It’s 8:30 a.m., and the team is gearing up for a full day—at least that’s what the schedule says. But by 10 a.m., two appointments have cancelled, and an early afternoon hygiene slot is sitting unconfirmed—just a few more empty spots that are becoming all too common. The front desk scrambles to make calls, but most patients don’t answer during work hours.
Looking back, you realize this isn’t a one-off problem. Thursdays are always a little slower. Late-day cancellations happen often, and rescheduling is hit-or-miss. Despite spending money on marketing and maintaining high-quality care, the financial report at the end of the week shows another shortfall in revenue.
The frustrating part? Everyone is working hard—but the tools just aren’t in place to spot the patterns, recover from last-minute changes, or turn open time into booked production. You’re not short on patients—you’re short on insight and efficiency.
Scheduling Gaps Are a Revenue Killer
When it comes to managing your practice’s revenue, few things create as many headaches as co-payment Empty spots in the schedule aren’t just inconvenient—they’re costly. And without the right visibility into patterns or the tools to react quickly, the problem compounds. Here’s what’s often behind the gaps:
No Visibility = No Strategy Most practices don’t track scheduling trends in a way that helps them understand patterns. As a result, low-traffic periods go unaddressed, and staff are stuck reacting rather than planning.
Unfilled Chairs = Lost Income One hygiene appointment per day may not seem like much—but multiply that across a month, and its thousands in lost production.
Cancellations Caused by Financial Stress Especially in today’s economy, patients may cancel or delay appointments due to cost. If your practice doesn’t offer flexible options,like payment plans, automated contract billing, or clear insurance breakdowns, those visits are simply missed opportunities.
Manual Recalls = Missed Hygiene Revenue Hygiene recalls are a major revenue stream—but if your team is manually managing follow-ups, it’s easy for patients to fall through the cracks.
No Real-Time Tools = Missed Rebooking Opportunities When a last-minute cancellation happens, there’s often no efficient way to get the word out to patients who’d happily take the slot. That open time stays open—and revenue never walks through the door.
The ClearDent Pain Killer
ClearDent provides the tools practices need to protect revenue and take control of their schedule.
Use Reporting to Identify and Prevent Low-Traffic Periods
With ClearDent’s customizable reporting, you can analyze appointment trends by day, week, provider, or treatment type. Commonly used reports include the Production by Provider report to monitor booking gaps, the Daily and Weekly Production Summary to identify underperforming time slots, and the Appointment Report to review no-shows and cancellations. These reports provide the insight needed to anticipate dips and proactively shift staffing or scheduling strategies to make better use of available time.
Turn Cancellations into Revenue Opportunities
ClearConnect’s real-time text and email reminders make it easier to notify patients when an opening becomes available—saving staff from making multiple manual calls.
Online Booking also allows patients to see and book available appointments at their convenience, including outside regular office hours, helping to fill empty spots more efficiently.
Offer Payment Plans That Encourage Treatment Follow-Through
With ClearDent’s Contract Billing, patients can access flexible, manageable payment options. This makes it easier for them to move forward with care—so they don’t cancel or delay due to financial concerns. For the practice, it means fewer no-shows and a more consistent schedule.
Automate Recalls to Keep the Hygiene Schedule Full
ClearDent’s Recall Manager, paired with ClearConnect’s automated outreach, identifies overdue patients and follows up with personalized messages—no manual work required. You’re not just reminding patients—you’re building a system that keeps your chairs filled and your hygiene revenue steady.
The Pain-Free Practice
Imagine this:
It’s a rainy Monday morning and a last-minute cancellation comes through. But instead of losing production, the front desk quickly pulls up a list of patients who are due for care or have previously asked about earlier appointments. They send a quick text or email with a link to the practice’s online booking page, letting those patients know there’s an opening. Within 20 minutes, a patient books the slot—saving the front desk from making multiple phone calls and keeping the day on track.
Later that week, a scheduling report shows that Wednesdays are consistently underbooked. Not only can you adjust provider hours slightly, but you can make sure those appointment slots are available for online booking and use ClearDent’s bulk messaging tools to offer earlier appointments to hygiene patients with upcoming recalls.
At the end of the month, you run your production and revenue reports—no surprises. You’ve met your goals, the schedule feels stable, and you’ve filled more empty spotsthan ever before by staying proactive. Instead, they’re focused on patient care and revenue is on track.
Stop Letting Revenue Slip Through the Cracks
Your dental schedule is more than a calendar—it’s a key driver of revenue and operational success. Every open slot represents income left on the table. Over time, those gaps quietly erode profitability.
By using ClearDent’s tools to analyze scheduling trends, fill cancellations faster, offer flexible payment options, and automate recall management, practices can regain control and boost financial performance.
Don’t let avoidable inefficiencies hold your practice back. Start managing your schedule with revenue in mind—and take the first step toward a more productive and profitable practice.
It’s late afternoon and your front desk is trying to close out the day. One patient is wrapping up a filling and heading out the door. Insurance coverage for the procedure is unclear, and the admin team doesn’t want to risk misquoting, so they say, “We’ll email you the statement later.” An email goes out that evening—but no payment comes in.
A few weeks pass. Still no response. The email was sent, but there’s been no follow-up—and no payment.
Meanwhile, another patient is sitting in the chair, recommended for a crown. But the treatment plan estimate is vague. When they ask how much they’ll owe out-of-pocket, your staff stumbles through a confusing explanation. The patient decides to “think about it” and never books.
A third patient is already on a payment plan—but it’s tracked in a spreadsheet, and someone forgot to send the next reminder. That balance is now overdue, too.
Staff are juggling too many tasks, spending hours manually tracking outstanding balances and sending reminders—when they remember. But despite their effort, accounts receivable (A/R) is creeping up. The team is doing their best, but without the right tools, payments keep slipping through the cracks.
