What You Need To Know Before Choosing A Cloud-Based Dental Software

The way businesses operate has changed. Many industries have embraced cloud technology and web-based solutions for flexibility, security and scalability. Today, we can manage our banking online and book flights, hotels and medical appointments through the internet. Dentistry shouldn’t be left behind. Yet, with so many tools calling themselves “cloud‑based,” it can be confusing to know what that actually means.

The truth is, not all “cloud” systems are created equal. Some are true cloud solutions, which means they are built and optimized for a full online experience. Other "cloud-access" solutions will require a physical server in your practice to provide a “hybrid” experience, but this means you’re still dealing with the same server maintenance costs, hardware issues, and potential for downtime.

You can think of "true cloud" or "cloud-based" as "web-based," which simply means that all your data and applications run on - you guessed it - the web. Understanding this simple difference helps you make smarter decisions about your practice’s technology.

What’s the Difference Between True Cloud Software and Server-Based Software?

A true cloud solution lives entirely in the cloud, with no server sitting in your office. This is different from "accessing your practice online by pinging your local server," which several legacy systems permit and advertise as "cloud-access." This method of "remoting-in" to your local server still relies on the outdated technology and security pitfalls of legacy systems. A true solution like Dentally is more elastic and scalable than on-premise, server-based solutions. Dentally has the full suite of true cloud benefits covered in this article, as well as being an all-in-one solution that saves time at every step of the patient journey.

Now with the basics covered, it’s time to explore the most important factors to consider before moving to a cloud system, and why Dentally makes sense for modern practices.

Does a Cloud Software Actually Save Costs?

True cloud practice management solutions eliminate the need for on-premise servers that are often expensive to purchase (~7-10K CAD for servers, and up to $20K CAD for a complete tech refresh depending on your practice size) and complicated to maintain (for IT configuration, firewalls, and updates). A solution like Dentally eliminates the need for these two significant cost buckets.

Ask yourself - how many different systems and tools do you use today in your practice? Using separate systems for practice management, patient communications, imaging and online bookings mean high monthly costs and a clunky ecosystem of mismatched software. What may start off as a few “affordable” tools, results in a big overall bill and additional extra time wasted on troubleshooting and support.

An all-in-one practice management solution like Dentally consolidates the essential workflows—imaging, reporting, patient communications—into one connected platform, so you can work seamlessly from one system and reduce your third-party subscriptions. 

How Does the Cloud Let You Work From Any Location Securely?

As a true cloud solution, Dentally lets you securely access your practice data from any device, wherever you are—at the clinic or at home. Simply log in through a web browser, just like you access online banking or manage home utilities. With permission-based access and IP restrictions, you stay in control of what can be viewed and from where. That means you can review patient files or images remotely, or complete clinical notes once you’re at home, all without compromising security.

How Does Cloud Reporting Support Multiple Locations?

Get all your practice insights in one spot—no more "remoting in" to each of your locations and manually exporting data from local servers. Dentally's built‑in reports give you the depth you need without all the manual work, helping you actually use your data instead of just collecting it. You can spot trends, make smarter decisions and keep things running smoothly across locations. And with user activity tracking built in, staying on top of compliance and audits is a whole lot easier.

How Do Cloud Systems Keep Your Software Automatically Updated?

With true cloud software, you never have to pay for or worry about backing up your data; you're always up-to-date. Dentally updates automatically in the background, so you’re always using the latest features without interruptions.

How Do Cloud Solutions Protect Your Data More Effectively Than Local Servers?

Choosing a cloud solution like Dentally means your patient data is protected by security standards that go far beyond what a typical local server setup can offer. Dentally runs on Amazon Web Services—a platform trusted by leading global software providers—so your data benefits from always‑on, continuously updated, industry‑grade protection. Unlike on‑premise servers that rely on individual IT teams to configure and maintain them, AWS data centres follow strict, internationally recognized security protocols around the clock. On top of that, practice data is replicated and regularly backed up, so you’re protected against loss as well as unauthorized access. It’s a practical, layered approach to security that matches everyday workflows without adding friction.

How Do Cloud Systems Make It Easier to Grow and Manage Multiple Practice Locations?

Opening another location? Cloud systems like Dentally are scalable and adapt to your needs. Share patient files across sites and toggle quickly between locations without the cost or hassle of local servers and IT upkeep. You get enterprise‑grade security and compliance built in, along with automatic updates, patches and backups with no maintenance fees or downtime. Centralized access controls keep user permissions consistent across sites, and Dentally’s automation tools help your team spend less time on admin and more time caring for patients.

Ready to move forward?

Cloud technology isn’t just the future, it’s the present. Discover more about the benefits of true cloud software.