Improve Profitability through Clean Claims

With almost 11 ADA recognized dental specialties and having a burgeoning market share, the specialty dental business is here to make significant gains in the coming years as we take a cursory glance on the latest trends of the dental industry.

Listen to Ryan Arnold, Principal, Wisdom Teeth Guys as he explains the possibilities that lie ahead for Dental Specialty business and how he has paid attention on patient care,technology adoption and brand management to further sustainable practice growth for his specialty.

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Creating Sustainable Specialty Dental Businesses

Dentistry's Inner Circle Podcast

A series of podcasts from practice owners on how they navigated the change and successfully transitioned to CareStack. 

How Dr. Williams' Practice Optimized Growth with CareStack

Case Study: How Dr. Williams' Practice Optimized Growth with CareStack

Expanding Dental Care beyond the Clinic

Expanding Dental Care Beyond the Clinic

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Embracing Change To Grow Your Group

Beatrice

Ishtiaq Rouf

Dana Veach

Dr. Himesh Kana, DDS

Himesh Kana

 Penny Filipe

Promoted to Manager, Now What

Promoted to Manager, Now What?

Top Trends in Dental Software for 2025

Top Trends in Dental Software for 2025: What Practices Should Prepare For

Brand Guidelines for Dental Offices to Attract and Retain Gen-Z Patients

Reducing patient no-shows and cancellations begins by accepting that 

it’s impossible to guarantee that your patients will always keep their appointments

. Once you accept that this falls outside your control, you can pool your efforts on the aspects that are within your control, and which help reduce no-shows and cancellations.

missed appointments cause a ripple effect

 that impacts your schedules, revenues, and the effectiveness of treatments. It strikes a serious blow to your bottom line. But with that said, there are 

effective safeguards you can put in place

 to address this issue. Before we explore these safeguards, let’s examine the key reasons behind no-shows and cancellations. 

Typically, patients miss their appointments when they:

Don’t understand the importance of keeping their appointments

Misunderstand when their appointment is scheduled

Self diagnose and decide to skip their appointments

Worry about bad news and try to avoid the situation

Have a shallow relationship with the provider

There is a wide range of reasons for patients to miss their appointments, but most can be mitigated with improved patient-provider communication and by implementing the following safeguards.

It became widely accepted as a care delivery method after the 2020 pandemic, but thanks to the convenience offered to patients, 

 is here to stay. Outside the initial check-up and actual treatment, consultations and routine post-op visits can be performed remotely. The virtual interactions offer patients the opportunity to 

receive treatment in the comfort of their living room

 or office. The added benefit of leveraging teledentistry is it adds one less reason for patients to rethink or opt out of their dental appointments. 

Another approach that has gained traction is using 

 to collect vital patient information. E-forms are a key feature of modern practice management software (PMS). This feature is now used widely to stay in line with the COVID-19 safety protocols. With this new norm, practices have completely replaced the clipboard and embraced digitization. Another fact that supports this approach is that 

98% of patients who take time to fill out online forms commit to their appointments

COVID-19 has added fuel to the fire of dental anxiety among patients. The risk of exposure is a valid fear. The best way for you to 

 is with communication and education. Ensure you convey the safety protocols and measures followed at your practice to reduce the risks from COVID-19. Launching targeted email campaigns, and updating relevant information on your practice website and 

convey your commitment to patient care and safety

 and encourage patients to follow through with their appointments.

When you provide your patients with the option to make payments in advance, it reduces the instances of no-shows and benefits your collections and accounts receivable. Get paid upfront instead of having to wait for 2-3 months. Paying cash in advance leads to 

. You can provide this option during patient checkout, especially when both you and your patient agree with the importance of scheduling the next appointment.

Offering upfront payment at this stage is apt, as the patient is likelier to take action and commit to their oral health. Another way to make it easy for them to pay is by providing an 

. Make sure that you inform your patient about your prepaid payment options. Market it through your campaigns, newsletters, and phone scripts.

