Improving Practice Productivity with Analytics

Improving Practice Productivity With Analytics

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. 

Enabling Technology to Connect Better with Your Patients

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 . 

In today's world of dental practice, patient satisfaction is a crucial element. It isn't just about delivering quality treatment but also about providing an experience that leaves the patients feeling respected, cared for, and valued. Monitoring and measuring patient satisfaction is vital to building a thriving practice and ensuring quality care. This is the reason why more and more dental practice owners and dental healthcare providers are turning to patient satisfaction surveys.

5 Benefits of Patient Satisfaction Surveys

Surveys enable you to measure how satisfied the patients are with the overall level of care they receive. Surveys can also be used to drill down further, reviewing staff performance, concerns, and so on.

Survey responses reveal specific areas where the dental practice might need to make changes, such as wait times, appointment scheduling, or the comfort of the office environment.

A patient satisfaction survey provides valuable feedback and can help the practice make necessary adjustments to improve patient loyalty and retention. This helps create long-term relationships and a loyal patient base.

Patient satisfaction surveys can provide insight into how patients perceive the friendliness, professionalism, and competence of the dental office staff, including administrative personnel, hygienists, and dentists.

Feedback helps streamline marketing efforts by enabling practices to address issues before they lead to negative word-of-mouth publicity or reviews.

At CareStack, we understand the importance of patient emotions. That is why we provide a patient review form that can be passed on to the patients so that you can assess where you stand.

With our patient review system, you can identify the experience of each patient and find ways to improve your service.

Any dental healthcare professional can offer a patient survey, but if you truly try to understand your patients' concerns, you can have happier and more loyal patients and a more thriving practice.

Looking for the best cloud-based dental software?

Book a demo with us!

Maximizing Your Dental Business With Patient Satisfaction Surveys

The dental industry is evolving rapidly, with technological innovations like Artificial Innovation playing a pivotal role in transforming practice operations and patient experience. In this ever-changing landscape, making well-informed decisions about the right software solutions is a difficult activity for dental office operators, who are already short on time due to their day-to-day tasks. This is especially true of Practice Management software that serves as the beating heart of a dental office, and a wrong choice can significantly impact the efficiency, patient satisfaction, and financial health of the practice.


, a strategic partner of CareStack, recognized this critical need to support dental practices for making informed choices for practice management software, and commissioned 

 to conduct a comprehensive study on the return on investment (ROI) of implementing CareStack in dental practices. Today, we are proud to announce the release of this groundbreaking study, which is a game-changer for dental practices that are looking to adopt technology for growth and success.

The study, titled "The Total Economic Impact™ of CareStack," conducted by Forrester Consulting, provides an in-depth analysis of the financial benefits, cost savings and patient satisfaction that dental practices can achieve by adopting CareStack's all-in-one practice management solution. The research methodology included detailed interviews with CareStack customers, analysis of customers' operating metrics over a 3-year period, and an evaluation of the platform's impact on the various aspects of dental practice management.

Highlights from the Study include the following improvements for customers over a 3-year period:

307% Return-on-Investment over the period

40% higher patient production, with an average increase of $1,300,000 in production due to higher number of appointments being scheduled and completed

35% reduction in Day Sales Outstanding, with an average savings of $162,200 due to improved revenue cycle management processes

A total savings of $282,400 from consolidating systems

Forrester Study on CareStack in Dental Practices

Based on their research, Forrester determined that the investment made for implementing CareStack paid back within 6 months for dental practices.

The study also summarized the overall benefits of implementing CareStack into 2 sections:

1. Increased Profit from fuller schedules

2. Improved Revenue Cycle Management (RCM)

3. Avoided costs due to system consolidation

The release of Forrester's "The Total Economic Impact™ of CareStack" study marks a significant milestone for us at CareStack, as it objectively validates what our customers have been experiencing all along - overall improvement in practice health that they have experienced after switching to CareStack.

We are elated with this validation from one of the most reputed independent research firms in the world, and further strengthens our mission to help dental practitioners focus on what really matters - quality patient care.

You can now access the full Forrester study and discover how 

 can revolutionize your practice. To access the complete study and learn more about the benefits of implementing CareStack, 

Forrester’s Latest Study on CareStack

Maximizing ROI: Insights from Forrester’s Latest Study on CareStack in Dental Practices

Did you know that in a research conducted by Nathan L Brown and Victoria E Jephcote in 2017, 44% of the dental charts were inaccurate among the 1128 charts analyzed?


The significant errors they found included inaccurate tooth numbers, dental restorations documented on incorrect teeth, and even restorations completely missing from the dental chart.

Accurate dental charting is the backbone of dentistry, providing a roadmap to navigate patients' oral health. It visualizes your patient’s oral features, such as tooth conditions, existing restorations, and treatment plans.

The dental chart enables dentists to create effective treatment plans tailored to each patient's needs. Whether addressing cavities, gum disease, or other dental problems, having a dental chart ensures no critical information is overlooked, leading to better treatment outcomes.

