Blog Overview

April 20, 2024

Cloud vs. On Premise Oral Surgery Software: A Complete Guide

Written by: Isaac Shapot, Marketing Director, DSN

Choosing the right oral surgery software comes down to two main options: cloud-based or on-premise. Each has its pros and cons, and the best choice depends on your practice’s size, budget, technical expertise, and growth plans.

Key Takeaways:

Cloud Software: Accessible online, lower upfront costs, automatic updates, and easy to scale. Requires a reliable internet connection.
On-Premise Software: Full control over data, customizable, and no dependency on internet. Comes with high upfront costs, hardware requirements, and ongoing IT maintenance.

Quick Comparison:

Feature	Cloud-Based Software	On-Premise Software
Access	Anywhere with internet	Limited to office network
Costs	Monthly subscription	High upfront investment
Maintenance	Vendor-managed	In-house IT team required
Scalability	Easy to scale	Requires hardware upgrades
Data Control	Vendor-managed	Fully controlled by practice
Internet Dependence	Yes	No

Which is right for you?

Small practices may benefit from the affordability and simplicity of cloud-based solutions.
Larger practices with IT resources might prefer the control and customization of on-premise systems.

Your choice should align with your current needs and long-term goals.

Cloud vs. On-Premise Software: Which is Better?

1. Cloud Software Basics

Cloud software is changing how businesses operate, and it’s worth understanding how it can streamline your daily tasks and support long-term growth.

Cloud-based oral surgery software works entirely online – just like online banking. You access it through a browser or mobile app, skipping the need for installations on office computers.

How It Works

Your records and schedules are stored on vendor-managed servers. This setup reduces on-site maintenance, giving your IT team one less thing to worry about.

What You’ll Need

A dependable internet connection is a must. Also, make sure your vendor prioritizes strong security measures and complies with HIPAA regulations.

Pricing Structure

Cloud software typically uses a subscription model, charging per user or feature. This means predictable monthly fees without the hefty upfront costs.

Next, let’s dive into how on-premise systems compare to cloud solutions.

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2. On-Premise Software Basics

On-premise software operates directly on your own servers, which means your team handles both the setup and ongoing management. This approach shifts planning and budgeting toward local hardware and resources, influencing your team’s day-to-day tasks and long-term strategies.

The Infrastructure You’ll Need

To get started with on-premise software, you’ll need to invest in some key hardware and network components:

Dedicated server: This will host your practice management system and other software.
Network equipment: Ensures all workstations are connected and can communicate effectively.

Breaking Down the Costs

Be prepared for upfront expenses and ongoing costs. Key areas to budget for include:

Hardware and servers: Essential for running your software locally.
Software licenses: Typically purchased outright, with renewal costs for updates.
Support and maintenance: Covers system upkeep, troubleshooting, and repairs.

Maintenance: What’s on Your Plate

With everything running on-site, you or your IT team will be responsible for keeping the system in top shape. This includes:

Installing updates and patches for your software.
Monitoring system performance and addressing issues as they arise.
Handling hardware repairs or replacements when needed.

Now that you know the basics, let’s see how this compares to the cloud-based subscription model.

Comparing Benefits and Limitations

Let’s break down what each option offers – and where it might not meet your needs.

Cloud-based software is flexible and grows with your needs. It comes with predictable monthly fees, no hardware costs, and offers instant access from any device. Plus, updates and backups are handled automatically by the vendor. The trade-offs? You’ll need a stable internet connection, and your data security depends on the provider’s safeguards.

On-premise systems, on the other hand, give you full control over your data and allow for extensive customization. There’s no reliance on external networks, which some may find reassuring. However, these systems require significant initial investments in hardware and setup, as well as ongoing IT management. Expanding or upgrading can also take more time and money.

Next, we’ll guide you through turning these pros and cons into a decision that fits your practice perfectly.

Making Your Software Choice

Now that you’ve got the basics down, it’s time to pick the software that fits your practice’s needs today – and where you want to be in the future.

Practice Size: Small or Large?

For smaller to mid-sized practices, cloud-based solutions often make more sense. They’re typically more affordable upfront, and the vendor takes care of updates and maintenance for you.

If you’re running a larger or high-volume practice, an on-premise setup might be the way to go. It offers more customization options and complete control over your data. Just remember, you’ll need an IT team to manage servers and keep everything running smoothly.

Think About Growth

Where do you see your practice in 3 to 5 years? If you’re planning to expand, cloud platforms make scaling easy – you can usually add users or locations with just a few clicks. On-premise setups, on the other hand, might require buying extra licenses or upgrading hardware, which can take more time and money.

Budget and Resources

Let’s talk costs. Cloud solutions come with predictable monthly fees, which can help with budgeting. On-premise systems, however, require a larger upfront investment and ongoing IT support. Make sure to factor in these differences when planning your budget.

Technical Know-How

How tech-savvy is your team? If you’re not equipped to handle server maintenance, software updates, and security patches in-house, a cloud solution might be the better choice. It takes most of the technical burden off your shoulders, freeing you up to focus on patient care.

In the end, choose the option that aligns with your practice’s current setup and long-term goals. This decision will impact your workflows for years, so take the time to evaluate all your options carefully.