From 2024 to 2031, the global dental practice management software market is projected to grow at a 9.91% CAGR. One integral feature of this software is dental billing—the key driver of financial stability and operational efficiency in dental labs.
Billing software solutions primarily support the dental lab’s billing and invoicing. However, they also help labs manage dental cases and integrate with lab management solutions to streamline patient case tracking, client communication, and workflow automation.
In this article, we’ll go over the top 8 software features to look for to optimize your lab’s dental billing and operations.
TL;DR
- Top dental lab billing solution features enable dental lab professionals to focus more on their key tasks while ensuring transparent billing processes.
- Features to automate workflows and reduce manual data entry: customizable billing templates, LMS integration, automated payment processing, and advanced reporting capabilities.
- Features for an efficient billing experience: self-service client portals, regulatory compliance, platform scalability, and responsive customer support.
What is Dental Lab Software?
Dental lab software is a specialized tool designed to help dental laboratories manage their operations more efficiently. As a web-enabled application, it allows labs to streamline their workflows, improve productivity, and enhance customer satisfaction. This type of software typically includes features such as case management, digital workflow integration, client communication, and comprehensive reporting and analytics.
By automating many of the manual tasks associated with lab management, this software significantly reduces errors and increases efficiency. For instance, it can handle everything from case entry to tracking, ensuring that each step of the process is meticulously documented and easily accessible. This not only saves time but also ensures that dental labs can deliver high-quality results consistently.
Moreover, dental lab software supports both digital and analog cases, making it versatile enough to meet the diverse needs of modern dental labs. Whether you’re dealing with traditional impressions or digital files, this software can help you manage operations seamlessly, ensuring that you can focus on what you do best—creating exceptional dental products.
8 Core Features of Reliable Dental Billing Software Solutions
Instead of spending hours on paperwork, well-structured billing systems free up time for lab managers to spend on their key tasks, such as ensuring high quality of work.
Below are the billing software features that can make this happen:
1. Customizable billing templates
77% of dental professionals invest in solutions to reduce the burden of paperwork and manual data entry.
With billing software, you only need to prepare a customizable template once, and you won’t have to enter data over and over. It can spare you the headaches of dealing with costly human errors, sluggish billing processes, and insufficient funds.
These standardized templates help you fill in data fields faster for every invoice. These data points include patient details, phone numbers, service descriptions, itemized costs, payment terms, and insurance coverage.
Lab management software like Stax Bill can help you set up recurring payments or schedule future payments in advance for such cases. No more missed payments or constant follow-ups.
2. Integration with laboratory management software
Billing and lab management software (LMS) integrations help alleviate dental office inefficiencies by connecting and automating your digital workflows. This includes important tasks, such as scheduling appointments, sending reminders, managing case entries, and processing payments.
This integration allows for real-time data sharing, too. You don’t have to transfer information from your management system to your billing platform manually. Thus, there’s less time between service delivery and billing, accelerating your revenue cycle.
Additionally, the integration allows labs to receive digital prescriptions, facilitating real-time tracking of orders and improving accuracy.
As soon as the LMS completes a case, the software generates the corresponding invoice. You can send it out almost immediately instead of waiting months to bill.
3. Automated payment processing
Automating billing and payment processing tasks can help dental providers save $2.6 billion annually.
First off, billing systems often integrate with payment processors. It allows flexible payment methods, including credit cards, ACH transfers, and mobile payments. It’s easier for dental clinics to settle their bills, and labs don’t have to wait for checks to clear.
Automation also extends to follow-ups on late payments and overdue balances. The system can automatically send real-time notifications to clients about their outstanding bills.
Instream, a dental laboratory tools and services provider, stumbled into these problems pre-automation. They required an entire week for one dedicated resource to finish their monthly billing.
After integrating payment administration with Stax Bill, they reduced work time by 80% and scaled processes without adding labor.
4. Advanced reporting and analytics for digital workflow
On the backend, dental lab billing software provides valuable data insights. Lab managers can analyze trends, track service popularity, and identify potential billing process bottlenecks to strategize for growth. Additionally, digital prescriptions can be tracked and analyzed, providing valuable insights into prescription trends and accuracy.
Your billing solution must include some basic reports, such as:
- Monthly revenue – income over a specific period to track revenue patterns and peak business periods
- Client activity – detailed client interactions, including orders placed, payments received, and service utilization
- Outstanding invoices – overdue payment monitoring to optimize collection efforts and cash flow management
Integration with third-party platforms like Quickbooks (accounting) and Seazona can offer more in-depth analytics. Multiple data sources can help generate detailed reports and advance your dental practices.
5. Self-service client portals
If your clients are frustrated by slow responses or limited information access, they may seek alternatives elsewhere. Cloud-based, paperless can help enhance the patient experience by providing immediate access to essential services.
Instream, an online dental exchange service and payment solution, for instance, leveraged Stax Bill’s self-service portal. Customers can now register, track orders, process payments, access documents, manage account information, and view billing history in one place.
Thanks to the portal, Instream can also gather client data and use it to automate their market targeting processes. (That used to take up a lot of their time!)