Reminders are an effective way to reduce patient no-shows. Plan your 

and decide on a frequency that works best for your target clientele. Start off with a postcard, followed by email and text reminders. Add a phone reminder a few days before the scheduled appointment. Ensure that you cut down on reminders once you receive confirmation from your patients. Practice management software aids you to launch, coordinate and track your recall campaigns effectively.

reward patients who keep their appointments

. The reward initiatives can include discounts or gift cards. The benefits of such an approach are twofold. You encourage your patients to follow through on your appointments and 

convey how much you value their participation

. Moreover, curating such experiences helps you retain your customers.

Sometimes, patients simply forget an appointment. Send 

 that can include a “We missed you at the practice” message. Follow this up with a phone call to encourage them to reschedule immediately.

It is crucial that your patients know the impact of your treatments on their oral health. If your patients are not invested in the outcomes of your treatment plan, it is unlikely that they will uphold their commitments. 

 before every appointment. Remind them of the benefits of the procedure and the progress they’ve made so far. 

 of the scheduled appointment and ensure that they are fully onboard. A phone reminder before the appointment will help refresh what they already know about the 

Patients skip appointments because they owe your practice money or are worried the procedure will be too expensive. When this happens, it’s time to 

. It’s important that payments never come as a surprise to the patient. This causes anxiety in the patient, especially when they expect hidden expenses from each visit. When 

 and benefits are discussed upfront and agreed upon, patient no-shows due to financial concerns can be avoided. 

 allows you to effectively educate and communicate with your patients. Automating tasks like appointment reminders or confirmation/cancellation emails, filling last-minute openings, and sending online forms and other notifications to engage patients, practices can drastically cut revenue loss and staff workload while reducing patient no-shows and cancellations.

Eliminating No-Shows and Cancellations at Dental Office

For a dental practice, revenue cycle management is the equivalent of the body’s circulatory system and the heart of a practice’s financial success. The revenue cycle incorporates data capture, claims and denials management, and the collection of payments from both patient and insurance receivables. A healthy system works in concert with industry best practices and technical solutions to optimize efficiencies, identify “leaks” and improve operational workflows. As every practice is unique, it is difficult to prescribe a “one size fits all” approach. However, there are key performance indicators, which can and should be followed to measure practice performance. There are several potential KPIs which provide valuable insight into the collection’s performance and financial health of practice including, but not limited to: Collections percentage, Production growth, Aging accounts receivable, Days sales outstanding, Adjustments percentage, and Credit balances. 

Since 2011, the dental industry has experienced a steady and upward trend in aging receivables, with the majority of balances aged greater than 90 days. The good news is that CareStack offers a solution that combines modern technology, effective processes, and industry expertise to kick start the heart and breathe life back into the revenue cycle.

Revenue Cycle Playbook for Dental Professional

Revenue Cycle Playbook for Dental Professionals

From small, solo practices to large, multi-location clinics, these case studies demonstrate the versatility and value of CareStack in improving the patient experience and driving practice . 

CareStack has partnered with Overjet, the world leader in dental AI, to introduce the 

—a comprehensive solution designed to enhance patient care, streamline operations, and drive business growth for dental practices and DSOs.

 integrates six cutting-edge capabilities:

 – A complete dental practice management solution.

 – AI-enhanced dental imaging for improved diagnostics.

 – FDA-cleared AI for automated detection and quantification.

 – Enterprise VoIP with real-time transcription, call tracking, and marketing attribution.

 – Automated insurance verification, claims processing, and payment solutions.

 – Centralized reporting across PMS, payroll, marketing, phone, and procurement systems.

“Dentists shouldn’t have to piece together multiple solutions,” said 

. “With Overjet, we’re delivering a unified platform that simplifies operations and enhances patient care.”

, emphasized their shared vision: “This platform sets a new standard for dental care, making AI-driven insights easily accessible for providers and improving patient outcomes.”

, the Smart Dental Platform will seamlessly integrate Overjet’s AI-powered analysis into CareStack’s cloud-based imaging suite, improving diagnostics and case acceptance.

