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.

Dentistry's Inner Circle bg 37

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

Dentistry's Inner Circle bg 43

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 . 

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.

There is much more your social media presence can do for you if used effectively.

The ‘n’ number of social media channels these days cater to a wide range of audiences. Understanding where your gold mine of prospects primarily engages is the first step in building your social media presence.

Let’s take a deeper look at the various social media channels you can leverage to understand your target audience, reach out to them, and eventually convert them into an MQL(Marketing Qualified Lead).

Social Media Usage

, 510 dentists were surveyed, out of which 498(97.6%) dentists still use Facebook as their primary social media.

 monthly active users, creating a Facebook Page for your dental clinic, if not yet done, is highly advised.

Now that you have a page let’s take a look at the types of content that has the potential to rank higher on Facebook.

Posting content that will help you place your dental clinic in front of your target audience is crucial to building a successful 

Facebook is an uber-dynamic platform, and as we evaluate the type of content that has been trending over the years, it changes constantly.

Practices should focus on presenting content that resonates with recent trends and brings value addition to the mix.

Here are some content variations you can use to ensure engagement on your Facebook page.

 User-generated videos and images have a higher reach on Facebook. Ask your patients to post a review or record a patient review while they are at your practice. Ask permission to post and tag them. Such user-generated content is a game changer in Facebook Marketing. It is engaging and plays a great role in building trust among existing patients as well as prospects.

 Work with influencers in your niche and get a collaboration going on. This will give your practice a whole new exposure and audience. Influencer marketing is known to have great outcomes if executed systematically.

 Videos, both live and recorded, are ruling the Facebook platform in 2023. Host Facebook Live and drive interactions with your audience. However, aim for value addition in every interaction with your prospects.

Do you know that Instagram connects almost 

Don’t you think including Instagram in your 

 will benefit you, considering the potential of the platform?

This visual platform equips you with all the tools to engage your audience in fun and vibrant ways.

 has been in the limelight lately. Collaborating with a dental influencer, setting up a campaign with clear goals, and executing it effectively is a great strategy to promote your services or seasonal offers.

󠀠
would drive more engagement and help you reach your target audience on Instagram.

Instagram

Interacting regularly with your audience is yet another critical act dental practices should perform on a daily basis.

Responding to comments on your posts, commenting and interacting with your followers, responding to direct messages, and organizing interactive live sessions will help you boost your engagement on Instagram.

 gives your content a wider reach, and it helps you categorize the content you publish on your page.

A strong LinkedIn profile would give you credibility and help you establish yourself as a leader in the industry. LinkedIn will serve as a platform to showcase your knowledge and reflect your practice culture.

Joining discussion forums related to dentistry and connecting with like-minded dental professionals will further magnify the chances to expand your page reach.

TikTok, the short-form content platform, is trending among the younger generation.

Sharing entertaining yet informative content through this platform will earn you followers and will help you build brand awareness among a younger audience.

Dentists using tiktok

Still skeptical about how a TikTok profile would earn you followers and new patients? Let’s look at some dentists using TikTok to share informative and educational content.

Analyze the tone and approach of the content these successful dental professionals use. Identify how you can implement those in your content and look for ways to create entertaining yet informative content for your followers.

Staying up to date with the ever-evolving digital marketing trends is crucial in setting up a strategy that will reap you benefits in the form of new patient conversion and referrals.

Let’s look at some dental marketing strategies to embed into your marketing game.

Ultimate Dental Marketing Tips and Ideas: What You Need to Know!

Knowing your target audience and understanding where they spend most of their time will unveil clarity you never knew you needed.

If you’ve not yet identified your target audience, it’s high time you do it.

Creating patient personas will give practices an idea of what, how, and when to canvas them.

These personas will put a face to your prospective patients, give your 

 a better definition, and make sure that your marketing efforts reach the right audience group.

How will personas benefit your practice in building a better marketing plan?

1. Understand your patients’ needs or interests

2. Learn where your patients spend time online

 you engage to distribute your content hold great significance.

It will vary depending on your audience and resources. There are three types of channels you can use in your marketing:

Media Channels

Choose the relevant channels for your dental practice from the above illustration based on your understanding of your target audience.

Also, ensure that the content you put up aligns with your patients’ interests, and make sure to optimize your content to the respective channels.

Why do you need a social media content calendar?

A content calendar answers the question - what should we post next on social media?

Browse Content

Scheduling