5 Steps for How Dental Organizations Can Work Smarter, Not Harder

Dentistry entered 2025 with headwinds that go beyond clinical care. The ADA’s Q1 2025 Economic Outlook and Emerging Issues in Dentistry shows dentist confidence in the economy has dropped to its lowest point in nearly two years, while more providers report being ‘not busy enough’ despite rising patient wait times. At the same time, recruitment challenges remain high, and financial pressures are leading many practices to drop insurance networks. These challenges mean that growth will not come from simply adding more patients or expanding locations. 

DSOs and practices need to shift their focus toward optimizing the way they work. Efficiency has become the difference-maker, and the organizations that succeed will be those that create low-friction environments where technology supports staff instead of adding burden. By reducing change management hurdles and streamlining daily workflows, leaders can build a foundation for sustainable growth that benefits both providers and patients. The following five steps outline how organizations can put this into practice:

1. Invest in Dental AI to Drive Efficiency and Growth

Dental AI is no longer a future concept. It is becoming the standard across the industry because it helps organizations improve efficiency, strengthen patient outcomes, and unlock measurable growth. The VideaAI platform includes ambient capabilities that run in the background of existing systems, reducing friction for providers, eliminating unnecessary steps, and making adoption seamless.

The VideaAI platform is trusted by more than 50,000 clinicians and 8 of the 10 largest DSOs in North America because it creates consistency across large organizations, saves valuable provider time each day, and delivers measurable results in case acceptance and diagnostic performance. For both DSOs and single practices, dental AI provides the foundation for sustainable growth in a challenging environment.

2. Build Patient Trust Through AI-Driven Diagnostics and Education

Patient trust directly impacts treatment acceptance, yet clinical terms and grayscale X-rays often leave patients uncertain or unconvinced. When patients cannot clearly see or understand their diagnosis, they are less likely to move forward with treatment. Effective patient education bridges that gap. Visual, easy-to-understand explanations build confidence, reduce hesitation, and help patients make informed decisions about their care.

VideaAI’s ClinicalAI strengthens this process by combining AI-driven diagnostic aids with patient-friendly visuals. It acts as a second set of eyes for providers, surfacing findings across 34 FDA-cleared detections while simultaneously generating clear visuals that patients can understand. This dual impact improves clinician confidence and gives patients tangible evidence they can trust.

Practices using ClinicalAI have seen:

• 22% lift in case acceptance*
• 100% of clinicians improve diagnostic performance*
• ~$80K annual production lift per practice (across restorative and periodontal treatments only)**
• More confident patients who say yes to treatment faster

^{*Stats based on real clinical studies and same-practice comparisons. Individual results may vary.
**VideaHealth. Dental AI: Hype or Reality? White Paper, 2024}‍

By combining consistent AI-driven detections with clear patient education, ClinicalAI transforms the treatment conversation, helping patients trust the diagnosis, understand their options, and accept care sooner.

3. Optimize Daily Workflows and Capture Missed Opportunities

Revenue and care potential are often lost due to scattered information, last-minute changes, or inconsistent preparation. Teams that start each day aligned are better equipped to close care gaps, prioritize high-value treatments, and deliver more care with less effort.

VideaAI’s WorkflowAI makes this possible by turning routine prep into a smarter system of action. At the heart of WorkflowAI is Huddle, an AI-powered dashboard that gives teams a clear and actionable view of treatment opportunities at the start of each day. Syncing AI insights with PMS data helps providers identify unscheduled and high-value treatments, reduce discrepancies, and ensure clinical standards are met consistently.

With WorkflowAI, teams can:

• Align around a clear plan each morning with AI-powered huddles
• Flag incomplete tasks and highlight treatment priorities across restorative, periodontal, and endodontic care
• Display AI findings tooth-by-tooth in a visual odontogram to improve chairside planning
• Surface aligner and implant opportunities automatically, so providers know who to scan and when to act

The results speak clearly:

• 1 hour saved per provider per day through streamlined prep and workflows*
• 3x more treatments planned after implementation*
• 12x more 3D scans generated, unlocking up to $1.5M in incremental annual revenue per practice*
• Consistent team alignment that reduces missed opportunities and drives stronger patient outcomes

^{*Stats based on real clinical studies and same-practice comparisons. Individual results may vary.}

WorkflowAI helps every provider deliver more care with less effort — turning daily huddles into a powerful driver of efficiency, production, and growth.