As a beginner, you might have learned about dental charts and how to read a dental chart very well at the dental school. But things might get tricky when it comes to doing it for real.

This blog post will explore dental charting for beginners from the basics and its significance in dentistry.

The history of dental charting systems dates back to ancient times, but the standardized dental charting system we use today has evolved over the last century.

Let’s take a walk back through the history of dental charts:

Some historical evidence suggests that the ancient Egyptians and Greeks kept records of dental diseases and treatments on papyrus rolls and other materials. However, these early records were rudimentary and lacked a standardized system.

Ancient Dental Treatments Records

The development of modern dentistry in the 18th and 19th centuries led to more formal attempts at dental charting. Early dental charts were often handwritten and varied from one practitioner to another. There was no standardization, and dentists used personal notations and symbols to describe dental conditions and treatments.

G.V. Black's Contributions

In the late 19th and early 20th centuries, the American dentist G.V. Black made significant contributions to dentistry, including the development of standardized dental charting. He introduced a classification system for dental caries based on the location and extent of the lesion. His classification system became widely adopted, forming the foundation for modern dental charting.

The FDI World Dental Federation introduced the Universal Numbering System in 1971. This system assigns a unique two-digit number to each tooth, facilitating easier communication and teeth identification regardless of language or location

Dental Tooth Chart

Dental charting is a systematic method of recording vital information about a patient's oral health. Dentists use diagrams and symbols to document tooth identification, existing dental conditions, and various oral aspects or pathologies.

This approach aids dentists in formulating tailored treatment plans and tracking patients' progress. Digital 

 available today facilitates efficient record-keeping and easy access to patient information.

A tooth surfaces chart also ensures dentists have a precise and up-to-date record of a patient's oral health.

By charting a patient's teeth and gums, you can identify dental issues such as cavities, gum disease, and other oral health problems and develop a personalized treatment plan to address the patient's specific needs effectively.

It allows dentists to track the progress of ongoing treatments, assess their effectiveness, and make adjustments as needed. Dental records have proven beneficial in cases of legal disputes or insurance claims.

The critical components of a dental chart include tooth numbering systems, symbols, and abbreviations.

Tooth numbering systems allow us to identify and record specific teeth consistently. There are two primary tooth numbering systems:

 Each tooth is assigned a unique number, and the mouth is divided into four quadrants. The numbers range from 1 to 32, starting from the upper right third molar (1) and ending with the lower right third molar (32). The quadrants are numbered as follows:

Universal Numbering System

 Palmer’s notation is based on symbols representing each tooth. The mouth is divided into four quadrants, and each tooth is designated with a unique symbol.

In the Palmer Notation System, the primary teeth are represented using capital letters A to T, while the permanent teeth are represented using numbers 1 to 8. Quadrants are represented as follows:

Palmer Tooth Numbering System

For example, ‘UR1’ would represent the upper right permanent first molar, while ‘LLC,’ is the lower left primary canine.

Dental teeth charts use symbols to convey specific dental conditions or procedures quickly and efficiently. Some common symbols used in dental charting include:

R - A tooth that requires root canal treatment.

Br - A tooth that requires braces or orthodontic treatment.

+ or ++ - Abnormalities or problem areas.

Dental charting abbreviations save space and simplify documentation. Some standard abbreviations include:

MO - Mesio-occlusal (a dental restoration involving a tooth's mesial and occlusal surfaces).DO - Disto-occlusal (a dental restoration involving a tooth's distal and occlusal surfaces).MOD - Mesio-occlusal-distal (a dental restoration involving all three tooth surfaces: mesial, occlusal, and distal).SRP - Scaling and Root Planing (a deep cleaning procedure for treating gum disease).RCT - Root Canal Treatment (also known as endodontic treatment).OHI - Oral Hygiene Instructions (educating the patient about proper oral care).

Dental Charting in Action

Before starting the dental charting process, collecting relevant patient information is crucial. This info includes the patient's full name, date of birth, contact information, and reason for the visit.

As the next step, a comprehensive medical and dental history is collected from the patient, including current medical conditions, past surgeries, allergies, medications, and systemic diseases.

The oral cavity, including the teeth, gums, tongue, palate, and other structures, will be thoroughly examined.

Findings will be recorded on the dental teeth numbers chart. Make sure to use a standard tooth chart to record the condition of each tooth. Any existing restorations, such as fillings, crowns, or bridges, as well as any areas of decay or enamel erosion, should also be noted.

Mark missing teeth, if any, on the chart and indicate the reason for the absence. Record the measurements of the periodontal pockets and note any signs of gum disease, such as bleeding, inflammation, or recession. Periodontal charting helps in diagnosing and monitoring gum health.

Include additional findings, such as oral lesions, anomalies, or abnormalities requiring further investigation or treatment.

