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.

Dentistry's Inner Circle bg 37

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. 

Expanding Dental Care beyond the Clinic

Expanding Dental Care Beyond the Clinic

Beatrice Perez

Ishtiaq Rouf

Dana Veach

Dr. Himesh Kana, DDS

Himesh Kana

 Penny Filipe

Promoted to Manager, Now What

Promoted to Manager, Now What?

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Top Trends in Dental Software for 2025

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

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 . 

It is often assumed that the success of a dental office is primarily determined by clinical excellence, state-of-the-art infrastructure, and marketing initiatives. While these elements are undoubtedly important and help in improving production, practices frequently overlook a critical factor that ensures that these elements translate into collection: 

 webinar, Maria Fuertes, VP at CareRevenue, explored these questions alongside industry leaders Ishtiaq Rouf, CEO of Bite Dental Centre, and Penny Filipe, Senior Operations Manager at Alpha Dental. In an engaging conversation that spanned a diverse set of topics around revenue cycle management, they discussed strategies and operational practices that distinguish top-performing dental offices from others. They also highlighted the essential role of effective revenue cycle management solutions like 

 in offering a streamlined and automated approach, reducing errors, accelerating collections, and improving revenue realization.

A recent case study shows that a three-doctor practice with an annual revenue of $2.4 million seemed to be running a highly successful practice; however, a detailed audit uncovered nearly $180,000 in aged receivables and a 23% claim denial rate. With further analysis, it was found that staff spend over 15 hours a week, ultimately resulting in $192,000 in lost revenue annually.

The “Perfect Storm” of Dental RCM Challenges

Dental practices are facing what Maria describes as a “perfect storm” of converging pressures. These pressures strain both financial performance and operational efficiency. 

The first of these pressures manifests in the form of

. Frequent changes in insurance policies, merging of payers, and increasing complexities in coverage guidelines make reimbursements less predictable. This leads to practices spending a considerable time verifying eligibility, ensuring accurate claim submissions, and managing appeals. If delayed or mishandled, these can disrupt cash flow and reduce profitability.

 from both patients and staff members. Patients now demand a digital-first approach, including online scheduling, contactless payments, and text-based communication. Similarly, staff expect tools to streamline workflows and reduce administrative burden. Adapting to this rapidly evolving digital landscape can be disruptive as well as require additional training and process adjustments. Services like 

 help address these challenges by introducing integrated automation that simplifies processes, reduces friction, and supports a smoother experience for both patients and staff.

 exert a significant impact on the everyday operations of dental practices. Inflation increases the cost of supplies, while a shortage of skilled staff makes recruitment and retention more challenging. This forces practices to focus on high-value tasks and eliminate low-value activities that require more effort but do not result in meaningful ROI.

During the webinar, attendees were polled on their biggest technology frustrations. Responses underscore that there is no single pain point in dental RCM. Instead, practices are navigating a complex web of interconnected challenges that, if left unresolved, can erode both profitability and patient satisfaction.

The webinar underscored that with the backdrop of all the current industry pressures, automation has become the cornerstone of sustainable RCM. By streamlining workflows and taking over repetitive tasks, automation frees staff from low-value tasks and shifts their focus to higher-value ones.

Automation in dental practices can be mapped across four distinct levels:

This initial stage marks the transition from paper-based processes to digital operations. Practices digitize records, charts, and core workflows, creating a centralized and easily accessible system. While the operational gains in this stage are relatively modest, it serves as the foundation upon which higher-level automation can be built on.

At this level, practices focus on creating seamless interoperability across core systems. Practice management software, Electronic Health Records (EHR), and billing platforms are integrated, allowing data to flow across these functions seamlessly. This reduces the likelihood of errors, eliminates redundant data entry, and creates a single source of information. Additionally, this increases the accuracy and efficiency of a dental practice, resulting in an enhanced patient experience.

 The third stage is where automation begins to deliver measurable returns. At this level, practices implement advanced capabilities such as automated claim scrubbing, accounts receivable management, and predictive analytics. These tools reduce revenue leakage and also strengthen the financial performance. It is here that practices begin to see a tangible return on their investment in automation.

practices step into a future-ready model, where AI and ML predict claim outcomes, flag anomalies in submissions, and even optimise revenue collection with minimal human intervention. In this stage, RCM becomes more predictive while achieving transformative efficiency and profitability

Levels 1 and 2 lay the foundation, while levels 3 and 4 are the ones where real transformation and accelerated ROI are realised. As the panel highlighted, for practices willing to invest in smarter automation, the payoff is not just incremental; it’s exponential.

