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

Enable Dental Completes Its Migration To CareStack

Enable Dental Completes Its Migration To Industry Leading Cloud Based Dental Software

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 . 

What serves to be a greater satisfaction for a customer than a notification that rings “Appointment booked”? Of course, there’s no alternative to the convenience offered by an online dental scheduling software.

With the convenience offered by online dental scheduling, you can say goodbye to your administrative hassles and dedicate your time to patient care.

So are you ready to transform your dental practice and take it to the next level? If so,

5 dental marketing strategies for online scheduling,

5 Dental Marketing Strategies for Online Scheduling

Enhance Online Presence Through Valuable Feedback

Earning the trust of existing customers is the foundation for building a strong online presence. These existing customers are familiar with the usage of 

 and asking for their valuable feedback can be done by linking review requests with 

. This creates a strong compelling reason for potential customers to reach out and make their decision in full confidence.

The era of making an appointment at the front desk is over and it’s time for people to switch to a smarter solution. This switch doesn’t come easily unless you create a compelling prompt that evokes curiosity and calls upon immediate action. Therefore the strategic placement of a meaningful Call-to-Action prompt like “

” can encourage potential customers to take immediate action with a single click. This boosts patient engagement and creates conversions for your dental practice website. Here are some examples: 

Request Appointment

Making An Appointment

In the context of dental care, social media platforms have the potential to reach a larger audience by increasing awareness of their services. With the help of social media, you can address the significance of 

 and bring in more potential customers through educational posts, interactive polls, and high-value testimonials. In this case, a post with a good CTA for online dental bookings can bring a lot to the table in terms of engagement.

Power of Social Media

 strategy is a game-changer for patient engagement. In simple words, applying the knowledge of dental SEO makes it easy for potential patients to find you when they need you. For instance, if someone is in the urgency to book a 

, they would search the query keyword and click on the top 5 suggested results in Google. With the help of relevant keywords, you can drive more traffic to possible conversions.

In the end, the best SEO strategies put in a lot of emphasis on website user experiences such as fast page load time, mobile-friendly design, engaging headings, and informative content.

how can a dentist rank #1 in search engine results?

https://delmain.co/blog/dental-seo-guide/

Optimizing Google My Business Listing (GMB)

Google By Business is a powerful tool for 

. By integrating a custom link for the online dental booking system, you can make it more convenient for patients to book appointments anytime and anywhere.

Make sure to update your listing with accurate information, upload quality photos of services, encourage patients to leave reviews, and respond to reviews constructively. This helps build credibility around your services and eventually convinces potential patients to opt for an online dental booking service.

In terms of convenience, opting for an advanced 

 is the solution for your practice management needs. With 

Virtual Assistance for front desk administration



, is at every step of the way to ensure that all your practice goals are met on a timely basis. Boost patient engagement, elevate the game of dental marketing, and make informed decisions with CareStack's practice management software.

Online Appointment Portal

How does the dental scheduling software work?

 is to simplify the process of online bookings for patients. This helps you to save time and reduces the load of the front desk. It has all the tools to maximize your productivity such as appointment reminders, daily appointment lists, single URL management, Pay-by-text, etc

What is the best practice for increasing engagement with online scheduling?

You can showcase the available option of an 

 on your website with a good CTA. It’s recommended to use CTA’s such as, book your appointment now, schedule an appointment, or request an appointment.

 practices are centered around streamlining operations for more patient engagement. Some important tips to remember are, to send appointment reminders, provide convenient time slots, plan appointments ahead, and allow rescheduling in times of urgency.

Next Level With Online Bookings

Take Your Dental Practice To The Next Level With Online Bookings

Compassionate communication with patients should be considered as part of the cure and plays an important role in practice success.

With dental anxiety being one of the top reasons impacting dental visitations, excellent patient communication becomes crucial.

Establishing good, clear, and structured communication

 with patients is vital for proper diagnosis, effective treatments, and quality care for your patients. 

Ignoring Your Patients: Front Office & Clinical Staff Conduct

can make a patient confused and emotionally stressed

 when they leave your practice. While front office systems mark the first interaction the patients have with your practice, clinical operations cover everything that falls between the initial consult and diagnosis to case acceptance. Together, these critical practice systems form the core of your patient experience. 

 for both of these systems. The front desk handles activities that range from answering phone calls, resolving queries, handling new patients, 

. Clinical operations handle patient transitions through diagnosis, consultations, plan presentations, and addressing patient concerns regarding treatments.

