Using Cloud-Based Practice Management Software to Create a Better Work-Life Balance

Whether working between multiple offices, while on the road, or on vacation, a cloud-based practice management software can provide ease in the orthodontist’s day

Amy E. James, DMD, MS, knows more than most about cultivating a healthy work-life balance. As the owner of Dr. Amy James and Associates, Haddonfield, NJ, her home residence literally sits above one of her two orthodontic offices. Instead of tying her to the office, the cozy arrangement allows for maximum harmony, not to mention a lot less driving.

Another key component of the work-life equation came 3 years ago with the adoption of a cloud-based system, specifically Cloud 9. Orthodontic Products sat down with James to get to the why and the how of her 2018 conversion to Cloud 9, and specifically the role of a cloud-based practice management platform in fostering the all-too-elusive work-life balance.

Orthodontic Products: What’s your specific work/life situation in 2021?

Amy E. James, DMD, MS.: I own two sole proprietor practices. One is in Haddonfield, NJ, and the other is in Center City in Philadelphia, and it is called Art of Smile Center for Cosmetic Orthodontics. I have two sons, ages 20 and 25. One is in college down in North Carolina and one has his own apartment and is working and going to school. I am almost an empty nester, and I have a dog.

OP: How long have you had Cloud 9 Software?

James: I started using Cloud 9 in June of 2018.

OP: Why did you switch from your server-based software?

James: The catalyst for going to cloud-based computing was that a lot of things were changing. Our physical location was changing and we were ordering a 3D cone beam x-ray machine. New office, new lab, new computers—and it was time to just avoid having a server. I had been wanting to go to cloud-based for a while.

OP: What else is going on in your life these days?

James: As far as the work-life balance, I’m building another office in Philadelphia. I do a lot of charity work with a group called Rotaplast, which are cleft palate missions to third world countries. Remember, it’s not just about raising kids when you talk about work-life balance, it’s about all the other things that we do. For example, I was president of my Rotary Club. Up until 3 years ago, I was teaching at Temple.

OP: What do you like best about the cloud-based system?

James: I can do a lot of my chart work, my data input, looking at films, and sharing images from anywhere now that it is cloud-based—and I travel a lot so it’s highly convenient. I travel for CE, I travel for The Charles H. Tweed International Foundation, and I teach for them. It gives me work-life balance being able to compute with the cloud, because I can access it on the plane and in my hotel.

OP: How has it helped with your two offices?

James: Between the two offices, it was really a big deal because we used to have to run a VPN between the offices and share data that way, which wasn’t ideal. Now we have one database with Cloud 9 but they can easily divide it into two locations. They can divide it by doctors, whether it be my day, or my patients compared to my associate’s patients. That’s definitely work-life balance because we can be in either office and see what’s going on in both offices.

OP: Is there a specific situation that illustrates the concept of work-life balance?

James: Every time I’m on vacation…it’s very hard to go away and leave your business. You can potentially put the practice behind you because you have associates and really good, well trained team members, but the administrative stuff just tends to build up. It grows exponentially with treatment plans, reviewing x-rays, and even the digital workflow.

On every plane, every beach, every hotel lobby, every breakfast bar—there’s always something you have to check on. I can just get onto my laptop wherever I am and finish my notes. That’s probably been one of the biggest advantages, and it makes life a lot easier. You can pick up any computer and log into your Cloud 9 patient management software and add in something that you forgot, or send a message to your team so that they get it first thing in the morning. I send pictures to my staff who are back at the office seeing patients when I have my feet up on a lounge chair and I’m looking at the beach. Cloud 9 is up on screen, and my staff will say, ‘Stop working you’re on vacation!’ However, when you own your business you don’t ever turn it off.

OP: How is cloud-based software helping during the COVID-19 pandemic?

James: We shut our doors on March 17. When we left for the day, we said, ‘Okay everybody we’ll see you in 2 weeks.’ And then 12 weeks went by. But we were able to forward all of our phones to different administrative people to answer the calls, and then every single staff member could log in to Cloud 9, make appointments, and change appointments at any given time. All of the patient information is available to us at any time of the day or night from any location. Cloud 9 was invaluable for us. We could have never gotten through COVID so seamlessly without it.