Improve Profitability through Clean Claims

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. 

Beatrice Perez

Ishtiaq Rouf

Dana Veach

Dr. Himesh Kana, DDS

Himesh Kana

 Penny Filipe

The Modern Dental Operating System: Technology Should Empower Your Team, Not Replace It

Operational Performance Will Define the Next DSO Era

Building CareStack's Partner Ecosystem

Dental Revenue Cycle Management: Automating Fee Schedules

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 . 

 is a train-themed, multi-location, multi-specialty dental practice serving patients across Oklahoma, Texas, and Arizona. With a commitment to providing high-quality, affordable dental care for children and adults, Dental Depot struggled to streamline operations and enhance patient experience across its expanding network.


Dental Depot’s Journey

Before CareStack, Dental Depot lacked scalability support from its legacy practice management system, EagleSoft. They were juggling within a tangled web of outdated, disconnected systems. Each location was effectively operating individually, with different tools for patient management, revenue cycles, and communication, resulting in fragmented reporting and operations.

Despite their best efforts, the leadership at Dental Depot was unable to get a clear, real-time picture of how the organization was truly performing and make strategic decisions accordingly.

Each location operated on different legacy systems, leading to inconsistent workflows and data reconciliation.

Inability to Streamline Workflow and Reporting Across Locations

Disconnected systems and the inability to consolidate KPIs across locations caused multiple inefficiencies created due to reliance on numerous third-party tools.

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

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With ambitions to grow efficiently, Dental Depot began evaluating various practice management systems that could unify their operations under a single platform. The goal was clear: eliminate the chaos of multiple tools, centralize the RCM processes, gain access to real-time analytics, and build a foundation that could support rapid expansion.

Dr. Kana led the charge, exploring various platforms. But one solution quickly rose to the top: CareStack.

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

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

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

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

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

Modern UI & Scalability

The transition to CareStack was a collaborative and intentional effort. Dental Depot’s leadership appreciated CareStack’s commitment to understanding the nuances of their operations and tailoring the onboarding process accordingly. With multiple locations and legacy systems in place, the migration was carefully phased to ensure accuracy, continuity, and team confidence at every step.

Customized Training and Support with CareStack University

CareStack University was activated for the Dental Depot team to ensure seamless data migration, customized workflows, and thorough training while minimizing disruption to 

 and streamlining operational inefficiencies.

The impact of transitioning to CareStack was both immediate and far-reaching. Within just a few months of going live, Dental Depot began seeing measurable gains across financial, operational, and patient experience metrics, validating their decision to invest in a unified, 

190% increase in monthly insurance collections


These gains came along with a major boost in staffing efficiency. Billing previously required 1.5 full-time equivalents; after CareStack’s RCM consolidation, it was no longer a full-time role. The staff member could be reassigned to broader duties as billing demands significantly decreased.

Unified workflows saved administrative time, eliminated system toggling, and improved team productivity. Real-time analytics gave leadership instant insight into KPIs across locations, enabling smarter decisions.

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

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

As Dental Depot expanded, aligning enterprise operations with strategic goals became increasingly critical. CareStack delivered the foundation needed to manage, grow, and optimize a multi-location, multi-specialty dental group at scale.

With real-time, organization-wide KPIs in one dashboard, leadership gained instant insight into collections, provider productivity, A/R, and more, enabling faster, data-driven decisions.

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

Security & Compliance

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

CareStack supports both general and specialty providers, with centralized billing and specific workflows that ensured accurate filing, faster claims, and unified revenue tracking for Dental Depot.

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

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

307%

Increase in Profits from fuller Patient Schedules

$1.3M 

$280K

Saved through Efficiency Gains and improved RCM

$162K

Results that speak Enterprise

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

 is just what you need to streamline your workflows and improve communication. With CareStack, you can access your practice from anywhere and on any device. And with our RCM service, your billing team can focus on patient management while we take care of the rest. Switch to CareStack today and experience the difference.

Dental Depot

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

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.

Driving Growth and Efficiency

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:

 Reporting errors in Tab32 impacted decision-making and operational oversight.

 Ineffective claims handling caused delays and rejections, affecting cash flow.

 Difficulty managing A/R led to billing inefficiencies and financial strain.

 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.

Dr. Rasheeda Johnson

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 

, improved reporting, streamlined claims management, and 

 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.

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.

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.

Tailored Training and Onboarding

Coordinated and Collaborative Conversion Process

Working in close partnership with DentCare Now, CareStack’s implementation team led a structured rollout that included:

 Designating internal champions to guide the transition and drive user adoption.

 Reviewing and removing outdated fee schedules, inactive plans, and legacy data for a clean migration.

 Conducting thorough testing in a secure sandbox environment to ensure data integrity before go-live.

 Implementing standardized, best-practice workflows for 

 Configuring forms, logos, and digital assets within the system to ensure consistency in patient communications.

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.

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.

Dentcare Now

, driven by improved A/R controls and claims management. These gains significantly strengthened the practice’s revenue cycle.

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.

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.

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

Real-time, enterprise-level dashboards enabled leadership to monitor KPIs across all practices remotely.

Cloud-based architecture ensured HIPAA compliance and data security, strengthening patient trust.

One platform now supports scheduling, billing, and patient communications for both locations, with support for more.

CareStack’s all-in-one solution continues to support DentCare Now’s expansion goals, enabling control with minimal operational friction.

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.

Always available Chat and Voice-based support, along with text and video-based learning resources to help users as new locations were added.

