5 questions to ask about your backup system

By Gregory Campos, DDS

In theory, it’s easy to understand the importance of backing up practice data on a regular basis. In real life, however, many dentists have found that backup systems can sometimes be confusing, inconvenient to use, or — worst of all — they don’t back up information as fully as they should. With these issues in mind, here are some questions to consider when shopping for a backup system.

1. Does it REALLY work with my software?

There are plenty of general backup systems offered by Internet Service Providers and third-party companies. However, some dentists learn the hard way that not all backup systems capture all of the necessary data from the practice’s software system or restore it in the format the practice needs.

I know a dentist who once lost his practice data, and then found after his backup system restored it that all of his patients’ X-ray images had become separated from their patient files. While all of his practice data was technically there, it wasn’t organized properly. The dentist had to sort through all of the images himself to determine which X-rays belonged to which patient files. You can imagine how time-consuming this task was, and it highlights the importance of making sure your backup system works smoothly with your software. Look for systems like PattLock from Patterson Dental, which is specifically designed to be compatible with all practice-management software systems, including Eaglesoft Practice Management Software.

2. Is it HIPAA compliant?

Any time you are sending and retrieving data from off-site servers, HIPAA compliance becomes paramount. Data must be transmitted in an encrypted fashion. Privacy on the office’s end should also be tightly controlled. Look for systems that allow you to control access with custom usernames and passwords for authorized staff members.

3. Where is the data stored?

In addition to complying with HIPAA regulations, be sure the storage facility is equipped with a high-tech security system. Furthermore, ask about the site’s fire suppression and climate control systems. Knowing the facility has state-of-the-art tools in this area can go a long way in assuring you that your data is safe.

4. Do you know the provider’s reputation?

Spend some time looking up product reviews for any potential backup system, and investigate the company’s overall reputation. Because I had worked with Patterson Dental for years prior to purchasing their PattLock backup service, I knew their tech support would be reliable if there were ever a problem. It’s always a relief to cut down on the research and legwork when purchasing a new service, and sometimes you don’t have to look any further than the companies you have already built relationships with.

5. Is it easy to use?

This may seem like an obvious question, but as most of us have seen, there are too many technical services out there that are not intuitive or simple to use, either for the dentist or for other staff members in the practice. A good backup service allows you to program it to run when it’s convenient for you — overnight, in my case — and provides a simple email notification that everything went smoothly.

Keep these questions in mind when reviewing any potential backup systems. It may take some time to investigate things upfront, but if you ever need your data restored, you can congratulate yourself on having done the hard work already.

Author bio
Dr. Gregory Campos graduated in 1993 from the SIU School of Dental Medicine in Alton, Ill. In 1995 he began practicing as an associate, and in 2005 he opened his own private practice. Dr. Campos currently owns and operates Campos Family Dental in Effingham, Ill.