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ONBOARDING

Make A Seamless Transition

Switching your dental practice management system can be a big undertaking. If not properly implemented, it can cause severe stress and revenue loss. With CareStack, the onboarding process is tried and tested, built on best practices, and delivered by subject-matter experts to enable a smooth transition. Our focus is on sound planning and disciplined execution with a commitment to your success.

CareStack Onboarding

IMPLEMENTATION TIMELINE

Transform Your Practice: A Step-By-Step Guide From Kickoff to Post-Go-Live Success

Kickoff & Alignment
PHASE 1

Kickoff & Alignment

Set Expectations, Define Roles, and Align on Goals

    Our Sales team introduces you to your dedicated Implementation Lead, who will guide you through the onboarding journey until go-live.
    We schedule a kickoff call to align on expectations, timelines, roles, responsibilities, and your target go-live date. Identify key stakeholders and align on initial goals and success metrics.
    You’ll receive access to your CareStack Demo Account and CareStack University (CSU) to begin early familiarization. Key stakeholders will be given role-based access to CSU content, allowing them to begin reviewing modules relevant to their responsibilities.
    We’ll also kick-start the data conversion process by establishing secured access to your current data, enabling our conversion team to begin preparing for a smooth migration.
    Together, we baseline your implementation goals, identify success metrics, and establish a clear onboarding cadence for the project.
Strategic Planning & Discovery
PHASE 2

Strategic Planning & Discovery

Explore Workflows, Align Requirements, and Plan for a Tailored Setup.

    We’ll initiate a workflow analysis to understand your practice structure, team roles, and operational workflows.
    Our team conducts a deep dive into third-party integrations and clinical processes to capture your complete business and workflow needs.
    This discovery phase helps us design a tailored CareStack transition plan and prepare for any post-go-live integration requirements.
    You’ll complete a CareStack setup questionnaire, which we’ll use to configure your environment based on your specific business model.
    We’ll align on any custom requirements and finalise your implementation plan to reflect your goals, timelines, and success metrics.
Data Conversion
PHASE 3

Data Transformation

Seamlessly Migrate and Validate Your Data With Clarity

    Using CareStack’s proprietary data conversion technology, we securely transfer your data from your current PMS. The setup requires only a single configuration step, minimising manual effort and delays.
    We create a sandbox environment using your practice data, allowing your team to perform side-by-side system comparisons between CareStack and your existing PMS.
    Our Deriviz onboarding tool automatically scans your data to highlight key practice settings, flags duplicates, redacts sensitive information, and helps you standardise configurations without data loss.
    The Implementation Team will identify data-level optimisation opportunities to ensure a cleaner, more efficient transition and better long-term outcomes.
    With guidance from your Implementation Lead, your team will validate data in the sandbox environment using a checklist. Once validation is complete and expectations are aligned, your team will provide formal sign-off to proceed to go-live readiness.
Role-Based Training & Setup
PHASE 4

Role-Based Training & Setup

Empower Your Team With Hands-on Training Tailored by Role

    You’ll have 24/7 access to on-demand training videos through CareStack University (CSU), offering step-by-step lessons to build a foundational understanding of the platform at your own pace.
    Department- and staff-level training begins with CSU modules and expands into virtual training sessions based on your curated workflow documentation from the discovery phase.
    CSU provides a standardised overview of CareStack features, while virtual sessions focus on answering questions, reviewing specific workflows, and conducting mock walkthroughs to build hands-on experience.
    Typically, we deliver 4–5 department-specific live sessions across front desk, clinical, billing, marketing, and more.
    Dedicated setup sessions for Admin, Clinical, and Marketing teams will focus on reviewing your pre-configured templates and system settings. These sessions also provide the training needed to fine-tune configurations and create new templates, ensuring teams are confident in managing the system independently.
Go-Live Execution
PHASE 5

Go-Live Execution

The Big Leap: Time to Go Live!

    We’ll coordinate with your team to confirm readiness and finalise the timeline. Once approved, our team will initiate the final data extract to ensure your most up-to-date information is reflected.
    While this is often scheduled over a weekend - especially when converting from legacy PMS systems that require extended processing time - we can accommodate weekday conversions based on your system and data volume.
    Your CareStack Live Environment will be delivered fully configured with the latest validated data, ensuring a seamless transition to your new system without any data loss.
    On Go-Live day, your Implementation Specialist will coordinate all necessary support to make the software switch as smooth as possible. While a paid onsite visit is strongly recommended to ease the transition, CareStack also provides a dedicated virtual bridge line for real-time support during the first week.
    To ensure steady progress, your Implementation Specialist will schedule end-of-day check-ins and weekly touchpoints to address questions, clarify workflows, and fine-tune the transition, helping your team navigate the switch with confidence.
Communication Mediums
PHASE 6