It must be consciously ensured while juggling multiple tasks that your 

. While nobody does this on purpose, it is an unfortunate and critical outcome that starts to creep slowly into your practice culture. This normally happens when a practice prioritizes efficiency over patient comfort and is a trait that needs to be watched out for and avoided.

Patient feedback is a luxury. Not all patients provide you with inputs on staff conduct and care experience. They leave and move on to the next practice.

Negative communication includes both verbal & non-verbal communication. The rolling of the eyes, an aggressive tone of voice, and the sigh when answering a question, are cues that reflect your attitude. These are strong indicators for which patients remain alert to judge the quality of practice. 

A negative attitude affects both patients and internal staff alike.

Another ‘must avoid’ is second-guessing decisions made by doctors in front of patients. It’s important to have an honest and open communication culture, but not at the cost of undermining the credibility of the dentist in the eyes of the patient.

The next item on the not-to-do list is office gossip. It is a healthy practice to 

. While this may seem like a good way to keep things jovial at the workplace, it can soon turn toxic and take over the work culture. Moreover, 

patients can quickly pick up the vibe of the office

, and gossiping impacts how patients start viewing your practice.

Professionalism & Confidence: Stop Using ‘No’ and ‘Maybe’

Professionalism and patient care rank among the top two parameters considered by patients when they choose a practice. Patients are already anxious about dental procedures and their associated costs when they turn up.

patients want to entrust their oral health in the hands of confident professionals

 who know what they are about. There is no way patients can judge the quality of treatment other than relying on physical cues and the attitude, conduct, and professionalism of your staff. It is important that your staff understands this. 

Avoid using ‘Maybe’ and ‘No’ when interacting with your patients, be it while discussing treatments, greeting them at the front desk, or how you address patient queries. Instances where your employees are unaware of how to address certain queries, especially in the case of benefits coverage, need to be handled with skill and confidence. This is when your call scripts, mock drills, and training pay off.

typical patient remembers less than half of what their doctor tells them

, especially when communicating treatment procedures. Try to avoid technical terms and industry jargon. The objective of patient communication is to 

people don’t usually acknowledge something that they don’t understand

. This holds true when explaining treatment plans to your patient, who hesitates to ask questions. The last thing you want is your patients to zone out and drag their feet during case acceptance.

Oral health is your number one priority when treating patients. On the other hand, this might not always be your patient’s first priority. While medical health is normally considered a top priority for dental procedures, your patients might consider their finances first.

This is when patients opt for quick fixes or delay procedures to cut down on their out-of-pocket costs. In such a context, 

patients deeply resent last-minute surprises

 in payments and the scope of benefits covered. 

Clarity and honesty on the cost of services are an integral part of the patient experience in dentistry. When communication of costs is carried out half-heartedly or without the proper attention it deserves, you lose credibility in the eyes of your patient. Once this happens, they start second-guessing all the previous and future treatments you recommend.

The Best Approach For Effective Patient Communications

Acing the Emotional Quotient: Listen, Empathize, Solve, Repeat!

Fostering loyalty in your patients and standing out from your competition requires more than competent dental care. Lasting relationships are built based on the value you provide to your patients. For a practice, this means going beyond competent care to embrace the emotional quotient of human needs. When your patients start seeing you as their personal oral-health guardian rather than just a dentist among many, you 

establish a strong foundation built on trust

Your employees need to understand this distinction. A practice is not just an outlet to sell services to consumers. The primary priority of your practice is patient health, and success is just the natural consequence of this focus. To achieve one, you must focus on the other. For this, you need to 

listen to your patient, have empathy and provide solutions to their problems

When you listen to your patients, it shows your depth of interest to solve their problems. Respect is nothing but paying attention. Listening connects a bridge of empathy with your patient that lets you go above and beyond conversation scripts to build lasting relationships.

Solving patient problems is a skill set that needs to be honed

 with consistency. Your passion for dentistry will get you started, but you need skill for the endurance required for practice success. This is where investing in continual improvement initiatives and training pays dividends for yourself and your staff. 

Communicate in Layman Terms: Before, During, And After Treatments

Using jargon and medical terms is a poor approach to patient communication. It is vital that you 

build a narrative that is relatable to the layman

. For instance, ‘carious lesions’ can be better expressed as ‘cavities,’ ‘periapical radiolucencies’ in a patient x-ray can be better described as a ‘puss pocket’ in their bones, and ‘periodontal treatment’ becomes ‘gum disease.’

At the operatory, don’t seat the patient and then leave without an explanation. Acknowledge the patient, and if they are in the mood, 

 being made. It’s beneficial to communicate the ‘what’ and the ‘why’ of the procedure while at the operatory. 