In the dental business, there are several key metrics that every dental practice must actively measure to ensure financial and operational efficiency. These key performance indicators are not just “good to have”; they are the critical benchmark that separates the top-performing practices from the rest. 


 Insurance remains one of the primary revenue drivers for dental practices. Patients often feel at ease knowing that their treatment will be covered by insurance. However, when claims are rejected, it not only causes frustration for patients but also creates additional work for the practice. Each rejected claim requires staff intervention, resubmission, and follow-up, leading to inefficiencies that could have been avoided. Leading practices maintain a clean claim rate of 95% or higher, compared to 75–85% for the majority. A higher clean claim rate reduces rework, accelerates reimbursements, and minimizes revenue leakage.

 Higher accounts receivables indicate delayed cash flow, greater risk of non-payment, and increased staff time spent on chasing overdue balances. The longer a payment is outstanding, the more likely it is to turn into write-offs, directly reducing profitability. Successful practices typically keep their accounts receivable under 30 days, while many others operate with 45–60+ days, resulting in financial strain.

 Revenue collection is the realisation of production, the point where a practice reaps the benefits of all its efforts across clinical care, infrastructure, and marketing. A collection rate of 98% and higher is considered the gold standard in dentistry, yet most practices fall between 85% and 92%. That gap may appear small, but for a $1M practice, this translates to $60,000–$130,000 in annual revenue. This is real revenue slipping through the cracks, underscoring the critical importance of effective revenue cycle management.

 Same-day payment posting is considered ideal, as it ensures that patient accounts and financial records remain up to date, but many practices take anywhere between 3-7 days to post payments, which creates a ripple of inefficiencies throughout the revenue cycle, which ultimately impacts cash flow and overall profitability.

To help practices consistently perform at these benchmarks, CareRevenue, the sponsor of the event, provides end-to-end support across the revenue cycle. By overseeing claims, AR, collections, and payment posting with accuracy and efficiency, it ensures that practices not only track these KPIs but achieve them too.

Most dental practices find RCM to be one of the functions in dental practice management. However, seasoned industry leaders rely on streamlined processes to drive effectiveness. Drawing on years of experience, Maria outlined a framework built around five core pillars that enable practices to reduce inefficiencies, strengthen financial outcomes, and improve the overall patient and staff experience.

Too many dental practices run in a firefighting mode. They address operational gaps only after they have turned into claim denials, delayed payments, or even bad debts. A prevention-focused approach needs to be built that can identify and resolve potential problems before they escalate into major disruptions that can compromise both revenue and patient experience.

 The right technology does not just speed up the existing workflows but also improves the overall accuracy and efficiency of a practice. This enables staff members to focus on patient care without the worry of repetitive administrative tasks piling up behind them.

The success of a practice is the culmination of teamwork. The clinical team, the front desk, and the billing team all must operate in alignment with each other to minimize friction, improve accountability, and create a culture of collective ownership.

For patients, the billing experience is as important as the clinical one. Confusing invoices, unexpected balances, and outdated payment methods can reduce trust. Practices that prioritise transparency and provide modern, user-friendly payment options not only simplify collections but also strengthen long-term patient relationships. 

 What appears successful on the surface can often mask hidden inefficiencies. Consistent tracking and analysis of key performance indicators give decision-makers a clear picture about the efficiency of their revenue cycle. With this clarity, practices can identify risks, respond proactively, and implement corrective actions to drive growth.

With a clear framework in place, the next step for a practice is to translate them into action. Maria outlines a four-phase roadmap designed to guide practices to go from good to great. 

To correct operational deficiencies, the first step is to assess the current state of operations. A thorough RCM audit can help the practice identify systemic issues easily. This will serve as a baseline for practices to measure progress and understand the gap between their current performance and desired outcomes.

