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?

Wonderist Agency

Implant Marketing Doesn’t Have to Be Complicated—But It Does Have to Be Smart

DSO Group Blog: Boosting Call Conversions

DSOs Are Bleeding Value From Their Phone Lines: Dr. Scott Kalniz on the Call Conversion Crisis in Dentistry

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 . 

As a response to the changing expectations and demands within the dental landscape, the push for quality assurance in dental practices has evolved. 

, groups of practitioners frequently face challenges in leading the process.



, known for turnarounds and building DSO platforms ground up, talks about how she has helped organizations manage complex changes and grow through her forward-thinking and business acumen to drive material business advantage for the groups she has been a part of. As someone who has experience juggling multiple roles from a clinician to an entrepreneur, she discusses the challenging issues surrounding a change in an organization and the steps you can take to resolve these issues and gain support for changes that need to be made in your practice.

Dentistry's Inner Circle bg 43

Embracing Change To Grow Your Group

Managing multiple software can be hard especially when software management takes precedence over patient experience. To grow your business profitably without software bills cutting down your revenue, all you need is an all-in-one software solution, where everyone is connected, everything is accessible, more gets done with less paperwork.



, Office Manager – Wasatch Dental Associates, talks about how her front desk has made the task of insurance eligibility verification easier and more efficient by switching to an all-in-one cloud-based management solution. As an office manager, she has had the first-hand experience of how her practice struggled with paper forms that they had to scan and shred after each use. She explains how the digital forms they implemented as a part of cloud-based PMS integration have become a huge time saver expediting and streamlining the process and boosting their data accuracy.

Dentistry's Inner Circle bg 30

Help! Software Subscription Overload!

Many dental practices are looking for solutions to overcome stressed financial performance and weakened balance sheet positions. Learn how to fast-track the growth of your practice from its current state: understanding the cash flow impact, reducing overhead expenses, and accessing new reimbursements.

Accessing Stimulus Funds_ Considerations For Dentists

Accessing Stimulus Funds: Considerations For Dentists

Dental practices looking to expand their services face a multitude of hurdles. Learn how to scale your practice in this webinar.

Insights Into Scaling Your Dental Practice

CareStack, a cloud-based dental management platform, raised $28 million in a funding round led by Steadview Capital and Delta Dental of California to expand its customer base and enhance services for dental practices. CareStack’s platform covers patient portals, scheduling, billing, and analytics, offering a streamlined solution for practice management. While digital health has seen broader uptake, dental tech is catching up, with startups like Beam Dental and quip also advancing in this space. CareStack aims to redefine digital tools in dentistry for diverse practice needs.

Cloud management tool for dental practices CareStack lands $28M

Darby Dental Supply has partnered with CareStack to integrate CareStack’s innovative cloud-based dental practice management software into its offerings. This all-in-one solution combines various functions—such as patient engagement, analytics, and revenue cycle management—onto a single platform, significantly reducing costs for dental practices. The collaboration enhances Darby's commitment to providing comprehensive solutions, aiming to improve practice efficiency and patient care. CareStack's CEO emphasized the partnership's focus on maximizing insurance reimbursement and elevating the overall dental practice experience.

Darby Dental Supply, LLC, is one of the largest dental distributors in the United States, shipping over one million orders each year. Headquartered in Jericho, NY, the company was founded in 1948 and has expanded into seven sales offices and three fully-automated distribution centers strategically positioned across the country. As a low impact solutions provider, Darby gives general practitioners and specialty dental practices convenient access to over 50,000 products without interrupting daily workflow. By focusing on world-class service, dedicated customer care and a progressive spirit, Darby helps dental practices across the country operate more efficiently.

In addition to physical products, Darby provides innovative and forward-thinking solutions such as a technology services division, capital equipment division, surgical division, equipment repair services and a full line of private label products. For more information, please visit 

CareStack’s mission is to give dental healthcare practitioners greater understanding and control over their fiscal health using cloud-based technology. CareStack is a unique enterprise practice management solution designed for dental practices, allowing them to run more efficient operations and deliver better patient dental care. To learn more, please visit 

Darby Dental Supply Announces Partnership with CareStack®

Darby Dental Supply Announces Partnership with CareStack®, Further Expanding Suite of Technology Solutions

CareStack has raised $16 million in funding from Accel, F-Prime Capital Partners, and Eight Roads Ventures to enhance its cloud-based platform for dental practice management. This investment aims to improve connectivity among patients, employers, and dentists while expanding CareStack's services.

Additionally, the company has opened a new technology development office in the Cambridge Innovation Center to support ongoing product development and incorporate advanced technologies like AI and machine learning. CareStack’s platform helps dental practices optimize their workflows and improve patient care.