CareStack and Overjet Introduce First-Of-Its-Kind Smart Dental Platform

Every industry is undergoing a technological transformation, and dentistry is no exception. Dental practice owners must look at technology investment decisions in 2025 to stay ahead of the curve and remain competitive. As 2025 unfolds, several trends in 

 are set to reshape how practices operate, interact with patients, and drive growth. As a decision-maker at a dental practice, here are the top trends you should prepare for in 2025:

As the AI gold rush hits full steam in 2025, we are going to see AI being introduced to every touchpoint in healthcare. AI tools can already analyze patient records, predict treatment needs, and streamline scheduling. In 2025, expect to see AI-driven solutions offering personalized patient communication, enhancing treatment plan acceptance, and reducing administrative burdens. Every software vendor out there will say that they are AI-driven, so it is important to do proper research before you buy software that claims to be AI-driven.

AI Agents for Automated Patient Reminders and Follow-ups

. This could be a revolutionary feature for practices that don’t have the time to identify the patients most suitable for re-engagement. AI agents can evaluate records based on learning models to take up patient re-engagement and re-activate patients.

Predictive Analytics for Patient Retention

. Another area where agentic AI can help is by learning about the key metrics associated with patient retention so that even before patients leave the office, practices can start a personalized re-engagement program.

AI-Driven Diagnostic Tools Integrated into Imaging Software

 is launching an integrated imaging solution into the practice management platform. This system works with all major imaging sensors and is deeply integrated with Overjet’s AI solutions to provide class-leading clinical decision support to your office.

2. Cloud-Based Practice Management Platforms

Cloud-based PMS systems have been around for a while, but 2025 could be the year they go to the next level. With access to clinical and patient data, the cloud PMS systems can work with their customers to quickly and effectively deploy AI-driven technology solutions at scale to create massive improvements in efficiency and revenue growth. Another factor that will accelerate the adoption of cloud PMS systems is the constantly increasing threats around cyber security, forcing practices to take security seriously. These factors, combined with the ability of cloud PMS systems to help in easier decision-making by consolidating data, will keep cloud PMS systems as a relevant trend in 2025.

Why It Matters

In 2025, more Gen-Z and digitally native patients will be stepping into your dental practice. The expectation of these new classes of patients for their in-office experience is different from the previous generations, and would require dental offices to think differently. Expect new software solutions to come out with integrated payment options, loyalty programs, 2-way texting, patient portals / mobile applications, and most importantly, integration to social media channels for posting reviews, as well as creating AI summaries for them. These platforms will allow patients to schedule appointments, view treatment plans, access billing information, and communicate with their dental team, meaning they would be a part of your cloud PMS system or be deeply integrated into them.

Mobile-first designs for on-the-go access.

Integrated payment options for faster transactions.

You can upgrade your Gen-Z marketing game with this insightful 

 from CareStack. This guide will help you revamp your in-office experience for Gen-Z patients to retain them and create better outcomes.

Another area where AI is going to be big in 2025 is Data-driven decision-making. Dental analytics tools with robust reporting capabilities already help practices track key performance indicators (KPIs), patient demographics, and treatment trends. Throw in the capabilities of AI to summarize and highlight potential improvement opportunities, and we are looking at a lot of possibilities in 2025 from these analytics tools.

Optimizing staff performance and scheduling.

One of our favorite upcoming analytics tools is 

. They have the only solution built to consolidate key metrics from multiple locations or PMS systems and present them for accounting processes. This, along with the regular financial and clinical modules, significantly reduces the time taken by DSOs to analyze data and make decisions. And if you are talking to them, ask them about the Provider Payroll calculation feature. There is nothing like it anywhere else!

The Centers for Medicare & Medicaid Services (CMS) already has several rules and programs related to healthcare interoperability, including CMS Interoperability Rule Compliance, CMS Interoperability and Prior Authorization Final Rule (CMS-0057-F), and the ONC Health IT Certification Program to name a few. But in 2025, interoperability will become an even bigger priority for software vendors in healthcare as practices adopt multiple software solutions, all of which would need to work together to train AI models to create meaningful outcomes. Expect aggressive release of open APIs to enable seamless communication between different systems, such as imaging software, billing platforms, and practice management tools. 

Automates workflows for improved patient experiences.

Consolidates data for training AI models.

Did You Know

Sophos, a global leader in innovative security solutions for defeating cyberattacks, released a sector survey report earlier this year. Titled 

“The State of Ransomware in Healthcare 2024,”

 this revealed that the rate of ransomware attacks against healthcare organizations has reached a four-year high since 2021. Of those organizations surveyed, two-thirds (67%) were impacted by ransomware attacks in the past year, up from 60% in 2023.