Once a clear assessment is complete, the next step is implementing targeted early improvements. Real-time eligibility verification, claim error reduction, and streamlined patient billing are a few examples that deliver a significant impact. These wins not only improve the cash flow but also build team confidence, fostering momentum for more comprehensive changes.

 The third step is to move beyond immediate patchworks to systemic improvements. Technological integrations, higher staff retention, and a smoother patient experience are to be prioritized. Ish also highlights one of the trends in this phase: to hire staff who combine billing expertise with strong patient communication skills, improving the overall patient experience and operational efficiency.

 Revenue Cycle Management is not static. Running a dental practice in today's day and age requires practices to constantly evolve and bring in agility to their operations. This commitment to ongoing iteration ensures that operational gains are sustainable, revenue is maximized, and the practice remains resilient in a dynamic healthcare environment.

Many dental practices are losing 10-20% of potential revenue due to inefficiencies in revenue cycle management. While clinical excellence, modern infrastructure, and marketing are important, they cannot compensate for the gaps in RCM. Efficient management of claims, collections, and financial workflow is crucial in transforming operational performance into measurable profitability.

The insights shared by industry leaders underscore that addressing these challenges requires a structured yet agile approach, while also leveraging automation, measuring KPIs, and aligning teams. Practices that implement these strategies not only reduce revenue leakage but also enhance patient experience and strengthen financial resilience.


For practices ready to take control of their revenue cycle management, CareRevenue offers an end-to-end solution that ensures efficiency and accuracy in every function of RCM.

Schedule a call with our RCM expert today!

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Dental Revenue Cycle Management: Expert Insights to Reduce Claim Denials and Boost Collections

Efficient revenue cycle management plays a crucial role in ensuring profitability and sustenance in a practice. The ability to effectively collect revenue and utilize it to improve the quality of care provided as well as the infrastructure of the practice is perhaps one of the most significant aspects of financial management in any practice.

In today’s digital age, the healthcare industry isn’t far behind when it comes to the use of technology and automation to manage its revenue cycle. This change has proven to be quite effective for the practices in managing their revenue cycle. However, despite these advancements, we are often able to find insufficiencies in some of the RCM processes. These insufficiencies need to be identified and properly addressed and the most feasible solutions need to be provided in order to ensure an effective revenue cycle management process in place.

Here are the most common RCM challenges that practices face on a frequent basis:

 This is one of the most common challenges faced by the practice. It is never easy to collect timely payments after providing treatments to patients. In fact, it is commonly agreed by most healthcare professionals that the collection of payments is the biggest challenge faced by their practice. Revenue not coming into the practice on a regular basis could adversely affect the overall operations of the practice and ultimately its efficiency.

Futile amount of time spent on revenue cycle management:

 Alongside treating patients and helping them lead healthier lives, optimization of the revenue cycle is also a crucial process for a practice to fulfill its mission. But oftentimes, the practice may lack the tools and resources that they may need in order to optimize and manage their revenue cycle in an effective manner. As a result, they end up spending an excessive amount of time and manpower on their revenue cycle instead of managing other more relevant areas of operations.

 The insurance eligibility of patients is highly unpredictable. Hence pre-authorization prior to providing any kind of care or treatment becomes very much necessary. But as important as this process is, it is also highly time-consuming. What makes it even more difficult is the delays and errors, if any, which would just end up further delaying/causing an inconvenience in the treatment or care being provided to the patient.

 Regulatory compliance is one of the more critical challenges that practices may face; especially when they are outsourcing their RCM service. It is very crucial that the practice as well as the RCM service providers comply with the rules and regulations of the industry. A practice’s RCM should comply with the guidelines laid down by the Healthcare Information Portability and Accountability Act 1996. HIPAA violations are an extremely common challenge in the healthcare industry today. Failure to comply could end up costing a fortune for the practice.

 Data and information are key elements to the effective management of a practice’s revenue cycle. The lack of communication and information exchange between departments can lead to tremendous amounts of revenue loss for a practice. The practice has abundant amounts of data and other resources which if used in a meaningful manner can boost the practice’s revenue. But on the other hand, the inability to share and exchange these can increase the risk of problems.

 This is a very complex RCM challenge that practices face because as crucial as it is, accurate coding is also an extremely difficult and confusing task. Practitioners dealing with these codes are required to stay up to date with the ever-changing codes and guidelines of the industry. Leakage of revenue is inevitable if these code changes are not duly monitored and adopted, and the application of the same is not reflected in practice.

