internet bandwidth readiness, and gather practice-specific preferences for tab32 configuration and VoIP usage.
System Preparation: Ensure computers and network meet tab32’s cloud compatibility standards. Confirm uninterrupted internet access, update hardware as needed, and prepare local devices for VoIP phone integration.
Account Setup and Software Configuration: Set up tab32 user accounts for all staff. Configure essential workflows: scheduling, billing, EHR templates, imaging, and reporting tools. For VoIP, assign practice and staff numbers and set up automated call routing features (e.g., simultaneous ringing, call forwarding).
Data Migration (If Needed): Securely migrate legacy data—including patient records, appointments, documents, and historical images—using tab32’s migration services. This process often includes a test environment review before final transfer.
VoIP Device and Network Integration: Install and connect VoIP phones or softphone apps to the office network. Configure each device to communicate with tab32’s VoIP servers, set permissions, test handsets, and confirm call quality and features like voicemail integration within the EHR system.
Training and Onboarding: Receive customized staff training from tab32’s onboarding team. Training covers all everyday workflows plus the use of real-time telephony (call answering, voicemail management, after-hours forwarding, and call tracking).
Testing and Validation: Run live workflow simulations—test patient scheduling, imaging uploads, billing, insurance, and live VoIP calls. Address any discovered issues with tab32 support before going fully live.
tab32 is engineered to be a flexible, fully cloud-based dental practice management platform capable of meeting the nuanced requirements of diverse dental businesses—from single-doctor clinics to enterprise group practices and multi-specialty DSOs. Its architecture, user settings, and open integration approach support deep customization for nearly all operational, clinical, and patient engagement needs.
Configurable Dashboards and Workflows: tab32 enables practices to tailor dashboards for different roles (front desk, clinicians, administrators) and create custom workflows that match daily operations.
Custom EHR Templates: Practices can design and modify electronic health record (EHR) templates for different specialties, procedures, and documentation requirements. This includes custom charting for restorative, periodontal, and orthodontic workflows.
Custom Scheduling Rules: Modules allow specification of appointment types, time slots, visit durations, and operatories, ensuring that the system adapts to unique scheduling policies and provider availability.
Patient Communication Preferences: Automated reminders, recall messages, and notifications can be scheduled, templated, and branded to match practice communication standards.
Billing and Reporting Customization: Financial modules allow the creation of personalized fee schedules, insurance plan mappings, custom payment plans, and tailored reporting dashboards that provide actionable insights for leaders and staff.
Third-Party Integration: tab32’s open API architecture supports integration with a broad range of imaging systems, payment processors, patient review platforms, patient engagement tools, and analytics suites, enabling synergy with preferred business tools.
Device-Agnostic Imaging: Imaging workflows are flexible to support nearly any digital sensor, intraoral camera, or panoramic X-ray system, so existing hardware investments remain valuable.
Custom Data Warehousing: Open Data Warehousing™ features enable practices or DSOs to aggregate, standardize, and analyze data across multiple locations, supporting enterprise-scale reporting, benchmarking, and analytics.
Location-Based Configuration: Practices operating in multiple locations can set up unique workflows, provider schedules, fee schedules, document templates, and branding for each site—all under one organizational umbrella.
Specialty-Specific Support: tab32 supports customizable modules for general, pediatric, orthodontic, endodontic, periodontic, oral surgery, and other dental specialties. This includes specialist-specific charting, treatment planning, and imaging modules tailored to varied scopes of care.
Role-Based Access and Security: Practice administrators define granular user permissions for different team members, ensuring data security and regulatory compliance while supporting individualized workflows.
Self-Service and Portal Branding: The patient portal can be branded with the practice’s logo and color scheme. Online intake, digital forms, payments, and messaging can be tailored to meet unique practice processes.
Automated Feedback and Reputation Management: Practices can set up custom post-visit surveys, review requests, and automated follow-up messages, aligning with their business growth goals.
Custom Analytics and KPIs: Users can define, track, and visualize custom performance indicators relevant to their business, from collections per provider to patient retention rates.
Telehealth and Communication: The platform supports integration of telehealth tools and customizable communication pathways, enabling practices to mold their outreach and care models.
Scalability: Unlimited user licensing and role customization make tab32 suitable for practices expecting to grow or restructure, without additional fees for expansion.
Custom Data Migration: tab32 offers custom migration solutions, enabling practices to transfer legacy data, configure import formats, and map historic records to the desired structure in the cloud.
tab32 is committed to ensuring new users quickly become confident and effective with its cloud-based practice management platform. Its approach to training and support is multi-faceted, delivering hands-on onboarding, continuous education, and responsive help resources designed for practices of all sizes.
