Best Practice Management Systems (PMS) for Dental Practices in 2025
Choosing the Right PMS for Efficiency, Security, and Growth
Selecting the right Practice Management System (PMS) is one of the most important technology decisions a dental practice can make. A PMS serves as the backbone of your practice, managing everything from patient scheduling, billing, treatment planning, insurance claims, and reporting to more advanced features like cloud-based access, imaging integration, and compliance tracking.
However, with so many PMS options on the market, it can be overwhelming to determine which one is best for your practice. Some systems excel in scalability for DSOs, while others cater more to private practices looking for affordability and ease of use. At InTech Together, we specialize in helping dental practices and DSOs choose, implement, and optimize their PMS to ensure seamless operations, HIPAA compliance, and long-term scalability.
This guide will explore:
- What makes a great Practice Management System
- Common drawbacks and challenges with PMS platforms
- What to look for when choosing a PMS
- The top PMS platforms used in 2025
- How InTech Together helps optimize, integrate, and support your PMS
What Makes a Good Practice Management System?
A great PMS should do more than just store patient records—it should enhance efficiency, improve patient experience, and integrate seamlessly with your existing technology. Here are the key factors that set a top-tier PMS apart:
1. Comprehensive Features
A high-quality PMS should offer a full suite of features to handle scheduling, billing, insurance claims, treatment planning, imaging integration, reporting, and compliance tracking.
2. Ease of Use & Intuitive Interface
Your staff should be able to easily navigate the system without extensive training. A cluttered or confusing interface can slow down daily operations and cause frustration.
3. Scalability for Growth
For DSOs and multi-location practices, a PMS should be able to grow with your business. Cloud-based solutions often provide better scalability than server-based systems.
4. Compliance & Security
With HIPAA regulations tightening in 2025, your PMS must have:
✅ Built-in encryption for patient data
✅ Multi-factor authentication (MFA) for security
✅ Automatic backups to prevent data loss
✅ Access control settings for different user roles
5. Seamless Integration
Your PMS should integrate smoothly with:
- Digital imaging systems (CBCT scanners, intraoral cameras, etc.)
- Practice management software like Open Dental, Denticon, Dentrix, and Eaglesoft
- Third-party tools like VoIP systems, cloud storage, and cybersecurity monitoring
6. Reliable Customer Support
A PMS provider should offer quick and reliable support, including 24/7 troubleshooting, software updates, and training.
Common Drawbacks & Challenges with PMS Software
While a good PMS can improve your practice’s efficiency, the wrong choice can cause major headaches. Here are some common pitfalls to watch out for:
1. Outdated or Slow Systems
Some PMS platforms still use legacy software that lacks modern features like cloud access and advanced security protocols. If your system is slow, outdated, or doesn’t receive frequent updates, it may be time to switch.
2. Lack of Customization
Not all PMS platforms allow customization to match your practice’s workflow. Some force you into a rigid system, making daily tasks harder instead of easier.
3. Poor Integration with Imaging & Software
Some PMS software struggles to integrate smoothly with imaging systems, leading to data silos, duplicate records, and inefficiencies.
4. Security Risks & Compliance Issues
A non-HIPAA-compliant PMS can expose patient data, leading to legal and financial penalties. Older PMS platforms may lack essential security updates.
5. Hidden Costs
Some PMS solutions appear cost-effective upfront but require expensive add-ons, maintenance fees, or upgrades to access key features.
Top 5 Dental Practice Management Systems in 2025
Here’s a breakdown of the most widely used PMS platforms and what they’re best for:
1. Dentrix – Best for Established Practices
Pros:
✅ Well-established, with a strong feature set for solo and group practices
✅ Offers automated workflows and integrations with imaging systems
✅ Customizable templates and reporting
Cons:
❌ Can be expensive for small practices
❌ Limited cloud capabilities compared to competitors
📌 How We Help: We optimize Dentrix performance, integrate it with imaging and VoIP solutions, and provide HIPAA security enhancements.
2. Eaglesoft – Best for Clinical Integration
Pros:
✅ Strong imaging integration with Patterson Dental systems
✅ Advanced scheduling & treatment planning features
✅ Customizable forms & reporting
Cons:
❌ Not as scalable for large DSOs
❌ More difficult to learn for new users
📌 How We Help: We ensure seamless integration with imaging devices, manage software updates, and provide staff training.
3. Open Dental – Best for Customization
Pros:
✅ Open-source software allows for extensive customization
✅ Budget-friendly compared to Dentrix or Eaglesoft
✅ Great for multi-location practices and DSOs
Cons:
❌ Requires more IT expertise to customize
❌ Limited built-in customer support
📌 How We Help: We customize Open Dental to match your workflow, provide ongoing IT support, and integrate it with cybersecurity & compliance tools.
4. Denticon – Best for DSOs & Multi-Location Practices
Pros:
✅ Cloud-based PMS allows for scalability
✅ Centralized data for multiple locations
✅ Built-in compliance features
Cons:
❌ Higher cost for small practices
❌ Requires stable internet for cloud access
📌 How We Help: We assist in cloud migration, implement security protocols, and optimize multi-location setups.
5. Curve Dental – Best for Cloud-Based Solutions
Pros:
✅ Fully cloud-based PMS
✅ User-friendly interface
✅ Mobile access & built-in compliance tools
Cons:
❌ Limited integrations compared to Dentrix/Open Dental
❌ Less customization flexibility
📌 How We Help: We integrate Curve Dental with third-party software, manage data security, and provide training for optimal use.
How InTech Together Helps with PMS Optimization
At InTech Together, we help dental practices and DSOs get the most out of their PMS by providing:
✅ PMS Selection & Setup: Helping you choose the right PMS and setting it up for seamless integration.
✅ Cloud Migration & Security Enhancements: Ensuring HIPAA compliance and securing patient data.
✅ Software Customization & Optimization: Tailoring your PMS to match your specific workflow.
✅ 24/7 IT Support & Maintenance: Minimizing downtime and troubleshooting issues quickly.
✅ Staff Training & Compliance Consulting: Ensuring your team can fully utilize PMS features.
Conclusion: Choosing the Best PMS for Your Practice
Selecting the right dental PMS is essential for efficiency, security, and patient care. Whether you need a scalable cloud-based solution, better imaging integration, or robust compliance tools, InTech Together can help you implement, optimize, and support your PMS for long-term success.
📞 Call us at 940-215-1830 or Visit InTech Together to learn how we can help your practice thrive with the best IT solutions.