Co-Payment Management Challenges Drive Up A/R
When it comes to managing your practice’s revenue, few things create as many headaches as co-payment collection. Co-payments are often one of the most misunderstood, miscommunicated, and poorly tracked parts of the billing process—and when they’re not handled well, it directly contributes to ballooning accounts receivable (A/R), inconsistent cash flow, and frustrated staff:
Patients don’t always pay the full amount at the time of service. While some practices enforce upfront payments, insurance uncertainty often forces teams to charge a fixed or estimated amount. Without confirmation from the insurer, the practice must either manage reimbursements later or carry a credit balance on the account—something patients aren’t always comfortable with. This leads to follow-up, confusion, and delays in payment collection.
Staff struggle to explain co-payments. Insurance coverage is complicated, and without integrated estimates, staff lack the confidence and clarity to clearly communicate patient responsibility.
No easy way to collect off-site. Practices often wait for patients to return—if they do.
Manual tracking of outstanding balances. Follow-ups and reminders are often done manually, leading to inconsistency and human error.
Inconsistent follow-ups. Without automation, patients fall through the cracks, and payments get forgotten.
Poorly structured payment plans. While flexible options are helpful for patients, they’re difficult to manage without a structured, automated system.
Lack of visibility into A/R trends. Without real-time reporting, practices don’t know where they stand until it’s too late.
These issues don’t just create a little extra work—they lead to high A/R, unpredictable cash flow, and burned-out staff.
The ClearDent Pain Killer
Solving co-payment challenges doesn’t have to mean more work for your team—it just means having the right system in place. ClearDent’s platform is built with these financial pain points in mind, offering a suite of integrated tools that help you simplify collections, reduce administrative workload, and ensure patients understand and fulfill their financial responsibility. From real-time billing clarity to automated payment tracking, ClearDent turns one of the most frustrating parts of practice management into one of the easiest:
EOB Auto Adjust: Automatically applies insurance adjustments to the patient ledger based on the Explanation of Benefits, so staff can confidently collect the correct amount at the time of service.
Integrated Treatment Planning & Estimates: Staff can clearly show patients what insurance covers and what they’ll owe out-of-pocket—boosting trust and treatment acceptance.
Automated Payment Reminders & A/R Tracking: Keep follow-ups consistent and timely without adding more to your team’s plate.
Contract Billing (Payment Plans): Create structured, recurring payment plans that are tracked and managed automatically within the system.
A/R Reports & Dashboards: Get a clear picture of your financials, track overdue accounts, and identify opportunities to improve collections.
With ClearDent, collecting payments isn’t just easier—it’s built into the workflow.
The Pain-Free Practice
Imagine your front desk team closing out the day without stress, knowing that co-payments have been explained clearly and collected in real time.
Imagine knowing exactly how much is outstanding, what’s trending, and where your revenue is going.
That’s what happens when your co-payment management tools work with you, not against you.
Stronger Tools. Smarter Payments. Lower A/R.
High A/R isn’t just a numbers issue—it’s a sign of system inefficiencies that burden your staff and disrupt your cash flow. With the right technology in place, collecting co-payments can be simple, consistent, and built into every step of the patient journey.
ClearDent helps you get paid faster, reduce administrative burden, and empower your team to work smarter—not harder. From automated reminders to accurate EOB adjustments—every feature is designed to eliminate the friction in getting paid.
Because when payment is easy, A/R doesn’t stand a chance.
You’re running a busy, thriving practice. Chairs are full. Patients are happy. Your team is firing on all cylinders to deliver great care and keep the schedule moving. But when it’s time to review your financials, something doesn’t add up—your ledger write-offs are climbing, and it’s not clear why.
Collections are lower than expected. Accounts receivable is climbing. Write-offs are becoming more common. The hard work is there—but the revenue isn’t keeping pace.
You start digging into the ledger and realize your staff is spending hours every week manually adjusting insurance claims, navigating unclear patient balances, and reconciling accounts long after the visit has ended. Little issues have quietly snowballed: a missed co-pay here, a miscalculated adjustment there. Without easy ways for patients to pay or clear visibility into outstanding balances, payments are delayed or missed entirely.
The reality is the ledger write-offs aren’t the result of one big mistake. They’re the result of dozens of small inefficiencies that slowly erode your bottom line.
Mistakes That Cost You Money
High ledger write-offs don’t happen all at once. They’re the byproduct of an inefficient financial workflow—one that puts too much pressure on your staff to get things right without giving them the right tools.
Let’s break down the most common contributors:
1. Inaccurate Data Entry
Manually entering insurance adjustments or patient balances creates opportunities for errors. It’s easy to mistype an amount, apply a payment to the wrong visit, or miss an adjustment altogether. These small errors often lead to balances that can’t be collected.
2. Insurance Adjustment Confusion
Your staff is often expected to calculate what the patient owes after insurance—sometimes on the spot. While some insurance providers offer pre-approved estimates, not all do. In many cases, staff have to check in advance, ask patients to wait, or follow up after the appointment to confirm the exact amount. Without built-in tools to guide those calculations, they’re left estimating based on carrier rules or past experience, which introduces room for error and missed revenue.
3. Delayed Reconciliation
If you’re only reconciling financials monthly (or even less often), you’re likely missing discrepancies that could be fixed earlier. The longer they go unnoticed, the harder they are to correct—and the more likely they are to result in a write-off. In many cases, practices want to run more frequent reports, but their current software makes it too time-consuming or difficult to generate daily or weekly insights. As a result, they stick with what’s easiest—even if it means spotting issues too late.
4. Lack of Visibility into Patterns
Without clear reporting, it’s hard to see what’s causing write-offs. Is it a particular insurance provider? A training issue? A process bottleneck? Without visibility, the cycle continues.
Turn the Ledger Into Your Financial Lifeline
ClearDent’s ledger is more than just a place to record payments—it’s a system designed to reduce ledger write-offs and improve accuracy. It’s designed to help practices proactively manage revenue and reduce the risk of write-offs through automation, clarity, and accountability.
EOB Auto-Adjust: ClearDent automatically applies insurance adjustments based on the EOB. This removes the need for manual entry, reducing errors and freeing up staff time.