Check in with the patient frequently during the procedure

 and initiate efforts to make them feel at ease. 

Immediately after the procedure is complete, make sure that you communicate what has been done and discuss the next steps. Personally escort your patient out of the operatory while making sure that you let them voice their concerns and provide expert counseling to assuage their fears.

From using visual aids to explain complex 

, technology amplifies the quality of your patient communication and interaction. Practice management software (PMS) is a great investment that aids patient communication processes at a practice.

CareStack helps you roll out a structured communication framework that provides a convenient pre-visit process, 

 during visits, and ongoing post-visit patient engagement. CareStack features solutions such as easy-to-use 

 a breeze for both patients and the practice. 

The relevance of excellent patient communication is often downplayed and is considered an add-on to dental treatments. But 

from a patient’s perspective, communication holds equal importance, if not more

. Effective patient communication builds stronger customer relationships, develops customer loyalty, generates referrals, boosts patient volumes, and improves the reputation of your dental practice.

The Do’s & Dont’s for Effective Patient Communication

 leads the technology wave in dentistry and brings with it the benefits of automation. Dental practices can achieve new levels of 

 with automation and provide great value for their patients. Before exploring the ‘how’ of practice automation, let’s consider the ‘why’ of it first.

groups and Dental Service Organizations (DSOs)

 pushes practice owners to work harder than ever before. There is a massive need for dental practices to add value, improve patient engagement, and provide consistent quality of service. All this while reducing overheads and efficiently navigating the trenches of day-to-day operations. 

Automation is already playing a key role in increasing case acceptance, improving patient engagement, acquiring new patients, and streamlining communication and coordination between staff members and patients alike. With the new realities of Covid-19, 

 solution for dental practices to consider. 

Here are four processes that benefit from automation in a dental office:

1. Reminders: Treatment plans, Appointments, Patient recalls

 is a great way to improve patient retention and practice efficiency. A modern cloud-based practice management software helps you roll out reminders for multiple contexts. This includes but is not limited to 

 and patient recalls. Reach out to your patients, reach out to them in ways they prefer, like text messages and emails. 

Moreover, automating follow-ups effectively ensures that your patients are well cared for even 

. Let’s consider automation in the context of treatment plans. Once you’ve completed a treatment procedure and outlined the next steps, a follow-through email detailing the care instructions gets delivered to your patients. Automating this process, removes the possibility of errors and ensures that your patients receive necessary instructions before they get back home.

 which are the backbone of any thriving practice. This is a time-intensive activity that demands constant attention and effort from your staff. It requires careful planning and communication across multiple channels and media platforms. Additionally, you need to monitor patient interactions and maintain a proper cadence for your recall campaigns to yield results. Automation helps you roll out your plans at the flip of a switch and provides periodic data that paints an accurate picture for recall campaigns. It helps 

 that tells you what works, what needs to improve, and what has to change. 

The ability to configure the frequency and format of reminders is another added benefit of automation. Let’s consider appointment reminders. Practice management software lets you configure how frequently reminders get sent. You can easily 

, based on patient types and their preferences. Configure daily, weekly, hourly, or custom reminders for each patient type. You can send frequent reminders to those patients that need them while respecting the privacy of patients who keep their appointments and don’t wish to be bothered. Such configurations help you add 

 and improve engagement without any additional grunt work. 

Cancellations and no-shows are the facts of life at a dental practice. No matter how much you refine your plans for missed appointments, it always sends your front desk into a frenzy to fill empty slots. These last-minute changes scramble your plans for productive scheduling, where you carefully structure your daily schedules to meet production targets. Practice management solutions offer fill-in features that 

automatically detect last-minute cancellations

 and run through your cancellation lists until a replacement is found. 

 through your website, the patient intake process becomes a breeze. Electronic forms streamline the patient registration process and enable patients to fill in the required paperwork before they set foot in your practice. They have the flexibility to complete the intake process using their laptops or smartphones. The main contribution from automation is in the time saved when the digital registration forms 

. This ensures accuracy and is a convenient alternative for the practice and the patient. Hours spent in entering data from messy notes get done in a matter of minutes.

Patient ratings are a crucial part of the new patient sales funnel. Normally, this involves collecting patient feedback from the front desk, compiling and then posting it onto digital platforms. With 

 features, practice management software helps 

. Text messages with links to register feedback get sent to patients as soon as they check out from your practice. All it takes is a few clicks to gather and post feedback and testimonials to your website and social media platforms.

Disruptive technology offerings by CareStack help streamline your production by 

one complete solution to manage everything

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