Conversions
If you would like to switch from another dental software to Open Dental, we provide a variety of conversion services:
- Data Conversions: Convert a database used by other software to an Open Dental Database
- Image Conversions: Convert scanned documents and patient pictures from another software for use in Open Dental
- Database Merges: Combine multiple databases into a single database.
- Database Splits: Create separate databases from a single database.
- And more: Our conversions team offers additional services, including custom conversion scripts, to get the most out of your data.
Fees vary depending on the software you are converting from, conversion service, and other factors. See the Conversion Services table below for details.
Ready to get started or learn more about the conversion process? Here is the First Step: Test Data Conversion Overview.
For more information, please contact a Conversions Specialist.
Conversion Services
| Service | Fee | More Details |
| Open Dental Software and Support | Fees for Software and Support | Required for new customers. |
| Test Data Conversion | No charge. | Test Data Conversion Overview Pre-Data Conversion Checklist |
| Final Data Conversion |
The Conversion Department will provide you with a written quote prior to a final conversion. The typical cost for a United States customer is $1350 per database. Fees vary depending on the data we can convert. Conversions for practices with multiple clinics in the same database are an additional $300 per clinic/physical location. Conversion fees cannot be refunded once we have completed the final conversion. |
Final Data Conversion Overview |
| Scanned Documents (Image) Conversions |
Typical cost: $800 per image conversion. Fees vary by software application and size of data. |
Converts scanned documents and patient pictures; it is not included in a data conversion and has a separate fee. This does not include x-rays. Image conversions only occur after a final data conversion |
| After-Hours/Holiday/Late-Hours Conversions | For conversion services after hours, during late hours, or on US holidays, please contact our Conversions Department for a quote. | See Contact for Regular Conversion Business Hours. |
| Test Database Merge | No charge. | Merging Databases |
| Final Database Merge | Collected database size:
|
Merging Databases |
| Test Database Split | No charge. | Splitting Databases |
| Final Database Split | Collected database size:
|
Splitting Databases |
| OpenDentImages (scanned documents) Folder Split (optional) | $400 per database. | Splitting Databases |
| Patient ID Renumbering | $200. | |
| Special Conversion Request | $100 minimum charge, if no conversion within the last 3 months. | Special Conversion Request Form |
| Post-Conversion Setup | Post-Conversion Setup is included in the conversion cost. Setup must be completed within 30 days of the final conversion or a separate fee applies. | See Training for additional details. |
| International Customers | The Conversion Department will provide you with a written quote prior to a final conversion. We may consider the GDP per capita for non-United States customers when creating the quote. Fees vary depending on the data we can convert |
If your country or province has privacy regulations that forbid the transfer of patient data to the United States (e.g., European Union, British Columbia, or New Zealand), it will be much more difficult to run a conversion for your office. Since we cannot collect a copy of your data, we would need to attempt to run the data conversion on one of your computers so that the data will not leave the country/province. Because of the added complexity, the data conversion quote will have higher fees. Please contact the Open Dental Conversion Department to discuss your options. |
| Volume Discounts: Volume data conversion discounts are available to dental organizations having multiple data conversions (distributors excluded). Please confirm discounts with a conversion specialist. All conversion discounts must be approved by Open Dental management. |
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| First 3 Data Conversions | Full price. | |
| 4 - 7 Data Conversions | $100 discount from full conversion price (if base fee greater than $400). | |
| 8 - 14 Data Conversions | $200 discount from full conversion price (if base fee greater than $400). | |
| 15 + Data Conversions | $300 discount from full conversion price (if base fee greater than $400). | |
Questions and Answers
When do I need to make the payment for my conversion?
The conversion fee is separate from the support fee. The first month's support fee and final data conversion fee must be paid before the date of the final conversion. Call us at least 3 days prior to the conversion date to make a payment. To pay by check, you can pre-arrange to have a statement sent to you.
What happens to my conversion data after the conversion is complete?
By default, we retain a copy of test and final conversion data in a secure and encrypted location for approximately two months so we can provide assistance to customers if issues arise. Once two months have passed, the data is permanently deleted. If you would like to increase or shorten the length of time data is retained, please notify us in writing via email. Also see: HIPAA at Open Dental Software, Inc.