In 2025, expect dental software providers to double down on robust security measures, including encryption, two-factor authentication, and real-time threat detection. Unfortunately, malicious actors are expected to double down and target vulnerable dental offices, especially older offices that have not upgraded processes, hardware, and software in a long time.

Train staff on cybersecurity best practices.

Choose vendors with proven security credentials.


CareStack comes bundled with data encryption, two-factor authentication, IP whitelisting to restrict access and a lot more to help you stay protected from potential ransomware attacks. You will never lose your data, as it is always backed up.

3D printing technology is becoming more accessible, and 2025 could be the year AI comes in to improve these software systems and integrate them deeper into practice workflows. Practices can design and manufacture crowns, aligners, and other devices in-house, reducing costs and improving turnaround times. Expect smart entrepreneurs to create automation layers into these software for even better efficiencies.

We talked about the changing demographic of the patient population, and the importance of Gen Z. Well, Gen Z has a strong commitment to sustainability, with 82% expressing concern about the state of the planet. They are willing to take action, with 72% saying they have already changed their behavior to reduce their impact on the environment. So if you have not taken sustainability seriously until now, this is the time. You can start by enabling paperless workflows and software solutions that minimize environmental impact, and proudly announce yourself as a responsible care provider to your target audience.

Automated energy-saving hardware features.

Dental software is incorporating VR and AR to help practices present cases and educate patients better. Expect more integrations from dental software vendors with VR and AR hardware in 2025. As these hardware tools become cheaper, smaller and lighter, there will be more possibilities to introduce them into your chairside experience or for engaging patients at the front office. Expect integrations from leading software players to experimentally incorporate some of these hardware into the treatment planning and case presentation workflows.

2025 promises to be an eventful year, as investments into AI could mean that software vendors are forced to relook at their existing value propositions for dental offices. To remain competitive in 2025 and beyond, dental practices will also be forced to adopt innovative software solutions that streamline operations, enhance patient experiences, and drive growth. At CareStack, we will continue to create solutions in 2025 that help dental offices to make better decisions, increase revenue and improve patient experiences. If you are looking for software that can do it all for your dental office, reach out to us at 

Looking for the best cloud-based dental software?

Book a demo with us!

Why is it important for dental practices to focus on Gen-Z patients?

It is important to engage with Gen Z patients through tailored marketing, convenient digital services, and preventive dental care to foster loyalty and long-term growth for dental practices:

Population Size and Growing Influence: Gen Z (born between 1997 and 2012) is becoming one of the largest segments of the U.S. population, accounting for approximately 20% of the total population, presenting a significant opportunity for dental offices to build long-term patient relationships early in their lives.

Healthcare Spending and Independence: A report by the Transamerica Center for Health Studies notes that 77% of Gen Z are likely to manage their own healthcare as they age. Dental offices that engage this generation early can establish loyalty and generate recurring revenue through preventive and cosmetic dental services.

Focus on Oral Health and Aesthetics: The American Dental Association (ADA) has reported an increased interest among younger people in cosmetic dental treatments like teeth whitening and clear aligners. This aligns with Gen Z's value of appearance and digital identity, providing dental practices with an opportunity to market these services effectively.

Digital Preferences: 98% of Gen Z owns a smartphone. They expect convenience and digital engagement, including online booking, digital reminders, and educational content through social media. Dental offices that adapt to these expectations can increase their reach and patient engagement.

Preventive Focus: According to the CDC, younger generations are more focused on preventive care than previous generations, making them more likely to seek regular dental check-ups if effectively encouraged.

To attract Gen-Z patients to your dental practice, it’s important to adapt to their preferences, which are shaped by the digital landscape and a desire for personalized experiences.

Here are some new-age patient acquisition tactics that dental offices should consider to effectively engage Gen-Z:

1. Social Media Presence (Especially on TikTok and Instagram)

Gen-Z spends a lot of time on social media, with TikTok and Instagram being the most popular platforms. Creating engaging short-form content, like behind-the-scenes videos, dental care tips, or myth-busting, can attract their attention.

Use relatable humor, educational content, or even collaborations with local influencers to generate interest and create a positive image of your dental office.

