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 . 

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.

Whether it's scheduling appointments, answering questions, or following up on treatment, the way a practice handles its phone communication can be a major determinant in patient satisfaction, retention, and practice growth.

 communication? Let's explore the key factors and the subtle yet impactful differences.

First Impressions Matter: It All Starts with the Phone

When a potential patient calls a dental practice for the first time, that interaction can make or break their decision to schedule an appointment. This is often the first human-to-human contact they have with the practice, and it’s crucial that this experience is handled professionally and warmly.

: Answering the phone in a timely manner, addressing basic inquiries, and scheduling appointments without delays.

: Going beyond the basics by greeting the patient with genuine enthusiasm, using their name throughout the conversation, and offering additional information to make them feel comfortable and informed about their decision to visit your practice.

A first-time caller should feel as though they are not just another number but a valued individual who the practice is eager to serve. This personal touch can lead to a higher conversion rate of new patient inquiries.

Clear and compassionate communication

Dental care can be a source of anxiety for many patients, so it’s essential that phone communication conveys not only information but also empathy. Patients may call with concerns about pain, costs, or the complexity of treatments, and how the staff addresses these concerns can impact the patient's trust in the practice.

: Providing clear, concise information and ensuring that the patient understands the necessary details of their visit or treatment.

: Actively listening to the patient’s concerns, addressing them with empathy, and offering reassurance. This may include following up with a kind word, reminding them of post-treatment instructions, or asking if they have any other concerns that haven’t been addressed.

Patients should feel heard and understood, and a great communicator will ensure that the conversation is a two-way street, inviting questions and feedback.

Problem-Solving and Anticipation of Needs

Patients sometimes call with issues that require immediate attention—whether it’s a dental emergency, a rescheduling need, or confusion about a bill. How efficiently and proactively the office staff handles these situations can greatly impact the patient experience.

: Resolving the issue efficiently and offering a solution.

: Not only resolving the issue but anticipating the patient’s next concern and addressing it proactively. For example, when a patient calls to reschedule, a great communicator will offer alternative appointment times that are most convenient for the patient, confirm insurance details, and provide information on what to expect during their next visit.

Being one step ahead and offering a seamless experience shows patients that the practice truly cares about their needs and is committed to providing top-tier care.

Consistent Follow Ups and Engagement

The interaction with patients shouldn’t end after they hang up the phone. Following up on treatments, sending reminders for check-ups, and staying connected through follow-up calls ensures that patients feel valued long-term.

: Sending reminders via text or email and providing follow-up care information.

: Personally, calling patients after significant treatments to check on their recovery, asking if they have any post-treatment questions, and providing personalized advice. This level of care shows a commitment to the patient’s well-being beyond just their appointment time.

Moreover, great communicators will remind patients of the importance of routine dental care and provide an easy pathway for them to schedule future appointments, keeping them engaged with the practice.

An often overlooked yet critical element of effective phone communication is the tone of voice. The staff’s demeanour over the phone can reflect the overall culture of the practice, either reinforcing a sense of professionalism or creating doubt about the quality of care.

: Using polite language and maintaining professionalism.

: Using a warm, friendly tone that puts the patient at ease, alongside clear, confident communication that inspires trust. Staff members should be trained to not only answer questions but also match the energy and emotional needs of the caller. Whether the patient is nervous, confused, or in pain, a calm and caring tone can make all the difference.

The best dental practices understand that phone communication isn’t just about managing appointments or addressing concerns, it’s about building relationships. Long-term relationships with patients are forged through consistent, meaningful interactions where they feel their needs are met and their concerns are valued.

: Satisfying patient requests on a case-by-case basis.

: Using phone calls as an opportunity to create a loyal patient base. This might include remembering past conversations, following up on treatments, or simply checking in to wish the patient well. The goal is to create a sense of connection where patients feel they are more than just a number in the system.

In dental practices, the phone is more than just a tool for booking appointments, it is an extension of patient care and a powerful platform for building trust. Great communication isn’t about just getting the job done; it’s about creating an exceptional patient experience at every touchpoint. By training staff to focus on empathy, clear communication, and proactive problem-solving, dental practices can elevate their phone interactions from good to great, ultimately leading to higher patient satisfaction, stronger retention, and increased growth.

In an industry where trust and comfort are paramount, investing in stellar phone communication and phone technology will set a dental practice apart and keep patients returning for years to come.

Learn how we can help you reduce claim rejections and denials.

Book a demo with us!

Phone Communication in Dental Practices

The Critical Role of Phone Communication in Dental Practices: Elevating Patient Experience from Good to Great

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?

Maximizing Your Dental Business With Patient Satisfaction Surveys

CareStack, a U.S. and India-based dental practice management platform, has acquired Waybeo, a Kerala-based AI startup specializing in analytics for cloud telephony, to strengthen its patient-practitioner communication capabilities. Founded by Krishnan R V, Manu Dev, and Bijoy B S in 2009, Waybeo focuses on call tracking, lead response automation, and real-time transcriptions, and serves a client base that includes Airtel, Tata Motors, and Honda. This acquisition combines Waybeo’s AI expertise with CareStack’s dental market reach, advancing patient care standards. CareStack’s CEO, Abhilash Krishna, sees this integration as transformative for dental communication.

CareStack’s platform, launched in 2015, serves dental practices by streamlining operations and enhancing patient engagement. The company, backed by Swiss dental manufacturer Straumann Group, has international expansion plans and aims to tap into the growing dental software market, projected to reach $3.4 billion by 2032. Following this acquisition, Waybeo plans to expand into markets beyond healthcare, including sectors like real estate and insurance, while broadening its footprint within India and internationally.

CareStack Buys Airtel-Backed Waybeo

CareStack Buys Airtel-Backed Waybeo To Augment Patient-Practitioner Communication

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.

 will gain your practice the credibility, reach, and reliability your patients seek. This will have a direct positive impact on the number of new patient conversions.

Let’s look at some statistics to understand how important is digital marketing for dentists.

By 2027, the dental market in the United States is projected to witness a substantial growth of $15 billion+, representing a 100% increase.

77% of patients will choose a provider that offers online scheduling. 

 can make your practice stand out and be approachable to prospective patients.

 use both online and offline resources for hospital research, and 44% of patients who researched healthcare providers on a mobile device scheduled an appointment.

, while 46% rely on the office team to email or call patients.

The above numbers shed light on why dental practices should never fail to invest their time and resources in formulating 

 and strategies effectively to bring in conversions.

Social Media Channels for Marketing in 2023

How effectively do you use your social media handles? Do you use it to educate your followers? Do your run campaigns to bring in new patients to your practice?

 conducted among 510 dentists, only one-third(31.2%) were using 

 and only 17.1% reported that their patients heard about them through social media.

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