Running a dental clinic today means relying on technology more than ever before — PMS platforms, digital imaging, Medicare claiming, NBN connections, cloud tools and more.
We speak to many clinics across Australia daily, and we keep hearing the same stories. Not because clinics are doing anything wrong, but because dental IT can be complex, legacy-heavy, and often underestimated.
The primary aim of our blog is to remind you that you're not alone facing IT issues. In this one, the goal is to start a conversation with what the industry thinks are the main IT issues faced daily and below is our take. At the end, feel free to contact us with your top IT headache you face in your practice today.
Top 10 IT Issues Dental Clinics Tell Us They Battle With
Below is a condensed list of the frustrations we hear most often:
1. Slow or unstable PMS systems - Especially during peak times with platforms like Dental4Windows and Core Practice.
2. Imaging freezing or desyncing - CBCT units, OPGs, sensors, and cameras often lag or fail to save correctly.
3. Wifi blind spots in treatment rooms - Particularly in older buildings.
4. Network congestion during busy periods - Cloud syncing and imaging competing for bandwidth.
5. Medicare and HICAPS dropouts - Frequently linked to unstable or outdated networking hardware.
6. Older PCs struggling with imaging workloads - Large file processing overwhelms outdated workstations.
7. Inconsistent workflows between staff - Processes vary depending on who trained who.
8. Backups that “look fine” but fail when tested - A common and risky discovery.
9. Updates breaking integrations - PMS/imagingupdates don’t always align with each other.
10. Confusion over cloud vs. local hosting -The debate resurfaces in nearly every clinic.
These core issues show up in practices of all sizes including solo practitioners and multi-site groups alike.
The Three Most Contentious IT Issues (Our Opinion)
These aren’t necessarily the biggest problems — they’re the ones the industry disagrees on the most.
⭐ Issue #1: Cloud vs. Local — Clinics Rarely Agree
Cloud PMS is growing quickly, but imaging still heavily depends on local infrastructure — and every clinic has a different view.
What we hear most often:
- "Cloud feels modern and convenient, but imaging performance can suffer."
- "Local servers are fast and predictable, but expensive to maintain."
- "Hybrid setups help… but add complexity."
The truth is there isn’t a universal right answer. There’s only the right fit for each clinic’s workflow, imaging volume, and internet reliability.
⭐ Issue #2: Dental Teams Are Undertrained on the Systems They Use Daily
Across nearly every clinic we speak to, training comes up as a real pain point.
Common themes:
- Staff use only a fraction of PMS and imaging features.
- New hires learn through informal, inconsistent handover.
- Different workflows across shifts create errors and inefficiencies.
Most clinics already have the right tools — they’re just not used consistently or optimally. This can usually be fixed with documentation of process which we understand is not always a priority when face with multiple fires.
⭐ Issue #3: Cybersecurity Still Isn’t Taken Seriously Enough
Despite rising threats across Australian healthcare, manyclinics still view security as “nice to have” rather than essential.
Patterns we see regularly:
- “We’re too small to be targeted.”
- Believing that Antivirus is the full protection.
- Cloud services assumed to be secure by default.
But under the Australian Privacy Principles, clinics remain responsible for patient data regardless of where it’s hosted. Cybersecurity isn’t a technical discussion anymore — it’s a clinical risk discussion.
That’s Our Take —What’s Yours?
Feel free to agree or disagree. Think something else matters more?
If you're a clinic owner, practice manager, clinician, assistant, or someone working in the dental tech ecosystem — your perspective matters. Share your thoughts and reach out. The more open the discussion, the better the industry becomes.
Concerned about your clinic’s IT risks? Book a free 15-minute IT health check.