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 . 

Switching to the right dental practice management software can change the fortunes of a dental office.

A modern practice management solution can improve in-office workflows, reduce the burden of documentation, minimize human errors, and create patient delight resulting in a higher number of new patients, better treatment acceptance and improved quality of care. Unfortunately, the decision to switch practice management software is a big one. Most practices cannot find the right set of objective metrics to evaluate the switch to a new system. They also find it difficult to plan for change management and data transfers. Even when a practice boldly decides to switch software, they often end up doing research on their own without access to the required resources to properly plan and execute their transition. This often results in ill-informed decisions and poorly implemented transformations, resulting in massive financial losses, productivity degradation, and loss of staff morale.

Thankfully, the ultimate guide to planning your switch to modern practice management software is now available. Our partners at 

, have created the best guide for selecting practice management software in 2024. This guide will walk you through every step of the dental practice management software buying process, and help you make a confident buying decision without hassles and wasted resources.

This guide breaks down the buying process into 6 different stages:

Define the Problem and Why it needs to be fixed

Determine your budget and software requirements

The article covers each of these stages in detail, with the steps to follow for each step, along with resources for assisting you in these steps. It will help you understand the advantages of a modern practice management platform, while giving you mental models to evaluate the impact for your office and make decisions accordingly.

Download this comprehensive guide, and start your practice transformation journey today.

Learn how we can help you reduce claim rejections and denials.

Book a demo with us!

Guide to Buying Software for Dental Practices

Ultimate Guide to Buying Software for Dental Practices - From Method USA

Did you know that in a research conducted by Nathan L Brown and Victoria E Jephcote in 2017, 44% of the dental charts were inaccurate among the 1128 charts analyzed?


The significant errors they found included inaccurate tooth numbers, dental restorations documented on incorrect teeth, and even restorations completely missing from the dental chart.

Accurate dental charting is the backbone of dentistry, providing a roadmap to navigate patients' oral health. It visualizes your patient’s oral features, such as tooth conditions, existing restorations, and treatment plans.

The dental chart enables dentists to create effective treatment plans tailored to each patient's needs. Whether addressing cavities, gum disease, or other dental problems, having a dental chart ensures no critical information is overlooked, leading to better treatment outcomes.

As a beginner, you might have learned about dental charts and how to read a dental chart very well at the dental school. But things might get tricky when it comes to doing it for real.

This blog post will explore dental charting for beginners from the basics and its significance in dentistry.

The history of dental charting systems dates back to ancient times, but the standardized dental charting system we use today has evolved over the last century.

Let’s take a walk back through the history of dental charts:

Some historical evidence suggests that the ancient Egyptians and Greeks kept records of dental diseases and treatments on papyrus rolls and other materials. However, these early records were rudimentary and lacked a standardized system.

Ancient Dental Treatments Records

The development of modern dentistry in the 18th and 19th centuries led to more formal attempts at dental charting. Early dental charts were often handwritten and varied from one practitioner to another. There was no standardization, and dentists used personal notations and symbols to describe dental conditions and treatments.

G.V. Black's Contributions

In the late 19th and early 20th centuries, the American dentist G.V. Black made significant contributions to dentistry, including the development of standardized dental charting. He introduced a classification system for dental caries based on the location and extent of the lesion. His classification system became widely adopted, forming the foundation for modern dental charting.

The FDI World Dental Federation introduced the Universal Numbering System in 1971. This system assigns a unique two-digit number to each tooth, facilitating easier communication and teeth identification regardless of language or location

Dental Tooth Chart

Dental charting is a systematic method of recording vital information about a patient's oral health. Dentists use diagrams and symbols to document tooth identification, existing dental conditions, and various oral aspects or pathologies.

This approach aids dentists in formulating tailored treatment plans and tracking patients' progress. Digital 

 available today facilitates efficient record-keeping and easy access to patient information.

A tooth surfaces chart also ensures dentists have a precise and up-to-date record of a patient's oral health.

By charting a patient's teeth and gums, you can identify dental issues such as cavities, gum disease, and other oral health problems and develop a personalized treatment plan to address the patient's specific needs effectively.

It allows dentists to track the progress of ongoing treatments, assess their effectiveness, and make adjustments as needed. Dental records have proven beneficial in cases of legal disputes or insurance claims.

The critical components of a dental chart include tooth numbering systems, symbols, and abbreviations.

Tooth numbering systems allow us to identify and record specific teeth consistently. There are two primary tooth numbering systems:

 Each tooth is assigned a unique number, and the mouth is divided into four quadrants. The numbers range from 1 to 32, starting from the upper right third molar (1) and ending with the lower right third molar (32). The quadrants are numbered as follows:

Universal Numbering System

 Palmer’s notation is based on symbols representing each tooth. The mouth is divided into four quadrants, and each tooth is designated with a unique symbol.