Automated Billing & Ledger Adjustments: ClearDent calculates what the patient owes and applies it to the ledger in real time. Your staff no longer has to rely on guesswork or mental math.
Real-Time Reporting & Ledger Tracking: Financial reporting in ClearDent is customizable to your workflow. Whether you review daily, weekly, or monthly, you can track financial discrepancies, monitor A/R, and spot issues early.
Audit Trails & Reporting Tools: Every transaction is traceable. If write-offs occur, you can see where they originated and address the root cause—whether it’s a training opportunity, workflow change, or system update.
What Life Looks Like with the Right Ledger
Imagine this:
You sit down to review your financials at the end of the month. There are no surprises. Write-offs are minimal and predictable. Your staff is confident because they trust the system. Insurance adjustments are handled automatically. Patients are paying on time because it’s easy.
And when issues do arise, you have ClearDent tools like Real-Time Reporting, Audit Trails, and EOB Auto-Adjust to identify the root cause and take action—quickly and confidently. Real-Time Reporting helps you monitor financial trends on your schedule, Audit Trails show you exactly where issues originate, and EOB Auto-Adjust ensures your insurance adjustments are accurate from the start.
With ClearDent, your ledger becomes a powerful tool for protecting your revenue, supporting your team, and keeping ledger write-offs under control.
Conclusion
Write-offs might seem like a normal part of doing business, but they shouldn’t be. Most of the time, they’re a signal that your financial systems need more support. When you empower your team with tools that automate the complicated parts of billing, provide real-time insights, and make it easy for patients to pay, you dramatically reduce the risk of errors and missed revenue.
ClearDent’s smart ledger tools are built to simplify your financial operations, reduce stress, and increase collections. The result? A healthier bottom line, a more confident team, and more time to focus on what matters most—your patients.
It’s the end of the month, and you’re sitting at your desk, reviewing the latest financial reports. The schedule has been full, your team is working hard, and patients are coming through the door. Yet, your revenue doesn’t reflect the busyness of your practice. You’re constantly dipping into reserves to cover operational costs, and you’re not sure exactly where things are going wrong.
As you dig deeper, you notice that supply orders have crept up in cost, insurance payments are taking longer to come in, and the time your staff spends on admin tasks—jumping between software systems, calling multiple vendors for support, and entering the same data in different places—is slowing everything down.
You realize that high overhead costs aren’t just from physical expenses like rent or payroll. They’re embedded in inefficiencies—manual work, the stacking costs and support overhead of disjointed systems, and the time spent fixing errors or chasing support. These stacking costs include the cumulative effect of paying multiple software subscription fees, dealing with different support teams for each vendor, and the increased risk of human error when information is transferred across disconnected systems. What’s more, your patients are starting to feel the impact too. Appointment times run behind schedule. Treatment plans get delayed due to processing errors. Rescheduling issues pile up. The internal chaos is now creeping into your patient experience.
Your practice isn’t underperforming—it’s just bogged down by invisible costs.
The Financial Burden of Poor Cost Visibility
Running a dental practice comes with all the challenges of managing a business—from staffing to patient care—but it also comes with the unique burden of high fixed and variable costs. Many dentists enter the field to provide excellent clinical care, not to become full-time financial managers. However, without the proper systems in place, costs start stacking up behind the scenes, and profitability becomes harder to maintain. This financial strain can be especially difficult for practices looking to grow, invest in new technology, or weather economic downturns.
Rising costs are one of the biggest threats to profitability for dental practices today. But it’s not always the big expenses that do the most damage—it’s the hidden ones. Without full visibility into where money is going, it becomes difficult to make informed decisions that protect your bottom line.
Lack of Visibility into Expenses: Many dentists don’t have easy access to detailed financial analytics, making it difficult to pinpoint areas of overspending or inefficiency.
Inefficient Workflows Waste Time (and Money): Staff spend excessive time on manual data entry, navigating multiple systems, and repeating tasks across platforms. These small time-wasters add up to significant payroll costs.
High Overhead Costs from Fragmented Systems: Practices often subscribe to separate tools for patient engagement, online booking, payments, imaging, and more. Each system adds its own subscription fee, and often, additional support costs. Even worse, your team spends time coordinating across different vendors when things go wrong—slowing down operations and increasing frustration.
Missed Revenue Opportunities: Without efficient tools to manage recalls or improve case acceptance, patients fall through the cracks. Empty chair time and unscheduled treatments mean you’re not capturing the revenue that’s already within reach.
Insurance Inefficiencies: Slow claims processing, denied reimbursements, and error-prone manual adjustments delay payments and increase write-offs, making it harder to keep cash flow steady.
The ClearDent Pain Killer
ClearDent helps practices uncover and eliminate hidden costs by delivering an all-in-one solution that drives efficiency, automation, and smarter financial management—whether you’re on the cloud or using a server-based system.
Gain Visibility into Your Finances:
ClearDent’s business reporting and analytics tools give you a real-time view of your practice’s financial performance. With customizable reports, you can track revenue, monitor expenses, and spot opportunities for cost-cutting or growth.
Streamline Workflows Across the Board:
Whether you use ClearDent Cloud or On-Premise, you benefit from an integrated system that combines charting, billing, scheduling, imaging, patient communication, and insurance management all in one place. This reduces manual data entry and lowers the risk of errors, eliminates duplicated work, and frees up staff time for higher-value activities.
Reduce Overhead with a Unified Platform:
An all-in-one system means fewer vendors, fewer logins, and fewer support calls. ClearDent combines tools like online booking, digital imaging integration, and automated patient reminders (ClearConnect)—helping practices eliminate the cost and complexity of juggling multiple third-party software subscriptions.
Capture More Revenue Without More Effort:
Automated recalls, online booking, and treatment tracking tools help ensure that patients follow through with their care. You reduce no-shows and increase treatment acceptance—without adding to your team’s workload.
Improve Insurance Efficiency and Accuracy:
ClearDent’s integrated insurance tools and EOB Auto-Adjust feature help you process claims faster, reduce errors, and get paid sooner—leading to more predictable cash flow and fewer write-offs.