YouTube and TikTok videos that show what to expect during a dental appointment, introduce the team, or showcase transformations can build comfort and trust.

Live Q&A sessions can also be valuable to address common concerns or answer questions about procedures, which helps build credibility.

Gen-Z loves interactive and engaging experiences. Offer rewards for loyal patients, like points for every appointment or referral that can be redeemed for discounts, services, or branded items.

Gamify dental hygiene with challenges like “7-Day Smile Care” on social media, which encourages participants to share progress and win prizes.

4. Online Booking and Seamless Digital Experience

Gen-Z expects convenience. Make booking appointments easy with a 

Ensure your website is mobile-optimized and loads quickly since many Gen-Z patients will interact with your practice through their phones.

Power Tip: With CareStack’s built-in online scheduling module, you can set aside time slots for patients to book online, create workflows to send them on-boarding documentation, and get them to complete the documentation digitally, all before they even set foot inside your office.

Virtual consultations have become increasingly popular, and Gen-Z appreciates the convenience of telehealth. Offering an initial consultation virtually can lower barriers for those feeling uncertain about dental visits and can serve as an educational opportunity.

Power Tip: CareStack’s built-in tele-dentistry module can help you create virtual consultation time slots in your calendar, connect with the patient from within CareStack securely, and even get paid online before / after the virtual appointment.

 or dental health influencers who align with your brand to share their experiences. Authentic testimonials from people they trust can be a compelling motivator for Gen-Z.

Dental offices can also work with micro-influencers, who tend to have a highly engaged following and a more relatable presence.

. Highlight patient testimonials, share case studies, and provide genuine before-and-after images of procedures.

Showcase your team's personality with bios and fun content. Allowing patients to “meet” the people behind the office online creates a sense of trust and familiarity.

Power Tip: With CareSTack’s flexible email editor, you can create custom branding templates for your emails, and send them automatically from within CareStack. Which means that you can control and extend your brand yourselves, without paying for marketers and designers.

8. Focus on Sustainability and Social Impact

Highlight any sustainable practices you adopt, like eco-friendly toothbrushes, waste reduction initiatives, or supporting local charities. Gen-Z cares deeply about brands that align with their values.

Participating in community events and sharing your involvement on social media can also demonstrate your commitment to positive social impact.

 to phone calls. Offering appointment reminders, follow-up, and communication via SMS or even through platforms like WhatsApp and Instagram DMs can make it easier for Gen-Z to interact with your practice.

Let them DM questions directly on Instagram or other platforms where they follow you.

Power Tip: CareStack is Gen-Z ready, as it comes with in-built capabilities for two-way patient texting, along with abilities to send automated appointment reminders, recall reminders, payment reminders and a lot more.

10. Personalized Experience and Education

Personalize their experience by using reminders tailored to their preferences (e.g., choosing their favorite music for dental treatments).

Provide easy-to-understand educational content about procedures and oral health, as many Gen-Z patients value being informed before making decisions.

Power Tip: With CareStack, you can access patient education videos directly from the patient chart, so that you can show them what a gingival flap procedure is, rather than talk about it. You can also set up periodic newsletters from CareStack to broadcast to your patient base to educate them and build better patient relationships.

11. In-Office Selfie Spots and Shareable Moments

Create an “Instagrammable” corner in your office with props or a ring light where patients can take pictures after their visit. Encourage them to share their “bright smile” moments with a practice hashtag. This turns the patient experience into something shareable and fun.

Add incentives, like entering them into a giveaway if they share and tag your practice.

Gen-Z looks for social proof before making decisions. Encourage satisfied patients to leave reviews on Google, Yelp, or social media.

Share those reviews or testimonials on your social media channels to showcase happy patient experiences.

Power Tip: You can send review requests as text or email directly from the appointment scheduler as you check out the appointment, so that you can immediately convert a happy patient experience into a positive review in Google, Facebook, Yelp or others.

13. Provide Affordable and Flexible Payment Options

, student discounts, or offers targeting young patients. Gen-Z is budget-conscious, and transparent pricing can help them decide faster.

Consider options like pay-over-time services (e.g., CareCredit) and advertise them clearly so potential patients know they have flexibility when covering costs.

