Legacy Dental Practice Management Software: What It Will Cost You

This article was written by Planet DDS CEO Eric Giesecke and originally published in Forbes.com.

As leaders, we often stick with what we know. It’s comfortable, it’s familiar, and, most importantly, it seems reliable. But when it comes to legacy dental practice management software, this comfort zone is costing us more than we realize. 

Many executives focus on the upfront costs of new technology but fail to calculate the ongoing losses of sticking with outdated systems. As technology evolves, it’s worth considering how legacy practice management systems compare with modern cloud-based alternatives, particularly in areas such as scalability, integration, and access to emerging innovations. 

The Price Tag of Legacy Systems

The upfront costs of maintaining legacy systems are just the tip of the iceberg. These outdated systems often rely on on-site physical servers, requiring significant infrastructure investment. Setting up a new server typically can cost over $10,000, and additional expenses for software licenses, maintenance and support can rack up quickly. These systems also come with additional operational expenses: increased power usage, heat output, supplementary cooling requirements and the constant strain on bandwidth during data backups.

Another overlooked cost is the knowledge dependency these systems create. When key IT personnel leave, they take with them specialized knowledge crucial for maintaining and troubleshooting these legacy systems. Equally concerning is the added IT complexity of maintaining server-based systems, especially as an organization grows and scales. In this case, complexity equals money.

Security and Compliance at a High Cost

Security and compliance risks are another huge concern. Legacy software is a prime target for cyber threats, and a data breach isn’t just possible, but probable. When sensitive data is stolen, the consequences can devastate a business, with recovery fees running into millions of dollars. This is particularly damaging for industries handling sensitive customer data, such as healthcare and financial services. The fallout extends beyond immediate costs to include increased cybersecurity insurance premiums, loss of business, potential class action lawsuits, and reduced business value for future acquisitions.

The physical security of on-premises servers presents another vulnerability. In the event of a fire, flood or other unforeseen disaster, these servers are susceptible to damage or destruction, leading to irreversible data loss and operational disruption. The financial toll of such an event can be catastrophic, with lost revenue and recovery costs multiplying quickly.

While the drawbacks of legacy software are well documented, there are some valid reasons some organizations choose to keep it—at least for now. Regulatory or compliance frameworks may require on-premises data storage or auditing transparency that cloud providers can’t yet fully guarantee. In these cases, modernization may be delayed by necessity rather than choice.

Legacy systems can also offer more control over infrastructure and workflows, especially in highly customized environments. Businesses that have invested years in tailoring their systems may be hesitant to risk functionality loss or re-integrate complex tools. While cloud technology is helping to address these concerns, it’s important to weigh the tradeoffs carefully and factor in operational needs, regulatory requirements, and long-term goals.

The ROI of Cloud-Based Platforms

Think of modern cloud-based dental practice management platforms as growth accelerators, not just cost-cutters. Cloud solutions give you access to scalability, AI, and automation. According to McKinsey, companies that go beyond basic cloud adoption and strategically integrate cloud across their operations could unlock as much as $3 trillion in value globally through faster product development, better decision-making, and improved operational resilience.

Cloud solutions also unlock the potential to utilize open APIs, which allow businesses to integrate tools seamlessly. Unlike traditional software, where companies are locked into rigid systems, modern dental practice management cloud platforms with open APIs enable custom technology stacks tailored to specific business needs. This shift gives organizations the flexibility to choose best-in-class tools for everything from finance and customer management to logistics and marketing automation.

These capabilities are especially impactful in healthcare, where integrated systems can streamline operations and enhance patient care. According to another McKinsey report, 62% of healthcare leaders believe that generative AI has the greatest potential to improve consumer engagement, yet only 29% have started implementing it, highlighting a significant gap between opportunity and adoption.

Cloud infrastructure plays a foundational role in enabling this transformation. With the right tools in place, AI can help personalize care, increase transparency, and empower patients to make better healthcare decisions. McKinsey also estimates that adopting AI could lead to a five to ten percent reduction in healthcare spending across both public and private sectors, demonstrating that cloud-enabled innovation isn’t just about efficiency but long-term sustainability and value creation.

Transitioning to an Advanced PMS Solution

Despite all of the benefits of cloud-based solutions, there still might be resistance when transitioning from legacy software. This transition requires careful planning and execution. Here’s how to oversee a successful digital transformation:

• Secure team buy-in. Your team needs to understand why the change is necessary and beneficial. Without buy-in, undergoing such a significant change becomes pointless, and your team might feel disconnected as to why it matters. 
• Prepare for short-term disruption. Your team also needs to know the transition might not be all smooth sailing. There will be a period of learning new software, auditing data, and migrating data, but it is temporary.  
• Start with core operations. Focus first on critical business functions where modernization will have the most immediate impact. Businesses can begin by adopting cloud solutions in phases, such as integrating AI-driven analytics or cloud-based CRM tools first. 

Modernize Your Dental Practice Management System

The costs of legacy systems are worth careful evaluation. While modernizing your technology stack does require upfront investment and thoughtful change management, it may also open the door to improved agility, security, and long-term value creation.

The organizations that take time to assess their systems will be best positioned to respond to changing market demands. For some, that may mean adopting cloud-based platforms now; for others, it may involve planning a phased transition or identifying ways to modernize selectively.

The right path forward will depend on your industry, regulatory environment, and appetite for transformation. But by understanding the true cost of maintaining the status quo, leaders can make more informed decisions about what modernization looks like for their organization.

Contact Planet DDS today to find out how you can advance your dental practice management system and tech stack without the hidden costs.