How Data Blocks AI in Dental Billing

This article reflects current industry practice and public HHS and ADA guidance as of October 2025. It is offered for informational purposes only and is not legal counsel.

The landscape of dentistry is undergoing rapid transformation in 2025. Artificial intelligence is now driving advancements in diagnostic precision. Digital manufacturing continues to streamline clinical workflows, while teledentistry is opening access to quality oral care like never before. The future appears bright for both providers and patients. Yet there is a sizable roadblock that cannot be ignored: many dental practices find themselves restricted by their Practice Management System (PMS) vendors creating a significant gap inAI readiness.

Despite an industry-wide enthusiasm for thedigital transformation in dentistry, practice leaders often discover that their own technology tools are quietly standing in the way. Instead of empowering teams and modernizing patient care, many systems have effectively fenced in vital data, turning technical choices into long-term strategic barriers. This data lock-in risks leaving practices behind in a time of historic innovation.

Know Your Rights: The 21st Century Cures Act

The frustration is understandable. Dentists frequently feel powerless when vendor contracts make data impossible to access or move. However, federal law has evolved to provide real recourse. The 21st Century Cures Act was enacted to advanceinteroperabilityand directly address "information blocking"that is, anything that prevents access to or sharing of electronic health information (EHI).

This legislation affirms that practice owners have the right to access and move their patient data without excessive fees or unnecessary barriers.Dental PMS vendorsemploying high API costs, slow data export processes, or proprietary file types that block transfer are increasingly being challenged on legal grounds. With stepped-up enforcement in 2025, the Department of Health and Human Services (HHS) is carrying out targeted audits and issuing substantial penalties for violations. Today,Cures Act complianceis a non-negotiable business imperative.

The Hidden Toll of Vendor Lock-In

Being unable to access your own data does not only delay technology adoption it drives up both financial and clinical costs. The so-called “data dilemma” manifests in higher expenses and ultimately less effective patient care. Practices often get billed twice: once for the privilege of storing data, then once more every time information must be exported or transferred externally.

The problem is made worse by a lack of standardized data formats, which frustrates integration between different digital tools and keeps valuable patient histories walled off in silos. These fragmentation issues prevent the benefits of AI-powered analytics from being fully realized, derail the deployment of new care technologies, and force practices to shoulder recurring costs just to maintain data access. The staff time lost to manual processes is significant hours that should be invested in care are instead spent fighting with spreadsheets.

Why Data Control is Central to Dentistry’s Biggest Shifts

Ownership and control of operational data is not just a technology matter it is the cornerstone for adapting to dentistry’s next era. Without reliable and efficient access to clinical and administrative information, the most impactful innovations remain out of reach.

1. AI Enablement:Whether interpreting X-rays, processing insurance claims, or supporting clinical recommendations, AI requires robust and comprehensive datasets. Whendental PMS vendorsact as gatekeepers, access to this essential data is severely hampered, limiting bothAI readinessand effectivedata ownership

2. Expansion of Teledentistry:Secure, seamless transmission of records and treatment notes is fundamental for telehealth. Any act of information blocking slows or limits patient access to care across distances.

3. Personalized Digital Experiences:Today’s patients expect proactive, customized care. Delivering on these expectations means being able to consolidate and analyze data across encounters which is only possible with full data autonomy.

Progress in these areas is ultimately driven by the ability of practices to mobilize and control their own information.

Concrete Measures for Data Control

Reasserting ownership over your data involves both proactive vendor engagement and strong internal policies not confrontation. Here are practical steps for practice leaders:

• Assess Vendor Contracts:Closely review contract language around data access, export, and cost structures. Opt for vendors that guarantee full, affordable access to EHI in usable formats avoiding restrictive fine print or surcharges.

• Seek FHIR-Compliant Solutions:Favor systems that adhere to Fast Healthcare Interoperability Resources (FHIR standards), which are designed for smoother and safer health data exchange. FHIR compliance signals a vendor’s openness to future-compatible integration.

• Push for Clarity:Bring upinformation blockingandCures Act complianceexplicitly with vendors before signing any agreement. The right technology partner will explain their approach to data handling without ambiguity.

• Develop Robust Data Governance:Set clear protocols for how your organization manages, protects, and utilizes patient and operational data. Internal governance enables innovation when external barriers are removed.

By taking these measures, practices move from passive dependence on vendors to active stewardship over their technological assets ensuring readiness for what comes next.

Shaping the Future of Connected Oral Healthcare

The pace ofdigital transformation in dentistryis only quickening, but real progress hinges on whether providers can freely access and deploy their own data. The industry is shifting away from outdated, closed-off systems. Both regulation and market demand are spurring a new era of open, interoperable solutions.

Practices that act now to reclaim control of their information will lead the coming AI transformation improving care, optimizing billing, and shaping stronger patient relationships. This is the time to challenge restrictive vendor models, drive adoption of open standards, and build foundations for the next chapter in dental care. Dental leaders have the power to direct this change by choosing transparent technology partners and advocating for trueinteroperability.

What is the main data hurdle your dental practice faces in 2025? Please share your experiences and perspectives below.

References

1. U.S. Department of Health and Human Services.HHS Announces Increased Efforts to Curb Information Blocking Practices.September 16, 2025.
   https://www.akerman.com/en/perspectives/hrx-hhs-announces-increased-efforts-to-curb-information-blocking-practices.html

2. ADA News.What to Know About Information Blocking Regulations.September 8, 2025.
   https://adanews.ada.org/ada-news/2025/september/what-to-know-about-information-blocking-regulations/

3. ChartRequest.HHS Intensifies Information Blocking Enforcement.September 18, 2025.
   https://chartrequest.com/articles/information-blocking-enforcement

4. Planet DDS.2025 Dental Industry Outlook.March 2025.
   https://www.planetdds.com/wp-content/uploads/2025/03/2025-Dental-Industry-Outlook-Planet-DDS.pdf

5. Overjet.Guide to AI‑Powered Dental Software Integrations.June 2024.
   https://www.overjet.com/blog/guide-to-dental-software-integrations

6. SoftSmile.Dental Trends of 2025: Top 15 Trends in Dentistry.October 2025.
   https://softsmile.com/blog/dental-trends-2025/

7. ADA FHIR Working Group.Dental Data Exchange (FHIR) v2.0.0 Ballot.April 2025.
   https://build.fhir.org/ig/HL7/dental-data-exchange/