Personalized Onboarding: New practices receive a dedicated onboarding specialist who guides set-up, configuration, and workflow optimization. This specialist works closely with the practice, offering tailored walkthroughs for migrating data, configuring modules (like imaging or VoIP), and setting up user roles and permissions.
Unlimited Live Training: tab32 provides unlimited live training sessions via web conferencing, helping staff members learn the system at their own pace. Sessions can be repeated as needed for current staff, new hires, or when launching advanced features.
Interactive Webinars and Workshops: The platform regularly hosts webinars, deep-dive workshops, and Q&A sessions covering daily operations, best practices, new releases, and feature rollouts. These resources are available to all users and can be attended live or accessed from an on-demand library.
Step-by-Step Knowledge Base: tab32’s help center offers a comprehensive knowledge base with articles, guides, troubleshooting tutorials, and “how-to” videos addressing frequently asked questions, so users can resolve issues or learn new skills independently at any time.
24/7 Ticketing and Email Support: Practices can submit tickets or email queries round-the-clock and typically receive prompt responses from technical support specialists.
Phone and Live Chat: tab32 offers direct phone support and live chat during business hours for urgent concerns or real-time troubleshooting. Support staff are knowledgeable about workflow, technical setup, billing, and software updates.
Remote Assistance: For complex configuration or troubleshooting, support can remotely access user workstations—with permission—to diagnose and resolve issues efficiently, minimizing downtime.
tab32 implements a comprehensive multi-layered approach to protect sensitive patient and practice data, leveraging industry-leading standards and modern cloud infrastructure.
HIPAA and SOC 2 Compliance: tab32 is fully HIPAA-compliant, meeting the regulatory requirements that govern patient data privacy and security for healthcare providers in the United States. Additionally, it is SOC 2 Type II certified, which confirms its adherence to best practices for data integrity, confidentiality, and availability.
Google Cloud Infrastructure: All tab32 data is hosted on Google Cloud Platform, benefiting from robust, bank-grade security protocols, physical data center protections, and active monitoring by both Google’s and tab32’s dedicated security teams.
24/7 Security Monitoring and Auditing: Continuous monitoring by security teams is augmented with regular third-party audits of the cloud infrastructure, identifying and addressing emerging threats to ensure data remains secure at all times.
Encryption: Data is encrypted both in transit and at rest using strong encryption protocols. This prevents unauthorized interception or access to patient data during transmission or storage.
Role-Based Access Control: tab32 provides customizable, granular permissions, ensuring only authorized users have access to sensitive health records or administrative functions. User authentication protocols enforce strong password policies and multi-level access rights.
Secure Messaging and Communication: All patient communications, including emails, texts, and VoIP calls, utilize secure channels to protect information exchange between providers and patients.
Data Center Security: Google Cloud’s global data centers, which house tab32, are protected by advanced physical security, including surveillance, controlled access, and disaster recovery plans, ensuring operational continuity and resilience.
Compliance-Driven Updates and Best Practices: tab32 is routinely updated to comply with the latest security and privacy regulations. Automated compliance tracking and audit logs help maintain ongoing adherence to both HIPAA and industry standards.
Third-Party Audits: tab32 routinely undergoes independent security assessments, including vulnerability and penetration testing, to further validate its ability to withstand security threats.
tab32 is designed with a “patient-first” and user-controlled philosophy regarding data. In the tab32 ecosystem, dental practices maintain primary ownership and control over their patient and practice data. This principle means that the practice, not the software provider, is recognized as the data owner, mirroring standard regulatory requirements such as HIPAA in the United States. tab32’s role is as a secure data processor and custodian, maintaining. safeguarding, and processing data solely on behalf of the client practice. tab32 does not claim ownership rights over customer data, nor does it sell patient or clinical information to third parties. This approach is in line with its ongoing mission to “democratize data in dentistry” and empower practices with full control over their stored and created records.
tab32 also provides robust technical and organizational safeguards to protect data while ensuring regulatory compliance and security. User practices can determine how and when data is used, shared, or accessed and may revoke access or request deletion of data in accordance with privacy requirements.
tab32 supports data portability, aligning with global privacy norms and legal frameworks like the GDPR. Practices have the right and ability to export, access, and transfer their data as needed. This means that user data—including EHRs, appointment records, imaging files, and other practice-related information—can be downloaded or transmitted in widely used, machine-readable formats (such as CSV, PDF, Excel, or JSON), supporting interoperability with other platforms and vendors.
