Questions Every Surgeon Should Ask About OMS Software Solutions

OMS software solutions are becoming essential for oral and maxillofacial surgery practices that want to operate more efficiently and grow with confidence. But with so many vendors and options on the market, it’s not always easy to know what to look for—or which questions to ask before making an investment.

Choosing the right system is about more than comparing features on a checklist. It’s about understanding how the software will fit into the daily life of your practice, support your staff, and ultimately improve patient care. Asking the right questions up front can help you separate the solutions that sound good in theory from the ones that truly work in practice.

Here are the key questions every surgeon should ask when evaluating OMS software solutions.

Does This Software Fit the Unique Workflows of OMS?

Oral and maxillofacial surgery is not general dentistry, and your software shouldn’t treat it as such. Generic dental platforms may cover basic scheduling and billing, but they often lack the workflows oral surgeons need for complex surgical procedures.

When evaluating systems, ask:

• Are there built-in templates for common procedures like extractions, implants, and grafting?

• Can the system automate pre-op instructions and post-op follow-ups?

• Does it reduce documentation fatigue by supporting voice-to-text or AI-assisted notes?

The right solution should fit the way you already practice—not force you to adapt to the limitations of a general system.

How Well Does It Handle Imaging?

Imaging is central to oral surgery. CBCT scans, panoramic x-rays, and DICOM files are used daily for planning and communication with patients and referring dentists.

Important questions include:

• Can imaging be viewed and stored directly within the patient record?

• Is it compatible with the major imaging systems you already use?

• Can you easily share images with referring providers?

OMS software solutions that integrate imaging seamlessly save time, reduce errors, and improve collaboration.

What Support Does It Provide for Insurance and Billing?

Let’s be real—claims and reimbursements are some of the biggest pain points in any oral surgery practice. Coding errors, rejected claims, and delays in reimbursement eat into cash flow and staff time.

When exploring options, ask:

• Does the software auto-link dental and medical codes for cleaner claims?

• Can it flag errors before claims are submitted?

• How much does it reduce the time staff spend on follow-up calls?

The best systems don’t just help submit claims—they help practices get paid faster and more reliably.

Can It Manage Referrals Effectively?

Referrals are the lifeblood of OMS practices, yet many surgeons don’t have a clear picture of where patients are coming from or how cases are converting.

Key questions to ask:

• Can the software track which referral sources drive the most patients?

• Does it provide analytics on case acceptance and conversion rates?

• Is it easy to send updates back to referring dentists?

Strong referral management features not only streamline communication but also strengthen long-term professional relationships.

Does It Scale with the Practice?

Many surgeons choose software based on what they need right now, only to find themselves limited as the practice grows. OMS software solutions should adapt as you expand, whether that means adding providers, locations, or new services.

Ask:

• Can this system handle multiple locations with consistent data access?

• How does it manage growth in patient volume?

• Does it offer features we may not need today but could use in the future?

Investing in scalable software ensures you won’t outgrow your system in just a few years.

How Secure and Reliable Is It?

Data security and uptime are non-negotiable in healthcare. Practices can’t afford to lose access to patient records or risk a breach.

Questions to ask include:

• What security protocols protect patient data?

• How often is data backed up?

• If the software is cloud-based, what guarantees are there around uptime and reliability?

Modern systems often run on secure cloud infrastructures, which offer redundancy, encryption, and disaster recovery built in. This makes them safer and more accessible than relying on local servers.

What Analytics and Reporting Tools Are Available in the OMS software solutions?

Running an OMS practice isn’t just about providing excellent care—it’s also about making smart business decisions. That requires good data.

Ask potential vendors:

• Can the software provide real-time insights into production, scheduling, and referral trends?

• Are reports customizable to highlight the metrics that matter most to the practice?

• How easy is it for staff to generate and understand reports?

Data-driven decisions can help practices improve efficiency, identify growth opportunities, and stay financially healthy.

How Does It Support Patients?

It’s easy to focus on what software does for the practice, but patient experience should be a central consideration.

Questions worth asking:

• Does the system support a patient portal for payments and forms?

• Can patients receive automated reminders for pre-op, post-op, and recall visits?

• How does it make the overall process more convenient and less stressful for patients?

When software improves the patient journey, it builds trust, loyalty, and stronger word-of-mouth referrals.

What Training and Support Are Provided?

Even the best system falls flat if staff don’t know how to use it effectively. Training and support are critical, both during implementation and beyond.

Ask vendors:

• What does the onboarding process look like?

• Is training provided on-site, virtually, or both?

• What kind of ongoing support is available once the system is live?

• How quickly does support respond to questions or issues?

A vendor that invests in your success long-term is far more valuable than one that just sells software and walks away.

How Does It Reduce Stress for Staff?

This is a question practices don’t ask often enough. Efficiency isn’t only about speed—it’s about creating a smoother, less stressful workflow for the team.

Ask:

• How much does the software reduce manual data entry?

• Does it automate repetitive administrative tasks?

• Can it consolidate multiple systems into one?

The right OMS software solutions should leave staff less burned out and more focused on meaningful work.

What Do Other Surgeons Say?

One of the best ways to evaluate software is by hearing from peers who already use it.

Questions to consider:

• What feedback do current users give about ease of use and reliability?

• How has the software impacted their efficiency and cash flow?

• Would they recommend it to other practices?

Real-world experiences can reveal whether a system delivers on its promises.

Putting It All Together

Choosing among OMS software solutions isn’t a decision to take lightly. The right system can simplify surgical workflows, strengthen referral networks, improve billing accuracy, and give patients a smoother experience. The wrong one can add frustration and waste valuable time.

By asking questions about workflows, imaging, billing, referrals, scalability, security, analytics, patient support, training, and real-world feedback, surgeons can make a decision with confidence.

Conclusion

OMS software solutions are more than just tools—they’re the backbone of modern practices. By asking the right questions before making an investment, surgeons can ensure the system they choose supports their team, their patients, and their future growth.

Efficiency, clarity, and patient-centered care aren’t just nice-to-haves. They’re what set forward-thinking practices apart. The right software makes them possible.