Getting started
Dental providers looking to use telehealth should familiarize themselves with the necessary technology, legal requirements, and best practices for delivering remote dental care.
On this page:
- What are the technology needs for teledentistry?
- Ensuring you have proper internet connectivity
- What are the legal requirements for teledentistry?
- How is patient data protected during a teledentistry encounter?
- What workflow changes are needed when setting up a teledentistry practice?
- Preparing staff, patients, and caregivers to use teledentistry
What are the technology needs for teledentistry?
For providers looking to implement teledentistry, understanding and selecting the right technology is essential to deliver effective and secure care. The foundation of teledentistry relies on a robust information technology (IT) infrastructure that ensures seamless communication and data management. Key technological needs include:
- Video conferencing software. This software must enable clear audio and video to facilitate accurate remote oral health assessments. It should also allow for secure, HIPAA-compliant interactions to protect patient privacy. Select software that is easy to use, reliable, and integrates seamlessly with existing practice management systems.
- Computer hardware. To facilitate clear audiovisual communication, use high-quality computers with advanced specifications for cameras, microphones, and speakers.
- Handheld intraoral cameras. Essential for detailed dental examinations, these cameras must provide high-resolution images and be easy to maneuver within a patient’s mouth. Practices may also need digital scanners if detailed scans are necessary.
- Secondary devices. Incorporate tablets or smartphones to increase accessibility and convenience for both dental providers and patients, enabling care from various locations.
- Electronic Health Records (EHR) system. Integrating the EHR with teledentistry platforms allows for efficient patient records management, appointment scheduling, and follow-up care.
Furthermore, providers must consider integrating these technologies to create a streamlined workflow that enhances the experience for patients and providers. Training dental professionals and staff on effectively using these technologies is also vital. This includes:
- Technical support. Access to technical support is important to address any issues that may arise during the setup or use of teledentistry tools, ensuring minimal downtime.
- Data security measures. It is crucial to implement advanced security measures to safeguard patient data, including encryption and secure access controls. This protects against unauthorized access and builds trust with patients.
- Patient education materials. Providers should have resources available to educate patients on how to participate in teledentistry, including guidelines on preparing for a virtual visit and what to expect during the session.
By embracing these tools and guidelines, dentists can offer high-quality care from a distance, helping patients maintain their oral health.
Ensuring you have proper internet connectivity
To ensure seamless teledentistry services, it is crucial to establish a robust internet infrastructure within dental practices. Here are the key considerations:
- Internet requirements. Ensure internet speeds are sufficient for high-quality video consultations. This is vital for effective remote dental assessments. Optimize internet stability by prioritizing wired connections over Wi-Fi wherever possible to enhance session reliability.
- Managing connectivity issues. Develop strategies to handle potential connectivity issues during telehealth sessions so you can maintain service quality. Create contingency plans to ensure continuous patient communication. Options include switching to telephone consultations or rescheduling if the video connection fails.
Did you know?
Teledentistry uniquely incorporates both synchronous (real-time video consultations) and asynchronous (store-and-forward information sharing) methods.
What are the legal requirements for teledentistry?
Dental licensure varies significantly across states, affecting how telehealth services are delivered. Understanding state-by-state regulatory differences is crucial for dental providers interested in offering telehealth services.
Ask these questions to understand your state requirements before beginning a teledentistry practice:
- What are the licensure requirements in the state where I plan to offer teledentistry services?
- How do state regulations around teledentistry and scope of practice in my state guide the types of teledentistry care models that can be implemented?
- What are the state’s requirements for establishing a valid dentist-patient relationship via telehealth?
- Does the state allow for asynchronous (store-and-forward) teledentistry, or is synchronous (live video) consultation required?
- Are there specific documentation or informed consent requirements unique to teledentistry in this state?
- What are the billing and reimbursement policies for teledentistry in this state?
How is patient data protected during a teledentistry encounter?
Ensuring the security and confidentiality of patient data during a teledentistry encounter is paramount. Here are some critical points for providers to consider:
- Regular software updates. Keeping software up to date is essential for safeguarding against security vulnerabilities. Providers should regularly update their telehealth platforms and associated software to protect against the latest threats.
- Adhering to official guidelines. Providers should follow the guidance from the Office for Civil Rights. These resources offer comprehensive strategies and best practices.
What workflow changes are needed when setting up a teledentistry practice?
Transitioning to a teledentistry model requires thoughtful planning and adaptation of practice workflows to effectively leverage technology for enhanced patient care. Providers must integrate new technologies, such as video conferencing tools and secure platforms for patient data exchange, into their existing practice management systems. Adopting teledentistry also involves training staff to handle virtual patient interactions efficiently, from scheduling and conducting online consultations to managing follow-ups and billing remotely. Additionally, dentists must establish clear protocols for diagnosing and treating patients online.
Common staff positions for a teledentistry program include:
- Teledentistry coordinator
- Dental teleconsultant
- Dental hygienist or dental assistant
- Billing specialist
- Patient care advocate
- Additional office staff to handle telehealth scheduling and provide technology support
Members of the team may benefit from participating in training before using telehealth. This includes:
- Telehealth technology training. Staff should be trained on the various technologies used in teledentistry, including video conferencing tools, digital imaging software, and patient management systems.
- Patient data security and privacy. Training on HIPAA compliance and other relevant privacy regulations is essential for secure handling of patient information.
- Clinical protocols for teledentistry. Dental professionals, including hygienists and assistants, need specific training on how to conduct dental assessments remotely, recognize the limitations of telehealth, and decide when in-person care is necessary.
- Customer service skills for remote care. Since teledentistry often involves communicating with patients through digital platforms, staff should have skills in managing patient interactions online, providing clear instructions, and ensuring a positive patient experience.
- Emergency protocols. It is important to train staff on handling emergencies remotely, including recognizing symptoms that require immediate in-person care and effectively guiding patients in such situations.
- Legal and ethical aspects of teledentistry. Staff should understand the legal boundaries and ethical considerations for providing dental care remotely, including issues around cross-state licensure and obtaining informed consent.
- Billing and insurance for telehealth. Administrative staff should be trained on the nuances of billing for telehealth visits, including coding and insurance claims specific to teledentistry.
Preparing staff, patients, and caregivers to use teledentistry
Introducing teledentistry into a dental practice requires thoughtful preparation for staff and patients. This ensures a smooth transition and effective utilization of the new system. Thorough preparation involves educating and equipping dental staff and patients with the tools and knowledge they need to confidently provide remote dental care.
Here are some strategies to prepare staff and patients for teledentistry:
- Technical support and resources. Set up a technical support system for staff and patients to help troubleshoot issues. You can also provide easy-to-understand user manuals or quick-start guides for the teledentistry software.
- Practice session. Offer practice sessions before appointments for staff and patients so they are familiar with the virtual interaction. Use simulations or role-playing scenarios to help staff practice handling different types of virtual consultations.
More information:
Getting started with telehealth — Health Resources and Services Administration
Legal considerations — Health Resources and Services Administration
Planning your telehealth workflow — Health Resources and Services Administration
Preparing patients for telehealth — Health Resources and Services Administration
Resource for health care providers on educating patients about privacy and security risks to protected health information when using remote communication technologies for telehealth — Office for Civil Rights
Telehealth model – rural oral health toolkit — Rural Health Information Hub