Data portability features enable:
Practice migration: Practices leaving tab32 or wishing to adopt new software solutions can export their data without undue restriction or technical barriers.
Collaboration: Practices can share patient records or clinical information with authorized third parties as permitted by law, compliance standards, and contractual arrangements.
Regulatory compliance: Users may request access to, correction of, or deletion of their data, and practices are empowered to fulfill patient data requests in alignment with GDPR, HIPAA, and related privacy laws.
tab32’s commitment is further evidenced by its open architecture and support for Open Data Warehousing™, which allows DSOs and practices to aggregate, access, and analyze data across multiple locations, ensuring data is always portable, accessible, and under the owner’s control.
tab32 is engineered as a fully cloud-based dental practice management platform, offering flexible terms and features designed to facilitate seamless scaling for organizations of any size, from solo practices to enterprise DSOs. Here’s how tab32 addresses scaling as business needs evolve:
No On-Premise Hardware Limitations: tab32’s cloud infrastructure enables practices to add new locations, users, specialties, and features without the need for additional physical servers or complex IT upgrades. This allows for rapid expansion (scaling up) or contraction (scaling down) as organizational needs dictate.
Multi-Tenant Architecture: Organizations can configure shared, segmented, or hybrid patient databases within the platform. This means groups can scale by easily adding or removing practices and assigning unique or standardized workflows across locations.
Per Feature/Per Location Pricing: tab32’s pricing model typically allows practices to add or remove features/modules as needed, making it straightforward to adjust costs depending on the features in active use and the current scale of operations.
Unlimited User Licensing: The platform supports unlimited users per account, meaning adding or removing team members does not result in licensing bottlenecks, accommodating changes in staff size with no penalty.
No Data Silos: As practices grow, patient and operational data remain centrally accessible across all locations, ensuring that scaling up does not create information barriers, critical for DSOs or multi-site groups.
Custom Workflows: tab32 allows customization at the user, location, and specialty level, ensuring that as organizations grow or specialize, workflows can be adjusted independently of major system upgrades.
Instant Feature Additions: Adding functionality (such as billing, imaging, analytics, or communication modules) happens via cloud settings, with changes taking immediate effect and no system downtime.
Centralized Administration: As organizations expand, tab32 provides centralized management tools—standardizing templates, permissions, fees, and insurance management across the enterprise.
Support for Downscaling: If a group needs to reduce the number of practices, remove modules, or contract operations, administrative tools, and the subscription structure allow for downsizing without technical constraints or excessive fees, subject to agreed service terms.
Seamless Data Aggregation: The Open Data Warehouse™ facilitates data aggregation and standardized reporting, supporting effortless scale-up analytics and compliance for larger or distributed operations.
Automatic Renewal: tab32 contracts typically auto-renew at the end of each subscription term, ensuring uninterrupted service. Renewal periods are often set annually or according to the originally agreed contract period.
Renewal Notification and Deadlines: To avoid automatic renewal, customers must submit a written cancellation notice within a specific timeframe, usually before the renewal date. While individual contract specifics may vary, a minimum of 30 days’ advance notice prior to the renewal date is commonly required.
Amendments and Changes: Any proposed changes to the terms, pricing, or plan specifics must be mutually agreed upon in writing before renewal. tab32 reserves the right to update pricing or features at renewal, in which case customers are generally notified in advance and may choose whether to continue.
Unified Contracts: For organizations managing multiple tab32 software modules or multi-location practices, contracts can sometimes be consolidated to align all renewal dates for administrative convenience.
Written Notice Requirement: To cancel a tab32 subscription, the customer must provide formal written notice. This is generally done through the customer portal, by email, or by contacting tab32 support.
Cancellation Window: Notice must usually be submitted before the next renewal cycle to prevent auto-renewal and avoid being billed for the following term. If notice is not submitted in the required time frame, the subscription renews and payment becomes due for the new period.
No Refund for Processed Payments: Payments made for the current billing cycle are typically non-refundable, even if the customer chooses to terminate early. Customers retain access to software and services until the end of the paid period, after which access is discontinued.
Data Access and Export on Termination: Upon contract termination, practices can request a data export, but this may be subject to conditions. Some customers have reported being required to pay any remaining contract fees before data is released. Data is available in machine-readable formats to support portability, but practices should clarify and confirm access rights as part of their exit planning.
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