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.

Experience the CareStack difference!

DentCare Now

Success Story: DentCare Now's Transition to CareStack for Modern Dental Practice Management

Alpha Dental Centers, a multi-specialty dental service organization (DSO), with over 150+ staff members and 50+ providers provides quality dental care across Rhode Island and Massachusetts. With an aim to bring modern, state-of-the-art equipment and materials to their patients, the team is fueled by a desire to expand further to provide seamless dental facilities to many others.


Alpha Dental’s Strategic Technology

With 22 established centers and further plans of expansion, the limitations of their existing practice management software, EagleSoft, became increasingly apparent. The legacy PMS failed to meet their increasing demands, leading to inefficiencies and communication gaps that stalled their scalability.

EagleSoft’s on-premise structure created inconsistencies across locations, resulting in miscommunication, duplicate efforts, and lack of real-time data visibility.

Managing new locations, providers, and centralized billing became challenging, as disparate systems made standardization nearly impossible.

The absence of cloud-based security protocols raised risks and inconsistencies with protecting patient data.

Recognizing these challenges, Alpha Dental sought a solution that could address their operational inefficiencies and support their growth ambitions, pushing Maria Filipe, Regional Manager at Alpha Dental Massachusetts to look for a resolution with her team.

Alpha Dental’s leadership sought a scalable, cloud-based solution to support multi-location growth, improve efficiency, and boost same-store performance. A key priority was modernizing patient acquisition and conversion to drive revenue from existing practices—capabilities their legacy system, Eaglesoft—lacked.

After evaluating multiple options, CareStack stood out for its all-in-one platform and robust engagement tools. The transition marked a major step in Alpha Dental’s modernization journey, enabling centralized workflows and real-time reporting. Integrated features like online scheduling and automated reminders streamlined front-office operations and significantly improved patient conversion and coordination across locations.

The transition from Eaglesoft to CareStack was executed with speed, precision, and minimal disruption to day-to-day operations.The 

 that CareStack offered helped Alpha Dental’s leadership prioritize a smooth cutover and enable efficient onboarding, with the first set of locations onboarded within 3 months.

Implementation and Onboarding

Some key steps that ensured a seamless transition from EagleSoft to CareStack were:

User Training and Onboarding with CareStack University

CareStack provided comprehensive, role-based training programs for clinical, front-office, and administrative staff. CS team members were present on-site during the transition to provide real-time assistance. Configuration adjustments were made instantly as needed, and personalized support was offered to ensure uninterrupted patient flow and a smooth go-live experience.

CareStack’s training team worked closely with the Alpha Dental team to design and implement training and 

Dedicated “A-Team” of internal champions assembled to lead transition, ensuring alignment, driving user adoption, and guiding implementation.

Legacy records like obsolete fee schedules and inactive insurance plans were carefully audited and removed, enabling a cleaner, more efficient data migration.

Alpha Dental’s team performed thorough data checks in a secure sandbox environment to confirm accuracy and integrity.

Standardized practices were rolled out across all key operational areas to ensure system-wide consistency.

: Customized branding elements including digital forms, logos and social media links were provided for enhanced 

This collaborative and methodical implementation approach minimized disruption, enhanced staff readiness, strengthened patient engagement, and accelerated successful adoption across all practices.

The transition to CareStack delivered measurable gains for Alpha Dental. With a centralized, cloud-based platform in place, the leadership team unlocked a new level of efficiency, visibility, and scalability across its growing locations.

Alpha dental

By streamlining collections workflows and improving billing accuracy, Alpha Dental achieved a 40% increase in provider compensation.

CareStack centralized revenue cycle operations under one billing team, while robust support and training resources ensured seamless adoption across locations.

CareStack eliminated the need for third-party servers and reduced IT maintenance costs associated with on-premise software.

CareStack’s implementation team ensured a seamless transition by providing an intuitive user experience that helped drive a 90% staff retention rate.

Integrated patient engagement tools improved the overall patient experience with real-time scheduling, digital check-ins, and automated reminders delivering a more seamless and modern experience.

Before CareStack, each new location required manual setup; now, Alpha Dental onboards new sites quickly using standardized workflows and centralized oversight, enabling scalable growth.

Real-time, DSO-wide metric tracking enabled leadership to monitor KPIs across all practices.

CareStack’s cloud architecture encrypts data in transit and at rest, eliminating ransomware risks and ensuring PHI compliance for patient data privacy.

New practices are onboarded quickly with standardized workflows and centralized systems, streamlining expansion and minimizing administrative overhead.

With CareStack as its technology foundation, Alpha Dental is well-positioned to continue its growth trajectory. As the platform continues to release new features and enhancements, Alpha Dental remains confident in its ability to scale efficiently while continuing to deliver exceptional patient experiences across all locations.

 is experiencing exponential growth with CareStack.

Empower Your Practice’s Growth with CareStack.

Alpha Dental

From Fragmented to Future-Ready: Alpha Dental’s Strategic Technology Upgrade with CareStack

, a high-volume, urgent care dental clinic in Eagan, Minnesota, faced data duplication and workflow delays due to legacy systems. To address these challenges and better serve patients in acute need, the practice set clear goals: enhance the patient intake experience, reduce administrative delays, streamline claims processing, and enable secure remote access. Driven by a commitment to faster, more reliable care, Now Care Dental aimed to modernize operations and scale effectively through a cloud-based platform.


Now Care Dental Office

Pre-CareStack Environment: Operational Challenges

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