When your systems are optimized, your team feels it—and so do your patients. The result is a smoother experience from start to finish; fewer scheduling mishaps, more timely communication, and better continuity of care. Every interaction feels more intentional, which helps reinforce patient trust and loyalty.
Imagine this:
You start your day by opening a single dashboard that shows exactly how your practice is performing—daily revenue, appointment utilization, and outstanding claims. Your team isn’t juggling spreadsheets or calling three different vendors to resolve a payment issue. Instead, everything they need is in one place: patient history, insurance data, imaging, and communication tools.
Because your workflows are automated and integrated, your staff has time to focus on building relationships with patients instead of constantly scrambling through admin work. Recalls are running on autopilot, claims are processed efficiently, and you’re no longer guessing where the money is going—you know.
You’re able to reduce your monthly overhead, maximize revenue per patient, and get a better return on every hour your team puts in. With ClearDent, your practice isn’t just running—it’s thriving, with clarity, control, and confidence.
Conclusion
The challenges of rising costs and operational inefficiencies are all too common in today’s dental practices. But they don’t have to be your reality. With the right tools, visibility, and systems in place, you can take control of your financial future and eliminate the hidden costs that drain your profits.
ClearDent provides the Canadian-made all-in-one platform that empowers practices to reduce overhead, streamline workflows, and increase profitability—without compromising on patient care. By automating routine tasks, simplifying financial management, and offering a comprehensive view of your practice performance, ClearDent helps you focus on what matters most: growing a healthy, thriving practice.
BURNABY, BC — March 6, 2025 – ClearDent, a leading provider of dental practice management software, is thrilled to announce general availability of its Online Booking tool.
Online Booking
Online Booking is transforming the patient experience by providing a simple, intuitive, and accessible way to book dental appointments online, 24X7. ClearDent developed this extension to enable patients to schedule visits at their convenience, reduce wait times, and improve communication between patients and practices.
For dental practices, Online Booking offers an unparalleled opportunity to increase revenue, maximize marketing ROI, enhance operational efficiency, and reduce administrative tasks. The platform extension integrates directly with ClearDent’s dental practice management software in real-time, ensuring a seamless, automated workflow that keeps schedules full and optimizes resource utilization. Key features of Online Booking include:
24/7 Appointment Scheduling: Allows patients to book appointments anytime, from anywhere, via their dental practice’s website.
Real-Time Availability and Schedule Integration: Displays up-to-date availability, enabling patients to select the most convenient times without the need for back-and-forth communication. Because the scheduling is all done within the ClearDent platform, office staff don’t have to transfer the online booking into their practice management schedule after the fact, reducing time, and the potential for booking errors resulting from manual intervention.
Customized Scheduling Control: Enables practices to tailor the booking experience to specific services, providers, days and chairs.
Early adopters of ClearDent’s Online Booking tool are experiencing powerful results including more than 90 new patients, $40,000 in net new revenue, and 48 staff hours saved on average, per year.
About ClearDent
ClearDent is Canadian-made dental practice management software. Modern dentists use ClearDent to go completely paperless and integrate with popular, advanced digital equipment. ClearDent’s all-in-one practice management solution is easy to use and full-featured, and is available inOn-Premise, Hybrid and Full Cloud platforms. With ClearDent, staff workload drops significantly, making it simple to book, confirm and remind patients about appointments with cloud-based patient engagement features. With improved patient care, dentists get paid faster and reduce unpaid services. Visit us at www.cleardent.com.
Switching dental practice management software can feel overwhelming. Concerns about data migration, IT, training, and ongoing support often deter practices from making a much-needed change. But with the right partner, transitioning to new software doesn’t have to be disruptive. At ClearDent, we simplify the process and provide the tools, expertise, and support to ensure a smooth transition.
This guide addresses the key concerns practices have when switching software and highlights how ClearDent makes the process stress-free and efficient.
1. Who Will Guide Me Through the Switching Process?
Preparation and Planning
We work with you to map out the dates for data pickups, installations, training, delivery, and Go Live as part of your path to success. This includes a review of your current dental practice management software and any customizations unique to your dental practice.
Experienced Specialists
Our team of specialists will guide you through every step of the process, ensuring you feel supported and confident throughout the transition.
Key Takeaway: With ClearDent, you have a dedicated partner to lead you through preparation, planning, and execution—every step of the way.
2. Is My Data Going to Be Safe During the Switch?
Imagine this: Your patient records, treatment histories, and billing details are all stored in your current system. The thought of losing even a fraction of this data keeps you up at night.
Why This Matters
Your data is your most valuable asset. Accurate and timely migration is critical to ensure uninterrupted operations when switching software.
How ClearDent Handles Data Migration
ClearDent offers one of the most comprehensive data migration services in the industry. Here’s what you can expect:
Experienced Data Engineers: A dedicated team that has successfully migrated thousands of practices.
Comprehensive Coverage: Patient demographics, insurance details, appointments, recall, treatment histories, referrals, digital documents, images, charts, and clinical notes.
Flexible Migration Options: Choose the types of data you need to migrate based on your practice’s needs.
Key Takeaway: Rest easy knowing ClearDent’s experienced team ensures a secure, accurate, and timely data transition.
3. Who’s Going to Coordinate with My IT and Dental Equipment Specialist During the Switch?
Picture this: Your front desk team is already swamped managing appointments, insurance claims, and patient inquiries. Now, add coordinating with IT providers and dental equipment specialists to upgrade hardware or configure networks—it’s a recipe for chaos.
Why This Matters
Ensuring compatibility between your new software and existing hardware is crucial to avoid disruptions.
How ClearDent Simplifies IT Coordination
ClearDent collaborates directly with your IT team or provides trusted recommendations to handle the technical aspects of the transition:
Hardware Assessment: Determine whether new equipment is needed.
Industry Knowledge: Certified team members with dental, IT, and dental equipment experience.
Collaborative Approach: We work closely with your IT team to ensure a seamless process.
Key Takeaway: ClearDent’s seamless IT coordination ensures a hassle-free, technically sound transition—so no detail is missed.
