AI has moved from conference keynotes into the tools dental and oral surgery practices already use. Imaging software flags areas for a second look. Phone systems answer after hours. Note-taking tools draft the chart while you talk. Most of it works well enough to be useful, and most of it touches patient information, which means it deserves the same care you would give any new system in your practice.
Here is where AI is showing up, and what to check before you turn a new tool on.
The short version
- AI tools are useful, but each one is another vendor handling patient data.
- If a tool touches patient information, you need a signed Business Associate Agreement before you start.
- Know where your data goes, who can see it, and whether it is used to train the vendor’s AI.
- A person still reviews anything clinical and anything that goes to a patient.
Where AI is showing up in the practice
- Imaging. Software that reviews X-rays and highlights possible findings for the dentist to confirm. Some of these tools have FDA clearance for specific uses, so ask the vendor exactly what theirs is cleared for.
- Phones and scheduling. AI assistants that answer calls after hours, book appointments and send reminders.
- Clinical notes. Tools that listen during the visit and draft the note for you to review.
- Insurance and billing. Automated eligibility checks, claim review and follow-up on unpaid claims.
- Everyday office work. Drafting letters, summarizing long email threads and answering staff questions.
Six things to check before you turn it on
- Is there a Business Associate Agreement? Under HIPAA, a vendor that handles patient information for you is a business associate. No signed agreement, no patient data. That includes free trials.
- Where does the data go? Ask where recordings, images and text are stored, how long they are kept, and whether they are encrypted.
- Is your data used to train the vendor’s AI? Get the answer in writing. Some vendors let you opt out, and some do it by default.
- Who can get in? Each person should have their own login with multi-factor authentication. Shared passwords make it impossible to tell who did what.
- How does it connect to your other systems? Integrations are where projects stall. Find out what access the tool needs to your practice management and imaging software, and whether your current versions are supported.
- Who checks the output? AI drafts. People decide. Make it clear who reviews notes, findings and messages before they reach a chart or a patient.
Do not forget the basics underneath
AI tools lean on the same foundation as everything else in the office. Cloud-based tools need a reliable network. Imaging add-ons need workstations that can keep up. And every new login is one more thing an attacker can try. Before adding anything new, make sure your cybersecurity, your backups and your network are in good shape.
Start small
Pick one problem worth solving, like missed after-hours calls or the time spent on notes. Try one tool with a small group. Write down what worked and what did not, and only then roll it out to everyone. Practices that add five AI tools at once tend to end up with five half-used subscriptions and no clear picture of where their patient data lives.
Thinking about an AI tool for your practice?
Xceltek supports dental and oral surgery practices nationwide. We work with your software vendors every day and can help you vet a new tool before you commit.
Common questions
Does HIPAA allow AI tools?
HIPAA does not ban AI. It applies the same rules as it does to any other system. Patient information can only go to vendors that have signed a Business Associate Agreement, and your practice is still responsible for keeping it safe.
Can we use free AI chat tools for patient work?
Not with patient information. Free consumer tools generally do not come with a Business Associate Agreement, so names, images and chart details should stay out of them.
Do we need to tell patients?
If a tool records or listens during a visit, yes. Rules on recording conversations vary by state, and some states require consent from everyone involved. Check your state’s rules and let patients know.