Power Tip: CareStack comes with CSPay, a built-in payment processing module that allows you to easily create payment plans, which you can then assign to patients and keep their cards securely on file for periodic billing. What’s more, the patient payments go back to the ledger and auto-applies against charges! Plus, your patients can make payments online, from their phones or even by scanning a QR code. How cool is that!

Use augmented reality (AR) or virtual reality (VR) to provide interactive experiences that educate Gen-Z patients on dental procedures. For instance, using VR goggles to let them “experience” what a typical dental visit looks like could be a good way to familiarize nervous patients.

Gen-Z patients are looking for a mix of convenience, transparency, and engaging experiences. Adopting a strategic digital presence on platforms where they spend time, offering easy ways to book and communicate, and adding a personal touch are key to winning over this generation. By embracing these new-age tactics, your dental practice can stand out and foster loyalty among Gen-Z patients.

Whether it's scheduling appointments, answering questions, or following up on treatment, the way a practice handles its phone communication can be a major determinant in patient satisfaction, retention, and practice growth.

 communication? Let's explore the key factors and the subtle yet impactful differences.

First Impressions Matter: It All Starts with the Phone

When a potential patient calls a dental practice for the first time, that interaction can make or break their decision to schedule an appointment. This is often the first human-to-human contact they have with the practice, and it’s crucial that this experience is handled professionally and warmly.

: Answering the phone in a timely manner, addressing basic inquiries, and scheduling appointments without delays.

: Going beyond the basics by greeting the patient with genuine enthusiasm, using their name throughout the conversation, and offering additional information to make them feel comfortable and informed about their decision to visit your practice.

A first-time caller should feel as though they are not just another number but a valued individual who the practice is eager to serve. This personal touch can lead to a higher conversion rate of new patient inquiries.

Clear and compassionate communication

Dental care can be a source of anxiety for many patients, so it’s essential that phone communication conveys not only information but also empathy. Patients may call with concerns about pain, costs, or the complexity of treatments, and how the staff addresses these concerns can impact the patient's trust in the practice.

: Providing clear, concise information and ensuring that the patient understands the necessary details of their visit or treatment.

: Actively listening to the patient’s concerns, addressing them with empathy, and offering reassurance. This may include following up with a kind word, reminding them of post-treatment instructions, or asking if they have any other concerns that haven’t been addressed.

Patients should feel heard and understood, and a great communicator will ensure that the conversation is a two-way street, inviting questions and feedback.

Problem-Solving and Anticipation of Needs

Patients sometimes call with issues that require immediate attention—whether it’s a dental emergency, a rescheduling need, or confusion about a bill. How efficiently and proactively the office staff handles these situations can greatly impact the patient experience.

: Resolving the issue efficiently and offering a solution.

: Not only resolving the issue but anticipating the patient’s next concern and addressing it proactively. For example, when a patient calls to reschedule, a great communicator will offer alternative appointment times that are most convenient for the patient, confirm insurance details, and provide information on what to expect during their next visit.

Being one step ahead and offering a seamless experience shows patients that the practice truly cares about their needs and is committed to providing top-tier care.

Consistent Follow Ups and Engagement

The interaction with patients shouldn’t end after they hang up the phone. Following up on treatments, sending reminders for check-ups, and staying connected through follow-up calls ensures that patients feel valued long-term.

: Sending reminders via text or email and providing follow-up care information.

: Personally, calling patients after significant treatments to check on their recovery, asking if they have any post-treatment questions, and providing personalized advice. This level of care shows a commitment to the patient’s well-being beyond just their appointment time.

Moreover, great communicators will remind patients of the importance of routine dental care and provide an easy pathway for them to schedule future appointments, keeping them engaged with the practice.

An often overlooked yet critical element of effective phone communication is the tone of voice. The staff’s demeanour over the phone can reflect the overall culture of the practice, either reinforcing a sense of professionalism or creating doubt about the quality of care.

: Using polite language and maintaining professionalism.

: Using a warm, friendly tone that puts the patient at ease, alongside clear, confident communication that inspires trust. Staff members should be trained to not only answer questions but also match the energy and emotional needs of the caller. Whether the patient is nervous, confused, or in pain, a calm and caring tone can make all the difference.

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