4. What Kind of Training Will I Receive?
Comprehensive and Interactive Training
Our training covers all key areas of practice management, ensuring that your team is well-prepared to navigate the software after switching.. We follow a structured training checklist that includes everything from scheduling and patient file management to insurance claims, treatment planning, reporting, and more.
Tailored Training for Your Practice
We understand that no two practices are the same. Some teams may need in-depth training on every feature, while others only require guidance on specific workflows. Our approach is flexible—we provide only the training you need.
Before training begins, our team will discuss your unique requirements and recommend the most relevant training materials to ensure long-term success. Whether it’s a comprehensive onboarding experience or a focused session on specific features, we tailor our training to match your goals.
Flexible Training Delivery
Live, Interactive Training: Real specialists provide hands-on training, ensuring your team gets immediate support and answers.
Multiple Delivery Options: Training can be conducted online, in-person, via webinars, or through self-service resources in the ClearDent Help Centre.
Customized Learning Paths: Role-based training ensures each team member gains the knowledge they need for their specific responsibilities.
Live Day Support: The first day with new software can be stressful, so we dedicate a team member to provide immediate support on this critical day.
Key Takeaway: ClearDent’s training is comprehensive yet flexible, ensuring your team gets the right training, at the right time, in the right way.
5. What Kind of Support Will I Have After Switching?
Imagine this: Your new software is live, and inevitably, your team encounters an unfamiliar screen. They’re frustrated and struggling to find answers, slowing down the practice. The lack of immediate support turns a smooth start into a bottleneck.
Why This Matters
Support doesn’t stop at go-live. Practices need ongoing resources and training to maintain efficiency and adapt to new challenges.
How ClearDent Supports You
ClearDent provides unmatched support to help your team succeed long after the transition:
Self-Service Resources: A robust knowledge base, instructional videos, and tips to optimize workflows.
Professional Live Support: Access to responsive experts for immediate assistance. With a customer satisfaction score averaging above 4.8/5 stars over the past 12 months, you can trust in our team’s expertise.
Continuous Updates: Regular system updates keep your software modern and efficient.
Monthly Community Classes: We offer regular training classes free of charge to help you stay on top of best practices and maximize your software’s potential.
Key Takeaway: With ClearDent, support doesn’t end after the transition. You’ll have everything you need to stay efficient and productive.
6. Is It Easy to Hire People Who Know ClearDent?
Why This Matters
The ability to find and train team members familiar with your software reduces onboarding time and ensures smoother operations.
How ClearDent Makes This Easy
Growing Popularity: ClearDent is one of the fastest-growing dental platforms in Canada, making it easier to find experienced users.
User-Friendly Design: An intuitive interface shortens the learning curve for new hires.
Accessible Training: Resources like tutorials, live classes, and training modules simplify onboarding for new staff.
Dental Schools: Many dental schools across Canada use ClearDent as their software of choice for training students, making it easier to find staff familiar with the system.
Key Takeaway:ClearDent’s widespread adoption and ease of use make hiring and training new staff simple.
Conclusion
Switching dental software doesn’t have to be complicated. With ClearDent, you gain:
Secure and Comprehensive Data Migration
Seamless IT Coordination
Exceptional Training & Ongoing Support
Ease of Onboarding
Ready to make the move? Contact ClearDent for a personalized consultation or demo today!
Imagine googling your dental practice and being greeted by a mix of glowing praise and scathing critiques that end up in a 3.5 overall star rating. While the positive reviews are encouraging, the negative ones sting—especially since they’re visible to every prospective patient and can heavily influence their decision-making process. Studies show that potential patients often prioritize recent and negative reviews over positive ones, which means unresolved issues can weigh disproportionately in their choices. Worse, you’ve noticed that some of the criticisms stem from simple misunderstandings or issues that could have been resolved with better communication. As a dental practice owner, you understand the importance of reputation, but managing it online feels like a constant uphill battle and not what you or your staff are trained to do.
Your marketing efforts are in full swing, from targeted digital ads to social media campaigns, yet potential patients hesitate to book appointments due to a few bad reviews. Meanwhile, glowing feedback from happy patients remains under-leveraged, sitting unshared and uncelebrated. Sharing positive reviews not only counters the effects of negative feedback but also reinforces trust and credibility. By actively showcasing patient praise, your practice demonstrates its commitment to quality care, encouraging prospective patients to choose your services. It’s clear that while your clinical skills are excellent, your practice’s online reputation isn’t fully working in your favour.
Statistics show that online reviews significantly influence patient decisions—70-80% of patients rely on reviews when choosing healthcare providers. Furthermore, the cost of acquiring new patients can range from $150-$300, making it critical to retain those you already have while cultivating new relationships through positive reviews.
Managing Online Reviews
Online reviews can make or break a dental practice. They’re the digital equivalent of word-of-mouth referrals, but with far greater reach and speed. Plus, they’re evergreen – staying online until someone changes or removes them – which almost never happens. Here are the most common pain points practices face when managing their online reputation:
Negative Reviews: A single negative review can deter potential patients, even if your overall rating is high.
Low Review Volume: Having only a few reviews, even positive ones, can make your practice seem less credible.
Lack of Engagement: Failing to respond to reviews—both positive and negative—can give the impression of indifference.
Unbalanced Feedback: Happy patients often don’t think to leave reviews, while dissatisfied ones are more motivated to share their experiences.
Difficulty Tracking Feedback: Keeping up with reviews across multiple platforms (Google, Yelp) can be overwhelming without a streamlined system.
These challenges can undermine marketing efforts, decrease patient trust, and leave your practice vulnerable to competitors with stronger online reputations. Considering the typical lifetime value of a dental patient—estimated between $7,000 and $10,000—losing even a few patients due to negative online reviews can significantly impact your bottom line.
