Success Story: DentCare Now's Transition to CareStack for Modern Dental Practice Management
75%
Increase in Practice Production
30%
Increase in Patient Collection
48%
Increase in New Patients
Overview
DentCare Now is an independent, general dental practice serving patients in Fairfax, VA, and Washington, DC. The practice is dedicated to providing quality, patient-focused care. With a growing patient influx, DentCare Now sought a modern, scalable practice management solution to streamline workflows, improve data accuracy, and support future growth, driving their commitment to enhanced efficiency and patient experience.
Operational Challenges with Legacy Technology
Before adopting CareStack, DentCare Now relied primarily on Tab32 as its practice management system. While Tab32 served as the backbone of their operations, several critical challenges emerged that hindered the practice’s growth and efficiency:
- Inaccurate Reporting: Reporting errors in Tab32 impacted decision-making and operational oversight.
- Claims Processing Issues: Ineffective claims handling caused delays and rejections, affecting cash flow.
- Accounts Receivable Management: Difficulty managing A/R led to billing inefficiencies and financial strain.
- Workflow Inefficiencies: Software limitations created bottlenecks, slowing daily operations and hindering scalability.
These challenges highlighted the need for a modern, scalable platform—one that CareStack was able to provide.
We were dealing with a glitchy system and turned to a mentor who recommended CareStack
After exploring options like Ascend, Eaglesoft, and Planet DDS, CareStack stood out. We wanted a true cloud-based solution, not something traditional like Open Dental or Dentrix, and CareStack’s remote access and affordability made it an easy choice.
The CareStack Selection Journey
DentCare Now sought a new practice management system due to persistent reporting errors that hindered decision-making and inefficient claims processing, causing revenue delays. High A/R and collection challenges strained cash flow, while workflow bottlenecks in patient intake, billing, and communication impacted productivity and patient satisfaction. The legacy system also lacked scalability to support growth.
Led by Dr. Rasheeda Johnson, the practice chose CareStack for its comprehensive features, improved reporting, streamlined claims management, and patient engagement tools. Tailored onboarding and smooth data migration enabled a seamless transition, setting the stage for operational modernization and expansion.
The transition was supported by data cleanup, validation, and implementation of best-practice workflows, minimizing disruption during the switch.
Our office dynamics transformed post the CareStack integration
We could cater to more patients efficiently and our production nearly doubled. The collections also saw a substantial improvement.
Implementation and Onboarding
The transition from Tab32 to CareStack marked a significant milestone in DentCare Now’s operational transformation. With two locations to be onboarded, the implementation process was carefully designed to ensure continuity, minimize disruption, and support staff through every phase of the change.
Tailored Training and Onboarding
CareStack delivered a comprehensive, role-based training program for the clinical, front-desk, and administrative teams. Through a combination of live virtual sessions, recorded modules, and interactive sandbox environments, staff were able to gain hands-on experience and become comfortable with the platform before going live.
Coordinated and Collaborative Conversion Process
Working in close partnership with DentCare Now, CareStack’s implementation team led a structured rollout that included:
- Project Leadership: Designating internal champions to guide the transition and drive user adoption.
- Data Cleanup: Reviewing and removing outdated fee schedules, inactive plans, and legacy data for a clean migration.
- Data Validation: Conducting thorough testing in a secure sandbox environment to ensure data integrity before go-live.
- Workflow Optimization: Implementing standardized, best-practice workflows for scheduling, recalls, and claims management.
- Brand Integration: Configuring forms, logos, and digital assets within the system to ensure consistency in patient communications.
Ongoing Support and Feedback
DentCare Now benefited from on-site Day 1 assistance, a dedicated 60-day success program, and continuous access to CareStack’s support channels. Staff responded positively to the transition, highlighting the system’s intuitive design and the effectiveness of the structured training approach.
Post-Implementation Impact
Following the transition from Tab32 to CareStack, DentCare Now achieved substantial improvements like enhanced financial outcomes and streamlined operations, alongside positioning the practice for long-term growth.
Financial Performance
Practice production increased by 75%, while patient collections rose 30%, driven by improved A/R controls and claims management. These gains significantly strengthened the practice’s revenue cycle.
Operational and RCM Efficiency
CareStack's unified platform resolved key inefficiencies present in Tab32, enabling smoother workflows across patient intake, billing, and scheduling. This helped reduce administrative workload and accelerated claim resolution.
Patient Experience
Improved communication tools and digital intake processes led to a 48% increase in new patient registrations, with staff reporting smoother engagement and fewer missed appointments.
IT and Cost Efficiency
CareStack’s all-in-one, cloud-based solution eliminated the need for multiple systems and reduced IT overhead, simplifying management and improving scalability.
CareStack not only replaced a limited legacy system—it empowered DentCare Now with the tools and structure to grow efficiently, operate smarter, and deliver a superior patient experience.
Enterprise Alignment & Long-Term Value Addition
Centralized Reporting
Real-time, enterprise-level dashboards enabled leadership to monitor KPIs across all practices remotely.
Enhanced Security & Compliance
Cloud-based architecture ensured HIPAA compliance and data security, strengthening patient trust.
Multi-Location Management
One platform now supports scheduling, billing, and patient communications for both locations, with support for more.
Sustained Growth
CareStack’s all-in-one solution continues to support DentCare Now’s expansion goals, enabling control with minimal operational friction.
Looking Ahead
With a strong operational foundation powered by CareStack, DentCare Now revolutionized its practice with key improvements in multiple domains. The practice plans to leverage CareStack’s advanced analytics, automation, and scalability to drive continuous improvement, support informed decision-making, and deliver a consistently high-quality patient experience as they grow.
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.
- Always available Chat and Voice-based support, along with text and video-based learning resources to help users as new locations were added.
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Transform your dental practice management with ease using our intuitive user interface and extensive resources for seamless onboarding. Experience hassle-free onboarding and elevate your practice to new heights.