In the Palmer Notation System, the primary teeth are represented using capital letters A to T, while the permanent teeth are represented using numbers 1 to 8. Quadrants are represented as follows:

Palmer Tooth Numbering System

For example, ‘UR1’ would represent the upper right permanent first molar, while ‘LLC,’ is the lower left primary canine.

Dental teeth charts use symbols to convey specific dental conditions or procedures quickly and efficiently. Some common symbols used in dental charting include:

R - A tooth that requires root canal treatment.

Br - A tooth that requires braces or orthodontic treatment.

+ or ++ - Abnormalities or problem areas.

Dental charting abbreviations save space and simplify documentation. Some standard abbreviations include:

MO - Mesio-occlusal (a dental restoration involving a tooth's mesial and occlusal surfaces).DO - Disto-occlusal (a dental restoration involving a tooth's distal and occlusal surfaces).MOD - Mesio-occlusal-distal (a dental restoration involving all three tooth surfaces: mesial, occlusal, and distal).SRP - Scaling and Root Planing (a deep cleaning procedure for treating gum disease).RCT - Root Canal Treatment (also known as endodontic treatment).OHI - Oral Hygiene Instructions (educating the patient about proper oral care).

Dental Charting in Action

Before starting the dental charting process, collecting relevant patient information is crucial. This info includes the patient's full name, date of birth, contact information, and reason for the visit.

As the next step, a comprehensive medical and dental history is collected from the patient, including current medical conditions, past surgeries, allergies, medications, and systemic diseases.

The oral cavity, including the teeth, gums, tongue, palate, and other structures, will be thoroughly examined.

Findings will be recorded on the dental teeth numbers chart. Make sure to use a standard tooth chart to record the condition of each tooth. Any existing restorations, such as fillings, crowns, or bridges, as well as any areas of decay or enamel erosion, should also be noted.

Mark missing teeth, if any, on the chart and indicate the reason for the absence. Record the measurements of the periodontal pockets and note any signs of gum disease, such as bleeding, inflammation, or recession. Periodontal charting helps in diagnosing and monitoring gum health.

Include additional findings, such as oral lesions, anomalies, or abnormalities requiring further investigation or treatment.

Challenges in Dental Charting

Dental charting involves using specific dental terms to record various oral conditions. Beginners may need help understanding and remembering these terms. Interpreting and identifying oral conditions during a dental examination can be challenging. It requires knowledge of dental anatomy and the ability to differentiate between normal and abnormal findings.

Also, beginners may need more hands-on experience to accurately depict the dental chart and teeth numbers.

Different dental professionals may have other charting methods, leading to inconsistencies in record-keeping, which can create confusion when sharing information among team members.

Possible Errors in Dental Charting & How to Mitigate Them

a. Incorrect identification of dental conditions

To avoid misidentifying conditions, beginners should study dental anatomy and attend workshops or training sessions to enhance their diagnostic skills.

Errors in dental charts can occur due to typos or misinterpretations of clinical findings. One way to mitigate this is by adopting electronic charting systems that provide prompts and validation to ensure accurate data entry.

Misunderstandings between team members can affect patient care, and incomplete or unclear dental charting is a major cause. Implementing standardized charting protocols and improving communication within the team can help prevent such pitfalls.

During charting, beginners may overlook specific data points, such as patient medical history or previous dental treatments. Regularly reviewing and updating patient records can help in capturing comprehensive information.

Inaccurate handling of patient data or failing to adhere to privacy regulations can lead to legal consequences and ethical concerns. Dental professionals must be aware of data protection laws and maintain secure record-keeping practices.

Tips and Best Practices for Efficient Dental Charting

Best Practices for Efficient Dental Charting

 Utilize established dental charting systems to ensure consistency and clarity when communicating with other dental professionals.

 Embrace digital dental software for charting to streamline the process, reduce errors, and enhance accessibility to patient records.

 Ensure your dental staff receive proper training on charting procedures and periodically review and update their skills to maintain accuracy.

 Verify all recorded information for accuracy before finalizing the chart. Simple mistakes can lead to significant misunderstandings or treatment errors.

 Use clear and concise language to describe findings and treatments. Avoid ambiguous abbreviations or terms that may be misinterpreted.

 Engage the patient throughout the charting process, explaining what you are recording and addressing any questions or concerns they may have.

 Keep dental charts updated with each visit, noting changes in oral health and any treatments provided.

secure storage and backup of digital dental records

 to prevent data loss and protect patient privacy.

Dental Charting Software

The transition from traditional paper-based dental teeth numbering charts to efficient and sophisticated digital dental charting systems was revolutionary.

 to record, store, and manage patient data electronically, replacing the traditional pen-and-paper approach.