Post-Go-Live Success & Ongoing Support

Ongoing Guidance to Drive Adoption, Optimisation, and Growth

    Your Implementation Specialist will conduct regular health checks during Week 1 to assess stability and performance. They’ll also provide 2–3 hours of additional virtual training in the following weeks, focusing on key topics such as claim processing, report navigation, and reconciliation workflows.
    CareStack offers 24/7 live support via chat and voice , ensuring your team has real-time help whenever needed. Our support team will also collaborate internally with your assigned point of contact to ensure a smooth and well-coordinated experience.
    After the initial go-live phase, you’ll be transitioned to a CareStack Customer Success Manager (CSM) , who will conduct weekly virtual coaching sessions designed to reinforce adoption and build your team’s confidence with the platform.
    The CSM process is customised toyour business needs and key performance indicators tracked within CareStack. These sessions are used to monitor operational metrics and identify strategic opportunities for improvement and workflow optimization.
    After 4–6 weeks with your dedicated Implementation Lead, you'll transition to a Customer Success Manager (CSM) who will support you for 6–24 weeks, helping your team build a solid foundation on CareStack. Once that foundation is in place, you'll be assigned a dedicated Account Manager, your long-term partner for deep operational insights, strategic guidance, and growth with CareStack and adjacent solutions.

OUR CUSTOMERS

Powering Startups, Dental Groups, and everything in between

CareStack is a great fit for a wide range of dental practices, including large multi-location practices and DSOs.

More Customer Stories->

NHS, SIMPLIFIED

Features That Power Smarter NHS Practices

From FP17 submission to UDA tracking and contract reconciliation, our complete NHS suite gives your practice the tools to run NHS dentistry efficiently and accurately.

COMPREHENSIVE PATIENT MANAGEMENT

Features That Create Patient Delight

Stellar Support for Peace of Mind

A Team That Works as an Extension of Your Practice

Built for Scale

Your Business Partner for Growth

Brad Thornton |Dental Surgeon, Ivory Dental

"We were pulling data from everywhere and burning through staff time just to run reports. CareStack consolidated it all and freed our team to focus on growth instead."

Toheed Hamid |Principal Dentist, Bristol Dental Sedation & Implant Clinic

"One of the huge plus points is that patients can book themselves in with a patient portal. Also, the setup makes it easy for nurses to do charting and treatment plans."

Dr Robbie Hughes |Dentist, Owner Dental Excellence UK

"Support was phenomenal. Transition was seamless. CareStack team listens to you, and they understand what business owners are looking for."

Dr. Deep Patel |Director, One Dental Camberwell, London

"I feel like I have all the tools needed for a better patient experience, better system for my team, and overall better patient growth."

CUSTOMER SUCCESS

At CareStack, We've Built a Platform That Handles All the Major Functions

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Trusted by 300+ Dental Practices

CareStack’s cloud dental software provides efficient practice management, world-class support, and modern tools and technology.

FAQ

Why CareStack Is the Best Dental Practice Management Software

View All Queries->
  • 01 Implementation Process
  • 02User Training
  • 03System Configuration and Setup
  • 04Data Conversion

A single rollout typically takes 4-5 weeks, including data conversion and training. For multi-location DSOs, we offer both Big Bang and Phased Rollout models: Big Bang Rollout: If multiple locations use compatible legacy systems, we can migrate and launch them together. Our Data Conversion team will evaluate system compatibility and advise on feasibility. Phased Rollout: Many DSOs start with a pilot of 2-5 locations to refine processes and training. Once optimised, we proceed with phased launches. CareStack can convert 8-10 locations in parallel per day, depending on readiness and data access.

CareStack syncs data from your legacy system during non-working hours using proprietary tools, ensuring your practice continues to run smoothly. After your final working day, we perform a full sync to capture the latest data. This ensures a seamless switch to CareStack without downtime or double entry.

IT Contact: Involved primarily at project start and go-live. Two 30-minute sessions total. Most tasks (like data access) are handled virtually via email. Operations POC (Super-User): Joins weekly 60-minute sessions during onboarding (4-8 weeks) and 2-3 additional 60-minute sessions for workflow reviews and training coordination. Other Team Members: Complete training via CareStack University (CSU) and join a 60-90 minute session with the Implementation Specialist to review workflows and clarify questions.

CareStack's Onboarding Tool provides real-time visibility into project progress, including task tracking, timelines, and dependencies. Delayed or at-risk items are flagged for immediate attention. During weekly project calls, our Project Management team shares a summary of progress, upcoming milestones, and any blockers, ensuring that key stakeholders are aligned and risks are addressed proactively.

More questions?Contact us at
support@carestack.com

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