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 . 

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

4. Online Booking and Seamless Digital Experience

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

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

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

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

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

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

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

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

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

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

8. Focus on Sustainability and Social Impact

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

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

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

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

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

10. Personalized Experience and Education

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

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

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

11. In-Office Selfie Spots and Shareable Moments

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

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

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

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

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

13. Provide Affordable and Flexible Payment Options

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

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

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

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

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

Increasing consolidation by Dental Service Organizations (DSOs) and group practices, is reshaping the dental industry. 

 continue to grow, they must rely on technology solutions to scale sustainably.

So what is sustainable scaling, and how does it impact long-term profitability and value? For group practices and DSOs, scale is not just about growth. It's the ability to 

, reducing quality, or changing the organization's core values.

 with cloud-based practice software that meets their unique needs. Cloud-based systems don't require extensive hardware purchases, and 

 online by authorized administrators. They are browser-based, which means you can access them from anywhere and from any device.

Before we explore the value-add from cloud-based systems, let's look at the available alternatives.

Why Cloud-Based Practice Management Solution Is the Next Big Thing

Legacy systems predate cloud technology and are still being used widely in the dental industry. They store information on local devices and servers, thus requiring one's physical presence at each location to do the work. These old 'bolt-on' software, as they are aptly named, come with pre-set features that 

lack flexibility, have higher maintenance costs, and require constant upkeep

Moreover, practices have to employ dedicated manpower to maintain both the hardware and software for each practice location. The frustration to collect and compile data across locations and the 

 lower the appeal for these outdated systems. While 83% of healthcare organizations have adopted cloud-based solutions, this technology wave is yet to catch up in dentistry.

The cloud-based systems are here to stay, especially with both Group & DSOs targeting sustainable growth. Let's look at how cloud-based solutions help 

The subscription-based cloud-practice management software not only lowers cost but also provides value with the many advantages provided through its 'pay for what you use' payment models. They require little in the way of local hardware beyond computer workstations and internet access. A major portion of these savings comes from 

. Traditional multi-location legacy systems require extensive hardware, trained personnel, and frequent maintenance. This includes upgrades and maintenance to both hardware and software.

vendor charges you for the legacy software as upfront costs

. This doesn't include the hidden costs of the infrastructural backbone necessary to support legacy software. Costs increase over time for comparatively limited benefits, especially when scaling your business across multiple locations.

With centralized data, both patients and providers can travel to 

different locations without the need for duplicate records

. It brings clarity to provider compensation and streamlines collections. Moreover, cloud-based systems reduce data duplication and end piecemeal reporting, fragmented 

Issues such as collection delays, the duplication of bills and patient records, higher staff turnover rates, stagnant growth, and patient dissatisfaction are strong indicators to consider adopting cloud-based solutions for a centralized data structure. Embracing data centralization can optimize your organization's workflows for key business functions, as you continue to expand your practice locations.

With legacy desktop systems, locations aren't on a centralized system, and management has to pull reports from each system and compile them for a comprehensive overview of their performance at the enterprise level.

Modern cloud-based practice management systems 

 to vital practice data across multiple locations from anywhere and on any device. This level of access negates operational and administrative hassles while increasing the overall efficiency and productivity of the business. They provide a single source of truth for groups and DSOs to access and monitor real-time data on practice performance.

Legacy systems have the practice's patient records and other sensitive information stored locally, on-site, on computer hard drives, or practice servers. This leaves them vulnerable to theft or damage, despite backups and security routines. HIPAA breaches result in heavy fines and loss of credibility in the eyes of your patients.

Unlike bolt-on systems, where you single-handedly shoulder all the risks, cloud-based systems have much more robust features. A qualified team gets solely tasked with monitoring risks. In the eventuality that a breach might occur, cloud-based providers stand alongside you for resolution and support.

With cloud-based PMS, users log in to access the latest version of their software. These seamless software updates are a far cry from the cumbersome upgrades for desktop systems. There is no need to keep track of license versions, downloads, and setups. Moreover, cloud practice management software incorporates the latest updates on industry and regulatory changes on recurring release schedules.

The benefits of cloud-based PMS to achieving sustainable scaling are undeniable.

 The cloud-based practice management solution from CareStack provides you with centralized control of 

. Moreover, regular updates, cost savings, 

 are factors that contribute to the organizational scalability of your multi-location dental organization.

Scaling Sustainably with the Cloud

Successful practice production depends on patient volume and your ability to convince patients to accept dental treatments.

Everything that happens inside your practice, namely the quality of your clinical operations, is within your control. Once your clinical operations are humming like a well-oiled machine, it’s time to examine your approach to boosting patient volume.

A straightforward approach to increasing patients is by 

dividing your efforts between acquiring new patients and retaining existing ones

. Let’s look at some guaranteed methods for each focus area, which, when applied consistently, drives patient volume and improves practice production.