 Digital dental charting reduces the risk of manual errors such as illegible handwriting or misplaced documents. With standardized data entry and intuitive interfaces, dental professionals can ensure that patient records are accurate and up-to-date.

 Gone are the days of searching through stacks of paper files. Digital dental charting systems allow authorized personnel to access patient information securely from any location, facilitating seamless communication between dental professionals and enhancing collaborative care.

 The efficiency of digital charting streamlines administrative tasks, freeing up valuable time for dental staff to focus on patient care. Additionally, reducing paper usage translates to cost savings and a more environmentally friendly approach.

 Digital dental charting enables faster access to patient histories, treatments, and diagnostic images, resulting in more informed and personalized care. Patients will appreciate the convenience and responsiveness of a well-organized digital system.

Dental Charting Software Options for Dentists

 Cloud-based dental charting systems offer flexibility, scalability, and enhanced data security. They allow seamless data synchronization across devices, making it easy for dental professionals to access patient information from anywhere with an internet connection.

 solutions include digital charting modules as part of their comprehensive offerings. These platforms streamline various aspects of running a dental practice, from scheduling appointments to billing and patient communication.

 Some software providers offer dedicated digital dental charting systems tailored to the specific needs of dental professionals. These solutions often integrate with other dental imaging and diagnostic tools, creating a centralized hub for patient data.

Best 5 Dental Charting Software Solutions

Dental Charting in 2023

Everything To Know About Dental Charting in 2023

One of the largest dental service organizations in the United States, with over 1000 practices, recently experienced a cybersecurity attack that potentially compromised the personal information of tens of thousands of patients.

 may unravel only in the coming days, this unfortunate incident highlights the importance of cybersecurity and urges dental practices to take proactive measures against 

Patients entrust dental practices with their most sensitive information - from their medical histories to their payment details. With the increasing use of digital tools and electronic records, it's more important than ever to ensure that patient data is secure.

89% of healthcare providers suffered a cyberattack over a 12-month time frame. 

2022 survey by Proofpoint and the Ponemon Institute

 are becoming more common, putting patients' personal information at risk. This can result in not only financial losses but it can also damage the trust that patients have in your practice.

 is a top priority for CareStack, and our comprehensive security features reflect that commitment.

CareStack’s Cybersecurity Approach Explained

CareStack has implemented the best practices in the healthcare industry for ensuring the security of ePHI in the Cloud. We have put the following practices and measures in place to protect both CareStack and our customers against data breaches:

Cybersecurity Approach

We have implemented reasonable and suitable policies and procedures to comply with the 

 Rule's standards, implementation specifications, and other obligations.

The required Security and Privacy Controls align with HIPAA regulations, 

ISO 27001-2013 Information Security Management System [ISMS]

 comprehensive security controls and best practices.

 as well as architecture security threats, CareStack has developed and implemented a full suite of information security controls and other types of risk management.

 to the ePHI in accordance with the HIPAA security standards for the confidentiality, integrity, and availability of ePHI.

Data Security Plan

Microsoft Azure’s Cloud security management and monitoring

 to aid in the management and monitoring of Azure cloud services and virtual machines.

In order to keep the ePHI secure in the cloud, end-to-end encryption of data using 

 file systems, where each customer has an account with only the ePHI they need to accomplish their job ensuring ePHI stays intact on the CareStack environment. 

 to keep encryption keys safe are both essential for safely storing ePHI on the cloud.

To Increase network security and prevent network intrusion, we have implemented 

Anti-virus software and malware detection tools

 are installed on all computer systems at CareStack.

We have an agreement in place with Azure Cloud services that outlines the security controls that are implemented by Microsoft and the ability for the CareStack team to customize them.

 (Azure RBAC) allows authorized users to govern detailed access to Azure resources, granting only the level of access they require to do their tasks with Azure RBAC. Access is revoked when the employee leaves the organization.

 that gives an extra degree of protection to user sign-ins and transactions. Multi-factor authentication protects data and applications while allowing users to sign in quickly. A variety of verification alternatives provided by Microsoft (phone call, text message, or mobile app notice or verification code) are also in place.

Microsoft Azure’s Configurable security auditing and logging tools are engaged to assist in 

. This helps us generate, collect, and analyze security logs from Azure services.

 signed with Azure cloud services as per the requirement of HIPAA regulations.

In addition to these, we regularly implement security awareness and training programs for all our employees. Also, all CareStack employees are trained and certified in HIPAA during the onboarding process.

Cyber security is an essential aspect of running a modern dental practice. With the increasing digitization of patient data, the risk of cyber-attacks and data breaches has also risen. CareStack offers robust security features and measures you need to protect your patients' sensitive data in the cloud. With CareStack, you can focus on providing the highest level of care to your patients, knowing that your practice's data is safe and secure.

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