6. Compliance with industry regulations
Non-compliance penalties can hurt your bottom line and reputation. Opt for dental billing solutions that facilitate compliance, particularly with these key regulations:
- Payment Card Industry Data Security Standard (PCI DSS) – mandates secure handling of client’s credit card information to protect against fraud and data breaches
- Health Insurance Portability and Accountability Act (HIPAA) – sets standards for protecting patient health information
Prioritize solutions that simplify compliance, like Stax Bill, which bundles HIPAA-compliant software into its subscription. Plus, it offers a user-friendly, third-party PCI compliance dashboard to help guide you through your annual security checks.
7. Scalability and flexibility
As you expand your client base or service offerings, so do the demands on your software. Check the platform’s maximum user capacity and if upgrades are available for larger teams.
Don’t overlook your hardware requirements. Ensure your solution is compatible with barcode scanners, card readers, terminals, and 3D printers—especially if you haven’t tapped into these technologies yet.
Consider Stax Bill: it offers well-integrated software and free hardware with your subscription to support your lab’s scalability down the line.
8. Customer support and training resources
Research found that 67% of users expect customer ticket resolution within 3 hours. When billing or payment systems go down, how fast can your provider get you back up and running?
Responsive customer support can help minimize disruption to your operations. It’s an advantage if they’re accessible in multiple channels like phone, email, live chat, and support tickets.
If you and your team can handle problems yourself, check their knowledge base. Self-service training resources like user manuals, FAQs, and video tutorials can help you resolve common problems without long wait times.
Additional Features to Enhance Operations
In addition to the core features, many dental lab software solutions offer additional functionalities to further enhance operations. These features are designed to provide labs with more control, better insights, and increased efficiency.
- Barcode Scanning: This feature allows labs to quickly and accurately track cases and materials. By scanning barcodes, you can instantly update the status of a case, reducing the risk of errors and ensuring that nothing gets lost in the process.
- Automated Reporting: With automated reporting, labs can gain real-time insights into their operations and performance. This feature generates detailed reports on various aspects of the lab’s activities, helping managers make informed decisions and identify areas for improvement.
- Customizable Workflows: Every dental lab has its unique processes and requirements. Customizable workflows enable labs to tailor their operations to meet specific needs, ensuring that the software adapts to the lab’s way of working rather than the other way around.
- Integration with Other Systems: Dental lab software can often integrate with other systems, such as accounting or customer relationship management (CRM) software. This integration ensures that all your data is connected and easily accessible, streamlining operations and improving overall efficiency.
Case Management
Effective case management is critical to the success of any dental lab. Dental lab software can help labs manage their cases more efficiently by providing a range of features designed to streamline the process.
Case Tracking: This feature allows labs to track the status of each case in real-time. From the moment a case is received to its final delivery, every step is documented and easily accessible. This ensures that nothing falls through the cracks and that each case is handled with the utmost care.
Comprehensive Searching: Finding specific cases or information can be a time-consuming task. With comprehensive searching capabilities, dental lab software enables labs to quickly and easily locate the information they need. Whether you’re looking for a particular case, client details, or specific data points, this feature makes it simple and efficient.
Digital Workflow Integration: Integrating case management with digital workflows streamlines the entire process and reduces errors. By connecting digital files and data directly to case management, labs can ensure that all information is accurate and up-to-date, improving overall efficiency and accuracy.
Digital Workflow Integration
Digital workflow integration is a key feature of many dental lab software solutions. It allows labs to seamlessly integrate their digital workflows with case management, streamlining processes and reducing errors.
Digital File Management: Managing and storing digital files, such as CAD/CAM designs and 3D models, is crucial for modern dental labs. Dental lab software provides robust digital file management capabilities, ensuring that all files are organized, easily accessible, and securely stored.
Automated Data Exchange: This feature enables labs to automatically exchange data with other systems, such as dental practices or suppliers. By automating data exchange, labs can reduce manual data entry, minimize errors, and ensure that all information is up-to-date.
Real-Time Collaboration: Effective communication and collaboration are essential for successful dental lab operations. With real-time collaboration features, dental lab software allows labs to work closely with dental practices and other stakeholders, improving communication and reducing the risk of errors.
Client Communication and Management
Effective client communication and management are critical to the success of any dental lab. Dental lab software can help labs manage their client relationships more efficiently by providing a range of features designed to enhance communication and streamline processes.
A crucial feature for managing workflows in a dental lab is the technician’s portal. This platform allows technicians to handle case entry, track progress, and integrate with other systems, thereby streamlining processes and enhancing business efficiency.
Client Portal: A client portal allows clients to access their case information and track the status of their cases in real-time. This feature provides clients with transparency and peace of mind, knowing that they can check on their cases whenever they need to.
Automated Communication: Keeping clients informed and updated is essential for maintaining strong relationships. Automated communication features enable labs to send notifications and updates to clients automatically, ensuring that they are always in the loop.
Customizable Reporting: Providing clients with customized reports and insights into their cases and operations can help build trust and demonstrate the lab’s commitment to quality. Dental lab software allows labs to generate detailed, customized reports that meet the specific needs of each client.
By incorporating these features, dental lab software can significantly enhance client communication and management, leading to improved client satisfaction and stronger relationships.
Take Control of Your Dental Billing
Success in dentistry hinges on the right billing software for your dental lab. Customizable templates, LMS integration, automated payment processing, advanced reporting, client portals, regulatory compliance, scalability, and customer support are key features to consider if you plan to invest in one.
Stax Bill offers all these functionalities with flat pricing—no hidden fees, no overages. Request a free demo to improve your case management and billing processes today.