ClearDent Solutions for Managing Online Reviews
Managing online reviews doesn’t have to be overwhelming. Social media platforms provide tools to analyze your reviews, while ClearDent offers solutions that streamline the process, making it easier for practices to build and maintain a stellar online reputation. Here’s how:
Encourage Positive Reviews Automatically:
ClearDent’s ClearConnect allows you to send post-appointment surveys that prompt satisfied patients to leave reviews on platforms like Google or Yelp. By automating this process, you can steadily grow your pool of positive feedback and offset occasional negative reviews.
Monitor and Respond to Reviews:
Quickly respond to feedback—thank happy patients for their praise and address concerns from dissatisfied ones to show your commitment to patient satisfaction. Through ClearDent’s partnership with Social Ordeals, you can utilize their dashboard to track all your reviews across platforms, providing a comprehensive solution that enhances visibility and simplifies reputation management.
Showcase Your Best Feedback:
Highlight glowing reviews on your website or social media channels. This not only builds credibility but also encourages others to share their positive experiences.
Streamline Feedback Collection:
Use ClearConnect to request reviews from patients after their appointments. Filter responses by star rating, ensuring that only highly satisfied patients receive an invitation to post their review on platforms like Google.
Track Trends and Insights:
Analyze review patterns to identify recurring issues or areas for improvement in your practice. You can do this using your Google Business Profile or other review platforms, while a social media manager like Social Ordeals provides a comprehensive tool to analyze reviews and streamline your efforts. This data-driven approach helps you enhance both patient experience and operational efficiency.
The Pain-Free Practice
Consider this example: A patient had a minor complaint about a long wait time during a visit. They left a negative review on Google, which you noticed immediately through Google reviews. Within hours, your team responded with an apology and an explanation of how the practice is addressing scheduling issues to reduce wait times. The patient appreciated the prompt response and updated their review to reflect your professionalism and willingness to improve.
At the same time, your ClearConnect system sent review prompts to 20 patients who had completed appointments that week. As a result, you received 15 new 5-star reviews, significantly boosting your overall rating and pushing the initial negative review lower in the list. You then featured one of the glowing reviews on your social media channels, showcasing your commitment to excellent patient care. Your practice now appears more appealing to prospective patients searching on Google or Yelp, leading to increased inquiries and bookings.
This seamless integration of tools and strategy turned a potential setback into an opportunity to strengthen your reputation and attract more patients. When you consider that most practices need 20-50 new patients per month to sustain and grow, tools like ClearConnect and partnerships like Social Ordeals ensure you stay ahead.
Attract and Retain Patients with ClearDent
Your online reputation is one of the most critical assets for your dental practice. With ClearDent’s patient engagement tools and partnership with Social Ordeals, you can effectively manage reviews, address patient concerns, and showcase your strengths to prospective patients. By leveraging digital marketing strategies and reputation management tools, you’ll not only protect your brand but also foster trust, loyalty, and growth.
It’s the end of the month, and your team is busy analyzing the practice’s financial performance. Despite efforts to increase production—through promotional campaigns, adding new procedures, and scheduling more patients—revenue growth remains stagnant, and key performance indicators fail to meet expectations. As you dig deeper, you notice an alarming trend: accounts receivable (A/R) are climbing, and some planned treatments have gone unbilled. Your expenses are mounting, yet it’s unclear which areas are underperforming. This could mean certain procedures are not generating expected revenue, marketing campaigns are not delivering patient acquisition, or operational inefficiencies are inflating costs.
This scenario paints a troubling picture: without clear insights into your practice’s performance, inefficiencies and missed opportunities compound over time. The lack of visibility into key metrics makes it difficult to pinpoint problems, let alone develop effective solutions. This not only affects profitability but also adds stress to an already demanding schedule.
Lack of Visibility into Business Performance
Running a dental practice requires strategic decision-making, and a lack of visibility into business performance is a significant obstacle. Practices often face challenges such as:
Limited Real-Time Insights: Many tools don’t offer real-time, comprehensive, or customizable information tailored to the practice’s specific needs.
Time-Consuming Reporting: Generating reports often requires significant time and effort, detracting from other critical tasks.
Limited Report Types: Some systems only allow a narrow range of reports, limiting the ability to fully analyze practice performance.
Unmonitored Accounts Receivable: Overdue payments reduce cash flow, making it harder to manage daily operations.
Missed Revenue Opportunities: Delays in insurance reimbursements and low treatment acceptance rates leave money on the table.
Operational Inefficiencies: Inadequate tracking of chair utilization, hygiene productivity, and patient retention hinders growth.
Without real-time and actionable insights, these challenges snowball. Overdue accounts lead to cash flow issues, delaying investments in new equipment or marketing. Limited report visibility means missed trends, such as declining patient retention, which could have been addressed through better engagement strategies. Ultimately, the lack of clear data makes it difficult to take proactive steps, leading to slower growth and increased stress for practice owners.
Business Analytics: A Crucial Element for Growth
For dental practices, gaining visibility into financial and operational metrics is essential to address inefficiencies and unlock growth potential. Business analytics allow practices to identify trends, track performance, and make data-driven decisions that lead to measurable improvements. By analyzing metrics such as accounts receivable, production trends, and patient retention rates, dentists can gain a clearer understanding of their practice’s health and focus on areas for improvement.
Accounts Receivable (A/R) Aging Report: Track outstanding payments grouped by the amount of time they’ve been overdue. This enables practices to manage cash flow and follow up on overdue accounts proactively.
Billed vs. Planned Production: Compare billed versus planned treatments to identify missed billing opportunities or inefficiencies in treatment acceptance.
Production by Treatment Type: Analyze production data by procedure type to focus on high-margin treatments and improve patient education.
Practice Performance Dashboard: ClearDent Cloud’s customizable, real-time dashboard provides a high-level view of production, recalls, chair utilization, and other critical metrics. This ensures decision-makers have actionable insights at their fingertips.
ClearInsight Advanced Analytics: With ClearInsight, practices can uncover hidden revenue, track operational efficiencies, and monitor metrics like hygiene reappointment rates, patient attrition, and billing per provider.