Building Momentum for New Patient Flywheel

A website is the digital shop-front for your practice and is a foundational investment to run your new patient flywheel. Offering high-quality dental services doesn’t matter if your website can’t convey why patients should choose your practice. Patients generally have their own checklist and a set of parameters by which they rate and choose a service. As per leading practice consultants, 

 are the leading parameters considered by patients when choosing a practice. 

A website is a perfect platform to align with patient perception and generate a steady stream of new patients to your practice. A fancy website doesn’t necessarily mean that it’s top-notch. If your website has the vital elements listed below, then it becomes the engine that funnels in new patients.

 What differentiates you from the competition, and why does it even matter? Simply put, 

if you don’t stand out from your competitors, your patients will choose the least expensive service available

. Your website should have key messages that appeal to your niche. This includes the services you offer (extractions, implants, restorative services), the people you wish to serve (seniors, children, young adults, ethnic or religious communities, women, working professionals), the locations where you serve, and the value benefits that are unique to your practice.

 The cardinal rule for generating leads is to 

 for your audience. Content can be classified into awareness-based content and consideration-based content. Blogs, videos, how-to guides, testimonials, and success stories fall within awareness-based content. Consideration-based content generally includes industry-specific whitepapers or e-books which are fact-based, include supporting data, and provide valuable insights. These help you 

 as both a professional and an expert in the eyes of your audience. Professionalism and credibility are key factors that influence patient purchase decisions. 

 The scheduling button on your website is a vital call to action that qualifies as a ‘

.’ These need to be embedded across most pages of your website and should 

allow visitors to schedule their appointments

, within minutes. A good practice management system can be linked to your website to instantly log appointments. It also helps you with 

 that make scheduling a breeze for new patients. 

 To understand the importance of SEO, think back to your recent google search. It’s likely that you selected a search result that showed up among the top 5 listings. As the SEO landscape continues to become increasingly complex and competitive, hiring a qualified SEO professional is a worthy investment.
Optimizing your website for SEO 

 of local search listings and the top search results for long-tailed keywords. For instance, “

” is an example of a long tail keyword, while “

” is a more direct keyword used while searching for local listings. Suitable long tail keywords can be identified by the keywords patients use when researching oral health ailments. A solid SEO strategy ensures that your web content delivers maximum dividends.

It takes consistent efforts to influence your audience and see tangible results as you build your online presence. In the digital age, 

if a business can’t be found online, it doesn’t exist

. Remember, the patients you seek are also seeking you.

If a website is your digital shop-front, the approaches listed below will help you carve out multiple paths from the highway of the internet to your practice website.

Let’s look at the methods that will help you find and be found by your patients and build a strong online presence for your practice.

 An active presence on platforms like Facebook, Twitter, and Instagram helps add a human element to your business. People love interactions and the ease of access to their brands and services made possible by social media. Ensure that the content you share on such platforms adheres to the formats that are best suited for each.Do not hesitate to repurpose content from your website and re-package them as eye-catching 

. The added bonus of being active in social media is how it improves your search listings and provides the opportunity to 

engage directly with prospective patients

. This is a great way to validate your marketing efforts, get to know the pulse of your audience, conduct surveys to refine your service offerings, and channel new patients to your website and eventually to your practice.

 Experts in dentistry claim that dental anxiety among patients is a leading factor that impacts visitations. Thanks to Amazon, 

reading reviews before every purchase is the new norm

 among consumers. Negative reviews will add fuel to the paranoia that patients already have about dental procedures. But what happens when you do get a negative review? During such instances, it is crucial to take the interaction offline and ensure that you resolve patient concerns. Follow this up with a request, asking them to reconsider and update their reviews.Handling negative reviews is one half of the coin, the other has to do with religiously collecting positive reviews from your existing patients. Practice management software allows you to 

 from your clients in a manner that is convenient to both the practice and the patient. Use the law of averages to work in your favor. A higher count of reviews reflects positively on the professionalism of your practice and encourages new patients to choose you over your competitors. 

Inarguably, Google is playing a major role in how users find products and services near them or for any given area. With an active google business account, patients don’t have to spend time browsing through search listings to find your website and get your location and contact. Google Business provides a section on the right-hand side of the results page that 

lists key information like contact, working hours, map location, patient reviews, and testimonials

. This way, patients spend less time finding your practice. If new patients feel your practice can meet their needs, they are highly likely to contact your practice, rather than scroll down to the next listing on the search results page.

Being actively involved in your local community is a great way to 

. Members in your community are much more likely to choose a practice that’s familiar, trustworthy, and easy to connect with. Sponsoring local events for charity, hosting meet-ups that benefit the community, or circulating flyers at events like concerts or football games are opportunities that shouldn’t be missed.

Studies indicate that the cost of bringing in new customers is five times higher than the cost of maintaining existing ones. Additionally, it’s three times more likely to bring in an existing client than a new customer.

Customer satisfaction is a good place to start when it comes to retaining clients. Satisfied customers feel that they receive 100% returns on what they pay. However, when you consider today’s consumer mindset and the increasing competition in the market, 

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