 Most healthcare providers find it extremely challenging to get the deeper insights they require to ensure the most optimal approach to their revenue cycle management. Lack of the right tools in place, it’s next to impossible possible to get complete visibility into the revenue cycle and measure KPIs.

It is quite evident that these challenges are preventing the practice from functioning at its full potential and achieving its goals. Hence these challenges need to be addressed and tackled in the most efficient manner. In order to overcome these challenges, the practice must make available the tools to fill any existing gaps and clear any insufficiencies. On the other hand, outsourcing RCM services is in itself a great tool that can help take a major load off your practice by minimizing any errors or inaccuracies to a great extent. This helps you direct your focus on the more important aspects of operations in your practice. Once outsourced, the financial stability of your practice will directly depend on the quality and capabilities of the RCM service provider you are associated with. Partnering with an RCM service provider can help improve the overall financial picture of your practice.

Reclaim Lost Revenue with CareRevenue by CareStack

Is your dental practice losing revenue? CareRevenue, part of 

’s all-in-one platform, offers a complete solution to identify leaks, optimize claims, and improve cash flow. Perfect for startups, DSOs, specialists, and mobile practices.

Contact us today to see how we can boost your practice’s financial health!

What are the major RCM challenges faced by the practices?

D. Brian Williams and his close-knit team lead a thriving dental practice in Charlotte, North Carolina. Starting off as a three-operatory setup, his independent private practice had eventually doubled to six operatories, reflecting both the growing demand for personalized dental care and the team’s ambition to expand the practice's capabilities and service quality.

But with the increase in the number of operatories came mounting administrative headaches. Their Legacy Practice Management System - Dentrix G6, couldn’t provide this modern, expanding dental practice what they needed. The team was spending more time battling with paperwork, multiple vendors, and providers than focusing on patients.

Dr. Williams' Private Practice

Dr. Williams’ practice had previously been using a combination of multiple fragmented tools to manage different dental practice operations, from scheduling appointments and billing to patient communication. As they expanded, integrating these systems became non-negotiable.

Tyler Phillips, Practice Manager at Dr. Williams, emphasized the lookout for a solution that empowered their growing team and their ambitions -

Tyler Phillips

Their existing PMS - Dentrix G6 - had started hindering their scalability:

The rapid expansion from three to six operatories overwhelmed the legacy PMS

Integration gaps between services and providers led to preventable delays

Patient satisfaction started to decline due to scheduling errors and miscommunication

The front desk was buried in paperwork, with the administrative staff juggling multiple operational platforms due to a lack of integrated tools.

The absence of real-time analytics made planning and performance tracking difficult.

That’s when Dr. Williams and Tyler Phillips decided it was time for an upgrade to match their growth—and CareStack came to be the partner that matched the transformation.

Streamlining Practice Operations to Drive Growth with CareStack

Partnering with CareStack gave D. Brian William and Tyler Phillips the assurance of a 

 that could centralize operations in their practice while encouraging future scalability.

With CareStack, their practice went entirely digital. The clutter of paperwork became a thing of the past, and the staff and patient experience became seamless. Having an all-in-one cloud-based PMS offered them:

Integrations across operatories, specialties, and providers

Digital patient experience with the online Patient Portal

Customization capabilities without third-party vendors


CareStack's innovative features, including the 

, are designed with patient satisfaction and accessibility in mind. Patients can now 

 pay outstanding balances, fill out online forms, and electronically sign treatment plans and letters, restoring trust and satisfaction.

D. Brian Williams had a single implementation phase, which involved a conversion from Dentrix G6. Access to their data was provided on February 1, 2019, and a safe trial environment was delivered to them on February 7, 2019. After the team validated the features of CareStack’s software, the location successfully went live on March 1, 2019.

CareStack University was activated for the team at D. Briam Williams to ensure seamless data migration, customized workflows, and thorough training, while minimizing disruption to 

 and working to streamline operational inefficiencies.

Each department—front desk, hygienists, billing, and assistants—received tailored training to ensure comfort with the new system before going live. Trial environments were created for testing, and feedback was well-accommodated before final implementation and rollout.