Challenges in Dental Charting

Dental charting involves using specific dental terms to record various oral conditions. Beginners may need help understanding and remembering these terms. Interpreting and identifying oral conditions during a dental examination can be challenging. It requires knowledge of dental anatomy and the ability to differentiate between normal and abnormal findings.

Also, beginners may need more hands-on experience to accurately depict the dental chart and teeth numbers.

Different dental professionals may have other charting methods, leading to inconsistencies in record-keeping, which can create confusion when sharing information among team members.

Possible Errors in Dental Charting & How to Mitigate Them

a. Incorrect identification of dental conditions

To avoid misidentifying conditions, beginners should study dental anatomy and attend workshops or training sessions to enhance their diagnostic skills.

Errors in dental charts can occur due to typos or misinterpretations of clinical findings. One way to mitigate this is by adopting electronic charting systems that provide prompts and validation to ensure accurate data entry.

Misunderstandings between team members can affect patient care, and incomplete or unclear dental charting is a major cause. Implementing standardized charting protocols and improving communication within the team can help prevent such pitfalls.

During charting, beginners may overlook specific data points, such as patient medical history or previous dental treatments. Regularly reviewing and updating patient records can help in capturing comprehensive information.

Inaccurate handling of patient data or failing to adhere to privacy regulations can lead to legal consequences and ethical concerns. Dental professionals must be aware of data protection laws and maintain secure record-keeping practices.

Tips and Best Practices for Efficient Dental Charting

Best Practices for Efficient Dental Charting

 Utilize established dental charting systems to ensure consistency and clarity when communicating with other dental professionals.

 Embrace digital dental software for charting to streamline the process, reduce errors, and enhance accessibility to patient records.

 Ensure your dental staff receive proper training on charting procedures and periodically review and update their skills to maintain accuracy.

 Verify all recorded information for accuracy before finalizing the chart. Simple mistakes can lead to significant misunderstandings or treatment errors.

 Use clear and concise language to describe findings and treatments. Avoid ambiguous abbreviations or terms that may be misinterpreted.

 Engage the patient throughout the charting process, explaining what you are recording and addressing any questions or concerns they may have.

 Keep dental charts updated with each visit, noting changes in oral health and any treatments provided.

secure storage and backup of digital dental records

 to prevent data loss and protect patient privacy.

Dental Charting Software

The transition from traditional paper-based dental teeth numbering charts to efficient and sophisticated digital dental charting systems was revolutionary.

 to record, store, and manage patient data electronically, replacing the traditional pen-and-paper approach.

 Digital dental charting reduces the risk of manual errors such as illegible handwriting or misplaced documents. With standardized data entry and intuitive interfaces, dental professionals can ensure that patient records are accurate and up-to-date.

 Gone are the days of searching through stacks of paper files. Digital dental charting systems allow authorized personnel to access patient information securely from any location, facilitating seamless communication between dental professionals and enhancing collaborative care.

 The efficiency of digital charting streamlines administrative tasks, freeing up valuable time for dental staff to focus on patient care. Additionally, reducing paper usage translates to cost savings and a more environmentally friendly approach.

 Digital dental charting enables faster access to patient histories, treatments, and diagnostic images, resulting in more informed and personalized care. Patients will appreciate the convenience and responsiveness of a well-organized digital system.

Dental Charting Software Options for Dentists

 Cloud-based dental charting systems offer flexibility, scalability, and enhanced data security. They allow seamless data synchronization across devices, making it easy for dental professionals to access patient information from anywhere with an internet connection.

 solutions include digital charting modules as part of their comprehensive offerings. These platforms streamline various aspects of running a dental practice, from scheduling appointments to billing and patient communication.

 Some software providers offer dedicated digital dental charting systems tailored to the specific needs of dental professionals. These solutions often integrate with other dental imaging and diagnostic tools, creating a centralized hub for patient data.

Best 5 Dental Charting Software Solutions

Dental Charting in 2023

Everything To Know About Dental Charting in 2023

Consciously putting yourself in your patient’s shoes(search results), offering them the best service possible, and making them choose your practice over other gazillion options is the jackpot you need to hit.

In this fast-paced and ever-evolving dental market, standing still will move you backward.

Your patients are more informed than ever, and digital marketing has steered some new and easy ways to reach them.

Having a solid online marketing strategy to attract, engage and retain patients by leveraging data and technology efficiently is crucial for a dental practice to stand out in the crowd today.

While planning your marketing strategy for 2023, you should think about adding social marketing, digital marketing, and some cutting-edge marketing tools to it.

This blog will analyze the benefits of the various marketing mediums, dental marketing tips and strategies, and how to implement them effectively to get the results you look for.

Why is Digital Marketing Important for Dentists in 2023

Running a dental practice is a challenge in itself.

 in place will make your practice stand out and help you connect with your target audience.

 refers to any marketing methods conducted through electronic devices which utilize some form of a computer, including online marketing efforts conducted on the internet.”

 is as necessary for any other business existing in this era. If wisely engaged, it can prove highly effective and beneficial.

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