The Pain-Free Practice
Imagine this: It’s the start of a new quarter, and you review your practice’s performance metrics. Instantly, you see a real-time snapshot of your financial and operational health. A/R is down because overdue accounts were proactively addressed last month. Your production trends highlight which procedures are driving revenue, and you notice a spike in treatment acceptance for Invisalign after launching a targeted campaign.
But the benefits go beyond financials. With a clear understanding of your metrics, you’re able to make strategic decisions—tweaking your patient engagement strategy, refining social media campaigns, and adjusting your marketing and website content to target high-value treatments. Online booking data helps you identify peak scheduling times and optimize staff availability, improving efficiency and patient satisfaction.
Thanks to this visibility, you’ve been able to empower your team and optimize operations – without having to spend much, if any money. Additionally, you’ve aligned your expenses with projected revenue, ensuring your practice runs smoothly and profitably. Your practice isn’t just maintaining its profitability—it’s thriving and setting the stage for sustainable growth.
Attract and Retain Patients with ClearDent
In today’s competitive dental landscape, understanding your business “by the numbers” is essential for growth. ClearDent provides the tools you need to stay informed, streamline operations, and focus on delivering exceptional patient care. By leveraging ClearDent’s business analytics solutions, you can turn data into actionable insights, ensuring your practice remains profitable and prepared for the future.
Your practice is thriving in many areas: the marketing efforts are paying off, new patients are consistently walking through the door, and glowing online reviews reflect your dedication to patient care. Yet, as you review the monthly reports, a concerning trend catches your eye. Despite the influx of new patients and the loyalty of existing ones, treatment plan acceptance rates are lower than expected. Additionally, hygiene recall appointments are declining, leaving significant gaps in the schedule.
You notice a pattern: new patients who initially express interest in comprehensive care do not follow through with their treatment plans. Meanwhile, long-time patients are missing and/or delaying their hygiene recalls, disrupting your ability to maintain relationships and keep their oral health on track. These missed opportunities not only affect your schedule but also have a noticeable impact on revenue and patient retention. It’s clear that while attracting patients has been successful, ensuring they stay engaged and commit to their care requires a different approach.
The Business Impact of Missed Treatment Plans and Recalls
To illustrate the impact of low treatment plan acceptance rates and missed recalls on your business, we’ve outlined their potential effects on the practice as a whole:
Reduced Revenue: Every missed treatment or hygiene recall is revenue that doesn’t make it into your practice.
Missed Opportunities for Growth: Hygiene recall appointments are a gateway to identifying additional treatment needs and strengthening patient relationships.
Higher Costs for Patient Acquisition to Fill Gaps: It costs significantly more to attract new patients to fill empty spots than to retain and engage existing ones.
Weakened Patient Relationships: Lack of engagement can lead patients to feel undervalued, increasing the risk of losing them to competitors.
Understanding the Challenges: Recalls and Treatment Plans
Missed Hygiene Recalls
Missed hygiene recalls are often the result of several things including a lack of efficient tools, processes, and a disciplined approach to follow-ups. Practices that rely solely on phone outreach often end up playing long games of phone tag, have limited availability during office hours, and overwhelm the staff who have many other tasks they need to focus on.
Another challenge for practices is quickly and efficiently identifying which patients are due for recalls within specific windows of time – to optimize the effort required to reach out.
Without regular visits or the ability to share important information with patients through digital channels, patients often don’t see the full value of regular hygiene visits because they are not aware of the long-term health benefits, like preventing gum disease or tooth decay, or the potential risks of skipping them. This lack of understanding can make the effort, time, or cost involved in scheduling these visits feel unnecessary to them.
These challenges, if left unaddressed, lead to inconsistent recall rates, gaps in patient care, and a strained relationship between the practice and its patients.
Low Treatment Plan Acceptance Rates
Low treatment plan acceptance rates often result from challenges in a practice’s ability to clearly communicate the importance of treatment, addressing patient concerns, and offering personalized solutions. Patients may struggle to grasp the urgency of treatment if it is not explained in relatable terms, or they may feel overwhelmed by technical jargon that confuses rather than informs.
Patients often have concerns about cost, time, or potential discomfort that go unaddressed, leading to hesitation or rejection of treatment plans. Many patients are also unaware of the long-term consequences of delaying care, as practices may not effectively convey this information.
Finally, the absence of a structured follow-up system or tools to re-engage patients with unscheduled treatments can result in missed opportunities. By improving communication strategies, addressing concerns proactively, and implementing effective follow-up processes, practices can build trust, enhance understanding, and increase treatment acceptance rates.
Revenue Implications
Imagine this:
Let’s say that for every 25 treatment plans presented, approximately 40% of patients never return for their recommended care. For example:
20 outstanding treatments × $750 average treatment fee = $15,000 in lost revenue per month.
Annualized, this equals $180,000 in potential revenue left on the table.
Without regular follow-ups, patients may deprioritize their dental care, leading to consistently low treatment acceptance rates. Research shows that implementing a structured follow-up system can increase acceptance rates by 15-20%, turning missed opportunities into completed treatments and strengthening patient relationships.
Turning Missed Opportunities into Growth
Being proactive in addressing these challenges is essential, focusing on managing both treatment plans and recalls in a systematic and efficient way:
Increase Hygiene Recall Rates
Leverage Recall Manager
ClearDent’s Recall Manager helps practices identify patients with missed recalls and follow up systematically.
Automated Recall Reminders
Send automated scheduled text and email reminders for overdue recalls through your patient engagement software like ClearConnect—ensuring patients are reminded to book their appointments.
Include links to online booking, enabling patients to schedule at their convenience and reduce phone tag. This not only improves patient satisfaction by offering flexibility but also reduces the administrative workload for your staff, allowing them to focus on other critical tasks.
Maximize Recall Appointments
Use hygiene visits as an opportunity to discuss overdue treatment plans. Understand patients’ barriers and offer solutions to help them follow through.
Engage Patients with Educational Content
Share newsletters or social media updates about the importance of regular hygiene visits to maintain oral health and prevent costly treatments later.