Customized Training and Support

CareStack's user-friendly interface and centralized database stood out, helping the team to offer a truly digital experience to their patients and noticing a transformation in its daily operations.

Staff communications improved, and they were able to manage administrative tasks more smoothly across operatories. Appointment scheduling became a breeze with the 

 helping them to eliminate duplication errors and delays.

With faster, more accurate billing and financing, the practice improved collections rates, streamlined claim processing, and reduced IT costs by consolidating vendors and systems.

Patients started reporting greater ease in booking, checking in, and were becoming satisfied with the follow-ups, which were the result of improved communication.

With improved communication and workflow, the practice was now better positioned to accommodate future growth or even expand to multiple locations.

Enterprise Alignment for Independent Private Practices

Being a single-location facility based in North Carolina did not stop Dr. Williams’ team from operating with the strategic mindset of a DSO. CareStack partnered and delivered on multiple fronts:

CareStack’s unified dashboard experience gave a clear view of key performance metrics, collections, and utilization, all in one place.

In-built HIPAA compliance ensured secure cloud hosting and safekeeping of their patients’ data.

Being an all-in-one cloud platform allowed easy expansion of the facility to multiple locations.

, CareStack allowed them to seamlessly evolve, adapt, and integrate future requirements pertaining to their growing needs.

The team currently plans to continue streamlining operations and leveraging CareStack’s full stack of tools, particularly for analytics and workflow automation. With future plans for expansion, CareStack shall remain the operating system, scaling simultaneously with Dr. Williams’ practice.

As validated by the Forrester Total Economic Impact™ Report (2023), CareStack customers are experiencing the kind of transformation most DSOs only dream about.

307%

Increase in Profits from fuller Patient Schedules

$1.3M 

$280K

Saved through Efficiency Gains and improved RCM

$162K

Results that speak Enterprise

CareStack powers modern dental organizations with an all-in-one platform that simplifies operations, drives growth, and future-proofs your practice.

Dr. Williams' Practice

How Dr. Williams' Practice Streamlined Operations and Scaled Growth Using CareStack’s All-in-One Cloud Platform

 is one of the largest dental clinics in the USA, with over 30 dental operatories in a single setup, aimed at providing high-quality, patient-first dental care for decades.

Like many growing practices, Celebration Dental’s ambitions began to outpace its existing technology. As patient flow increased and services expanded, the staff found itself struggling with its outdated practice management system, which lacked the flexibility, integration, and visibility required for a thriving dental practice.

Recognizing the need for change, the team sought a solution that aligned with their vision for scalable, patient-centric growth.

Celebration Dental

Before adopting CareStack, Celebration Dental encountered several operational hurdles. Administrative staff juggled between multiple software platforms and vendors, inefficient operations bogged down clinical teams, and patients began to notice the cracks in the form of missed appointments, long wait times, and billing confusion.

QSI Dental - the practice's legacy PMS - simply was not keeping up. This led to:

Inefficient Patient Engagement and Declining Satisfaction

The lack of patient engagement tools led to missed opportunities and ineffective patient management. While many patients tolerated the older processes, frequent issues like payment errors, scheduling mishaps, and eligibility checks often resulted in losing the patient’s trust, and putting the practice’s reputation at stake.

The front desk staff were constantly overwhelmed as the outdated PMS was even less intuitive than their smartphones, leading to frustration and reduced patient attention. It blocked a lot of their time, being buried in paperwork and correcting errors due to mismanagement.

Predicting revenue was challenging, and system glitches often delayed payouts, making payroll management a nightmare.

Without centralized, real-time reporting tools, the leadership team had minimal visibility into performance metrics such as consumption, collections, or provider utilization, complicating strategic decision-making.

Each additional operatory or provider introduced more complexity, with no centralized way to scale without added overhead and inefficiencies.

Dr. Mark Huzyak

The team at Celebration Dental embarked on a search for a solution that addressed these challenges. They were particularly drawn to CareStack's all-inclusive platform and the company's dedication to resolving issues promptly.

 eliminated the need for manual data entry, significantly automating front office workload. This allowed staff to redirect their efforts toward patient engagement and marketing. Additionally, improved scheduling and clinical tools contributed to higher per-patient production, increased profitability, and re-established trust.

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