CareStack™ Announces Completion of $16 Million Financing

CareStack™ Announces Completion of $16 Million Financing to Expand Cloud-Based Enterprise Platform for Dental Practices

 is a train-themed, multi-location, multi-specialty dental practice serving patients across Oklahoma, Texas, and Arizona. With a commitment to providing high-quality, affordable dental care for children and adults, Dental Depot struggled to streamline operations and enhance patient experience across its expanding network.


Dental Depot’s Journey

Before CareStack, Dental Depot lacked scalability support from its legacy practice management system, EagleSoft. They were juggling within a tangled web of outdated, disconnected systems. Each location was effectively operating individually, with different tools for patient management, revenue cycles, and communication, resulting in fragmented reporting and operations.

Despite their best efforts, the leadership at Dental Depot was unable to get a clear, real-time picture of how the organization was truly performing and make strategic decisions accordingly.

Each location operated on different legacy systems, leading to inconsistent workflows and data reconciliation.

Inability to Streamline Workflow and Reporting Across Locations

Disconnected systems and the inability to consolidate KPIs across locations caused multiple inefficiencies created due to reliance on numerous third-party tools.

EagleSoft’s lack of centralized RCM led to high A/R days and poor collections.

Looking for the best cloud-based dental software?

Book a demo with us!

With ambitions to grow efficiently, Dental Depot began evaluating various practice management systems that could unify their operations under a single platform. The goal was clear: eliminate the chaos of multiple tools, centralize the RCM processes, gain access to real-time analytics, and build a foundation that could support rapid expansion.

Dr. Kana led the charge, exploring various platforms. But one solution quickly rose to the top: CareStack.

CareStack replaced multiple disconnected systems with a unified, cloud-based solution, streamlining practice management, billing, and patient communication.

The platform provided improved visibility into claims, reduced denials, and boosted collections—all critical for financial performance, using CareRevenue.

Leadership gained instant access to KPIs across locations, enabling faster, more informed decisions.

A single platform improved coordination across offices, standardized workflows, and reduced administrative stress.

The intuitive interface made staff adoption easy, while the system’s scalability supported Dental Depot’s multi-location expansion goals.

Modern UI & Scalability

The transition to CareStack was a collaborative and intentional effort. Dental Depot’s leadership appreciated CareStack’s commitment to understanding the nuances of their operations and tailoring the onboarding process accordingly. With multiple locations and legacy systems in place, the migration was carefully phased to ensure accuracy, continuity, and team confidence at every step.

Customized Training and Support with CareStack University

CareStack University was activated for the Dental Depot team to ensure seamless data migration, customized workflows, and thorough training while minimizing disruption to 

 and streamlining operational inefficiencies.

The impact of transitioning to CareStack was both immediate and far-reaching. Within just a few months of going live, Dental Depot began seeing measurable gains across financial, operational, and patient experience metrics, validating their decision to invest in a unified, 

190% increase in monthly insurance collections


These gains came along with a major boost in staffing efficiency. Billing previously required 1.5 full-time equivalents; after CareStack’s RCM consolidation, it was no longer a full-time role. The staff member could be reassigned to broader duties as billing demands significantly decreased.

Unified workflows saved administrative time, eliminated system toggling, and improved team productivity. Real-time analytics gave leadership instant insight into KPIs across locations, enabling smarter decisions.

Improved scheduling and communication led to a smoother, coordinated patient journey, enhancing satisfaction and retention.

CareStack’s infrastructure unlocked the ability to scale confidently, adding locations with consistent processes and full operational oversight.

As Dental Depot expanded, aligning enterprise operations with strategic goals became increasingly critical. CareStack delivered the foundation needed to manage, grow, and optimize a multi-location, multi-specialty dental group at scale.

With real-time, organization-wide KPIs in one dashboard, leadership gained instant insight into collections, provider productivity, A/R, and more, enabling faster, data-driven decisions.

CareStack’s HIPAA-compliant, cloud-based architecture ensured secure data handling, centralized controls, and reduced compliance risk across all locations.

Security & Compliance

Standardized workflows, centralized oversight, and flexible configurations ensured consistency across locations while streamlining management at DSO level.

CareStack supports both general and specialty providers, with centralized billing and specific workflows that ensured accurate filing, faster claims, and unified revenue tracking for Dental Depot.

CareStack gave Dental Depot the tools to grow without adding complexity, from streamlined onboarding of new locations to creating scalable systems.

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.

 is just what you need to streamline your workflows and improve communication. With CareStack, you can access your practice from anywhere and on any device. And with our RCM service, your billing team can focus on patient management while we take care of the rest. Switch to CareStack today and experience the difference.

Browse Content

Explore All