How to Evaluate the Right Path for your Dental Practice’s Growing Imaging Needs

Key Takeaways:
  • Weigh the pros and cons of hosting imaging data yourself versus using a cloud-based platform, factoring in cost, convenience and data security.
  • Carefully compare upfront expenses, ongoing subscription fees and regulatory compliance to find the right balance for your growing practice.
  • Map out your workflow and future growth plans so you can select a solution that streamlines daily operations and supports patient care.

 

When it comes to running a dental practice, technology decisions can carry just as much weight as clinical expertise. In recent years, practices have grappled with a key question: Should you keep your imaging software and patient data on servers you manage (on-premises) or should you tap into a cloud-based solution? The choice can affect everything from your upfront costs to the speed of image retrieval—so it’s well worth taking a closer look at both options.

Dental imaging technology is advancing at breakneck speed, particularly with the growing demand for advanced 3D imaging. The way you store, access and protect these large image files can directly impact patient care and operational efficiency. Ultimately, the right choice helps you:

  • Manage Costs and Cash Flow: Balance upfront hardware expenses with recurring fees.
  • Streamline Daily Operations: Keep image access fast and efficient for diagnostic accuracy.
  • Protect Patient Data: Ensure you’re following HIPAA and other regulatory requirements.
  • Stay Flexible: Position your practice to expand, accommodate multiple locations or integrate new technologies.

Recent Trends Driving This Decision

  • Advanced 3D Imaging: As more practices adopt 3D imaging solutions, the sheer volume of image files can skyrocket, compelling a re-evaluation of storage strategies.
  • Growing Data Storage Costs: Whether it’s more on-premises hardware or higher cloud subscription tiers, the cost of accommodating these large files is on the rise.
  • Cyber Threats in Healthcare: Healthcare data has become a prime target for cybercriminals, and protecting patient information has never been more critical. Both on-premises and cloud solutions need rigorous security measures.

On-Premises Dental Imaging

On-premises imaging systems rely on servers and hardware located within your practice. You’re essentially housing the data under your own roof, making it fully accessible via local networks rather than the internet. This model has been standard for years, especially when it comes to sensitive data storage, but it has its unique set of challenges and advantages.

Pros

  • Greater Control Over Data
    Storing patient images on your own servers gives you tighter control over who can access or modify them. For practices with strict security protocols or unique compliance requirements, this high level of ownership can be reassuring.
  • Speed and Reliability
    When your images live on local servers, you’re not at the mercy of internet bandwidth. This can translate into faster retrieval and fewer potential delays, particularly if you’re dealing with large 3D files.
  • Customizable Infrastructure
    On-premises systems can be more easily tailored to your current in-office workflows. If you have specific integrations with other in-house technology solutions, running your own servers might offer a smoother experience.

Cons

  • High Initial Investment
    On-premises solutions involve significant upfront costs for servers, software licenses and networking equipment. You’re also on the hook for ongoing maintenance, replacements and upgrades.
  • Maintenance and IT Burden
    A self-hosted system requires specialized staff or dedicated IT resources. Keeping your servers patched, your software up to date and everything running smoothly can become a full-time job.
  • Scaling Challenges
    Expanding your storage capacity often means buying more hardware, which can lead to additional costs and downtime. If your dental practice is growing rapidly or you plan to open multiple locations, scaling up your in-house servers can be a hurdle.

Cloud-Based Dental Imaging

Cloud-based imaging solutions store patient images on servers managed by a third-party provider. You typically pay a subscription fee for the service and access your data via the internet. This model has gained significant traction in healthcare due to its scalability and remote accessibility options.

Pros

  • Easy Accessibility
    With a cloud-based platform, your team can access patient images from anywhere—whether at the main office, a satellite location or from home during a consultation. This level of flexibility can be a game-changer for multi-location practices or those offering telehealth services.
  • Pay-As-You-Go Scalability
    Most cloud providers let you scale storage and computing power up or down as your practice’s needs change. You won’t have to guess how much server capacity you’ll need two years from now; you can simply adjust on the fly.
  • Lower Upfront Costs
    Instead of shelling out for servers and data center infrastructure, you typically pay a monthly or annual subscription fee. This approach can help with cash flow management and reduce the need for in-house IT staffing.

Cons

  • Reliance on Internet Connectivity
    Because everything lives online, a shaky or slow internet connection can disrupt your ability to retrieve images. It’s important to have a reliable ISP and possibly a backup connection in case of outages.
  • Ongoing Subscription Fees
    While the upfront cost is lower, subscription fees can add up. Over the long haul, you may find that recurring cloud costs exceed the cost of owning your own servers.
  • Security and Compliance Concerns
    Even though cloud platforms often come with robust security features, you’re still placing sensitive data off-site. You’ll need to verify your chosen provider meets all relevant HIPAA and other healthcare regulations.

How to Choose the Right Approach

Audit your Existing Infrastructure and Goals

  • Take inventory of your current IT infrastructure, including hardware, software and staff expertise. Identify your short- and long-term goals: Are you planning to expand or add specialized imaging services?

Calculate Total Cost of Ownership

  • Consider hardware costs, support contracts, software licensing and potential subscription fees. Factor in the cost of downtime and system upgrades. A side-by-side comparison often reveals which option provides the best financial fit for your practice.

Evaluate Operational Workflows

  • Think about how imaging flows through your practice. Do multiple clinicians need to access the same image from different rooms or even from different offices? If yes, cloud solutions could offer a decisive advantage. If your workflow primarily revolves around a single location, on-premises may still suffice.

Choosing between on-premises and cloud-based solutions is rarely a simple yes-or-no decision. Whichever route you choose, it’s important to consider how it fits into your practice’s day-to-day operations and future growth plans.

Partnering with a knowledgeable technology advisor can give you the best of both worlds: an understanding of the technical nuances and a practical approach that aligns with your business operations.

If you’re ready to explore your options, consider reaching out to Adams Brown Technology Specialists. We’ll help you weigh the pros and cons, devise a plan that keeps patient data secure and guide you toward a solution that positions your practice for long-term success.