From Complexity to Clarity: Dental Depot’s Journey to Centralized Practice Management with CareStack

Overview

Founded in 1978, Dental Depot DFW 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.

Operational Challenges before CareStack

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 They were juggling within a tangled web of outdated, disconnected systems.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.

They struggled with:

Multiple Software Ecosystems

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.

Revenue Cycle Management Bottlenecks

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

The CareStack Selection Journey

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.

All-in-One Platform

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

Centralized RCM Module

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

Real-Time Analytics

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

Enhanced Communication

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

Modern UI & Scalability

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

Implementation and Onboarding

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 patient care and streamlining operational inefficiencies.

Post-Implementation Outcomes

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, cloud-based platform. Himesh Kana reflects,

Revenue & RCM Impact

• 30% drop in Days in A/R within the first 3 months
• 190% increase in monthly insurance collections (from $52K to $151K)
• 32.5% improvement in net collections (from 83% to 110%)
• 40% reduction in insurance A/R days (from 64 to 38)
• 37% reduction in non-ortho A/R days (from 59 to 37)

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.

Operational & IT Efficiency

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.

Patient Experience

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

Scalable Growth

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

Enterprise Value Alignment

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.

Centralized Reporting & Analytics

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.

Security & Compliance

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

Multi-Location Management

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

Specialty Support & Billing

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.

Built for Growth

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

Results that speak Enterprise

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

307%

Return on Investment Payback < 6 Months

$1.3M

Increase in Profits from fuller Patient Schedules

$280K

Saved by Consolidating Systems

$162K

Saved through Efficiency Gains and improved RCM

40%

Increase in Production over Three Years

35%

Reduction in Days Sales Outstanding

Source: A commissioned Total Economic Impact™ study conducted by Forrester Consulting on behalf of Straumann, October 2023. Results are based on a composite organization representative of interviewed customers, assumed to have 10 locations, over three years.

Ready to Scale Smarter?

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

Request a Demo to explore the possibilities today.

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.