6 Free Tools to Keep Dental Staff from Wasting Time

The internet can’t be all bad.  You found me on it, right?  Right? (Please say yes)

All kidding aside, the internet and cellphones can be a huge productivity waster for a dental practice.  When your employees are distracted, what happens?

• Time is wasted by your employees that could be spent on revenue producing activities. (Inefficient practice)
• Your money is paid for checking out Aunt Sally’s Homemade Apple Pie Recipe and looking at the last night’s American Idol recap. (Theft)
• Your employees lose focus on the patient experience.  (Bad PR)

There are a number of ways you can try to nip this in the butt.  The most important being an effective employee handbook policy regarding cellphone usage and internet use.  Don’t be the boss that has a policy and doesn’t enforce it.  Otherwise why waste your time with the manual?

Unfortunately, there are times that an effective employee manual just doesn’t cut it.  So here are six free tools to keep your dental staff from wasting time with the internet:

NOTE: If you already have a dedicated IT guy or professional, you shouldn’t need these, just contact your guy and have him block all those sites.  If he can’t do that for you, find someone else.  I’m actually a big advocate for having an outsourced IT person.  If you, your staff, lightning, or even a pack of wild dogs mess up your computers, you are screwed.   Get a pro, it shouldn’t be “that” expensive.  But I know some of you are frugal, so onto the list.

SECOND NOTE: These are all try at your own risk.  Networks can be finnicky sometimes so try a few out and see what works for you.  Click on the picture in each item to go to the website mentioned.

First Free Tool for Dental Practices (RECOMMENDED) – Cold Turkey

PROS:

• You have the option to donate on this one, and you can pick how much you pay.  You can even tag some of the donation to go to charity instead of to the developer.  (but can still get it for free if you choose to pay $0)
• The developer also touts that it’s not easy to get around the software like some other apps.  (You can’t just hit contral alt delete and end it from the task manager, etc.)
• Can block programs too (like the infamous Minesweeper)
• Easy to use. (Doesn’t need an IT guy)
• Works on every browser

CONS:

• Like you’ll see on the majority of these apps, you will have to install this onto every computer you have at the practice, and then set each up.
• Do not have a dedicated business version yet. (But you can join the waiting list here if you want, it will cost money)
• Does not have a Mac version

Second Free Tool for Dental Practices – StayFocusd

PROS:

• Free
• Easy to use. (Doesn’t need an IT guy)

CONS:

• Only works on Google Chrome
• Doesn’t block programs, only websites
• Like you’ll see on the majority of these apps, you will have to install this onto every computer you have at the practice, and then set each up
• Only the personal version, not a business one
• Will have to update fairly often with new time frames

Third Free Tool for Dental Practices – LeechBlock

PROS:

• Free
• Easy to use. (Doesn’t need an IT guy)

CONS:

• Only works on Firefox
• Doesn’t block programs, only websites
• Have to install on every computer
• Only the personal version, not a business one
• Will have to update fairly often with new time frames

Fourth Free Tool for Dental Practices – K9 Web Protection

PROS:

• Free
• Also actively works to block malware and viruses
• Easy to use. (Doesn’t need an IT guy)
• Works on every browser
• Is probably the most widely used program on the list
• Works on Macs

CONS:

• Have to install on each computer in the practice.
• Do not have a dedicated business version.  (But it claims to be used by many businesses)
• It says it won’t slow your computer down, but with a malware and virus scanner included, I have my doubts on that claim

Slightly More Advanced: Fifth Free Tool for Dental Practices – OpenDNS

PROS:

• Free
• Works on every browser
• Works on Macs
• Much harder to get around than any other software
• Only have to install once
• Has a paid business version if prefer that route

CONS:

• Slightly more difficult to setup than the other programs.  (It involves changing what your router allows to be accessed from the internet)

Most Advanced: Sixth Free Tool for Dental Practices – WindowsAdmin

PROS:

• Free
• Works on every browser
• Much harder to get around than most software
• Only have to do once network wide
• Can also block programs
• Doesn’t require a software download (As long as have the pro version of Windows that you are on)

CONS:

• Much more difficult to setup without screwing up your computer.  (Seriously, don’t do this one unless you know your way around the computer)
• Obviously won’t work on a Mac

CONCLUSION:

If it were me, I’d go with OpenDNS.  It’s the perfect balance of tech savvy without being time prohibitive (to me).  If you are afraid of messing with your router’s settings, you should get ColdTurkey.  No solution is the same for every practice. So do your homework.  (Hopefully I just provided you the cheat sheet)

Now, I could tie this whole thing into a dental practice key performance indicator.  Really, I could.  The way I’d do it is I’d look at your average production a day, # of patients seen per day, and # of recall appointments called.  If the numbers were lower than what they should be, I’d ask, “Are your employees being effective on the computer?”.

You’d look at me and say, “No crap.”  So rather than give you a bunch of numbers to arrive at these solutions, just install them on your computers.  You’ll be glad you did.

P.S. (…still waiting for that “yes”)