Boost Treatment Plan Acceptance Rates
Clear, Straight-Forward Proposals:
Provide patients with detailed, written treatment plans, including costs and benefits.
Use visual aids like x-rays or digital imaging —making the need for treatment more obvious and memorable.
Proactive Follow-Ups:
Leverage ClearDent’s Treatment Plan Manager to easily track unscheduled treatments and set up and send automated reminders.
Assign a team member or establish workflows to ensure consistent follow-ups.
Address Financial Concerns:
Offer flexible payment plans, assistance navigating insurance coverage, and financing options through Contract Billing tools, making it easier for patients to commit to their care.
Train staff to confidently discuss financial options and alleviate any questions or concerns patients may have.
Educate Patients:
Use email newsletter campaigns to explain the long-term consequences of delayed treatment, such as tooth loss or increased costs.
Use chairside software with visual aids to help patients understand the urgency of their care.
A Proactive Approach to Growth
Focusing on treatment plan acceptance and recall rates is critical for the long-term success of your practice. By addressing these challenges, you can increase revenue by converting missed opportunities into scheduled appointments. Additionally, you can strengthen patient relationships and loyalty through proactive engagement, while streamlining workflows to reduce the administrative burden on your staff. ClearDent has the tools you need to maximize profitability and continue to grow your practice.
Don’t let missed treatment plans and recalls hold your practice back. Request a demo today and discover how ClearDent can help your practice thrive.
It’s the end of the month, and your team is busy analyzing the practice’s financial performance. Despite efforts to acquire new patients—investing in online ads, running social media campaigns, and sending promotional emails—something isn’t adding up. Revenue is stagnating, and when you dive deeper into the numbers, you notice that current patients are churning more than normal. While new patients are coming in, more and more of your existing patients are becoming inactive, meaning all your efforts are just plugging the hole instead if growing the business.
This scenario paints a troubling picture: existing patients are slipping through the cracks. Most patients only visit once or twice a year, making it critical to maintain relationships between visits and stay top of mind. Without consistent engagement, they drift away, often to other practices that better meet their scheduling, financial, or personal needs. Worse, these lapses in engagement can lead to missed referrals from satisfied patients, further impacting growth.
Your efforts to grow the practice are being undermined by the silent churn of what should be loyal patients. Building strong, engaged relationships with existing patients is the key to reversing this trend.
Practice Pain Point: Retaining Existing Patients
Retaining patients is a challenge faced by many dental practices, and losing patients is costly. Studies show that dental practices lose 15-20% of their patients every year, and it costs significantly more to acquire a new patient than to retain an existing one. Here are some reasons why patients leave:
Limited Scheduling Options: Patients struggle to find appointment times that fit their busy schedules.
High Treatment Costs: Without flexible payment plans or promotional offers, treatment can seem out of reach for some patients.
Lack of Engagement: Patients are not kept informed about their oral health needs, promotional activities, or updates that help to build relationships with the practice.
Poor Patient Experience: Dissatisfaction with service quality leads patients to look elsewhere.
When patients leave, chairs are empty, referrals decline, and marketing costs increase trying to attract replacements. Preventing this churn requires consistent engagement and proactive communication strategies.
ClearDent Solutions for Patient Retention
Strengthening relationships with patients is essential to retaining them. By delivering better service, engaging marketing strategies, and personalized communication, practices can foster loyalty and lasting connections. ClearDent offers innovative tools to streamline this process and ensure your practice stays top-of-mind for your patients:
Communicate Marketing Activities with Bulk Newsletters: ClearDent’s Bulk Newsletter feature allows practices to easily send newsletters tailored to their audience. Whether it’s practice announcements, promotional offers, or oral hygiene tips, this tool lets you set criteria to target specific groups of patients effectively. By sharing relevant and engaging content, practices can build stronger relationships, keep patients informed, and encourage loyalty and referrals.
Increase Visibility Through Digital Marketing: Use email campaigns, blogs, websites, and online booking to maintain patient relationships. These tools and services ensure patients stay informed about the practice’s activities and offerings and have an easy, seamless way to book their appointments.
Maintain Relationships by Following Up on Treatment Plans: With ClearDent’s Manage All Patients tool, practices can easily identify inactive patients or those with unfinished treatments. Send personalized messages to remind them of their care plan or inform them of promotions that could reignite their interest.
Show Patients You Truly Care: Personalize interactions by remembering details about patients and their concerns. ClearDent’s Patient Portal enables practices to collect and review patient information before appointments, streamlining conversations and ensuring personalized care. If a patient hesitates on a treatment plan due to financial constraints, ClearDent’s tools can help the practice offer flexible payment options or promotions tailored to their needs.
Gather Feedback with Patient Surveys: ClearDent makes it easy to collect valuable patient feedback through surveys. By regularly soliciting feedback on their experience, practices can identify areas for improvement, address concerns proactively, and demonstrate that they value their patients’ opinions. This helps build trust, enhance service quality, and improve overall patient satisfaction.
The Pain-Free Practice
Imagine this common scenario: A long-time patient visits your office for a routine cleaning. During the appointment, you notice an evolving issue with their alignment and jaw strain and recommend Invisalign. The patient expresses interest but isn’t ready to commit. Months later, your practice launches a promotional campaign for Invisalign. Using ClearDent’s Manage All Patients tools, you quickly identify all the patients who previously showed interest in Invisalign and send them a targeted email or text message about the promotion using the Bulk Newsletter. For those still unsure, you include links to a blog post on your website that educates them about the benefits of Invisalign. The email also includes a button for online booking, allowing them to schedule an appointment in just a few clicks.
This seamless integration of patient data, targeted marketing, and online booking keeps the patient engaged, informed, and more likely to choose your practice for their treatment.
Attract and Retain Patients with ClearDent
In today’s competitive landscape, retaining existing patients is just as important as acquiring new ones, if not more important. ClearDent provides the tools practices need to build strong relationships, deliver personalized care, and keep patients coming back. From engaging newsletters to seamless online booking and personalized follow-ups, ClearDent helps you foster loyalty and create raving fans who are more likely to refer others.