4. Elevate Care Standards and Scale Across the Organization

Operational efficiency is about more than filling schedules. Large dental organizations need visibility into how care is delivered, where opportunities are missed, and how to mentor providers effectively.

EnterpriseAI gives DSOs and clinical leaders the ability to lead with insight, not oversight. With AI-powered visibility into care trends, leaders can reduce variability, identify growth opportunities, and support consistent, high-quality care across every practice.

VideaInsights, the core feature of EnterpriseAI, provides:

• Opportunity Benchmarking: Compare delivered care to AI-identified opportunities to guide coaching.
• Mentor-Friendly Visuals: Use side-by-side FMX examples to make feedback clear and actionable.
• Practice-Level Growth: Highlight high-performing patterns to scale success and target support.

EnterpriseAI surfaces up to $100,000 in AI-identified treatment opportunities per practice each month and reduces the need for in-person coaching visits by as much as 50% according to VideaHealth's internal data. By turning insights into action, EnterpriseAI helps organizations raise standards of care while improving efficiency across teams and locations.

5. Accelerate Payment and Eliminate Backlogs

Slow and inconsistent claims processing is one of the biggest threats to financial stability for dental organizations. Manual attachment preparation, image selection, and narrative writing take hours of staff time, contribute to frequent denials, and delay reimbursement. These inefficiencies don’t just impact revenue — they also increase staff burnout and turnover.

VideaAI’s ClaimsAI addresses this problem by automating the most time-consuming and error-prone part of the claims process: attachments and narratives. By consolidating imaging, treatment history, and payer requirements, ClaimsAI automatically selects the most relevant images and generates compliant narratives for every claim. This reduces workflow bottlenecks, minimizes human error, and improves the likelihood of first-pass approvals.

Practices using ClaimsAI have seen:

• 90% faster attachment preparation*
• Fewer denials and downgrades, leading to more consistent revenue
• Thousands of dollars are recovered each month per location
• Significant time savings that allow staff to focus on patients instead of paperwork

^{*Stats based on real clinical studies and same-practice comparisons. Individual results may vary.}

The result is fewer delays, stronger cash flow, and greater efficiency across the entire organization. By automating repetitive claims work, dental teams can stabilize revenue, reduce burnout, and reinvest time into higher-value patient care.

Conclusion

DSOs and practices face mounting pressures in 2025, from declining economic confidence to staffing shortages and financial strain from insurance networks. The organizations that will thrive are those that work smarter, not harder.

VideaAI provides that path forward for DSOs and practices to: increase case acceptance, improve consistency across providers, surface hidden treatment opportunities, and reclaim valuable time each day. By reducing administrative friction and delivering clarity to patients, VideaAI empowers dental organizations to build efficiency, strengthen patient trust, and achieve sustainable growth.

Ready to see how VideaAI can help your DSO or practice work smarter, not harder?
Explore the VideaAI product suite or book a demo with our team. 

FAQs About VideaAI

1. How is VideaAI different from other dental AI solutions?
VideaAI is the most trusted dental AI in the industry, used by more than 50,000 clinicians and 8 of the 10 largest DSOs in North America, along with practices of every size. VideaAI is FDA-cleared for 34 detections, making it the most comprehensive AI suite in dentistry. The company was also ranked No. 28 on the Inc. 5000 list of fastest-growing private companies in America and recognized as the fastest-growing dental company by Becker’s.

2. What kind of results do organizations see with VideaAI?
VideaAI delivers measurable results. DSOs and practices using VideaAI have seen a 22% increase in case acceptance, 100% of clinicians improve diagnostic performance, and 1 hour saved per provider per day. VideaAI OrthoAI has driven 14% more aligner cases within 30 days, a 3x increase in treatment planning, and 12x more 3D scans generated at top-performing sites.

3. Does VideaAI support multi-site organizations?
Yes. VideaAI supports scalability across DSOs and multi-site practices by providing enterprise-level analytics that track case acceptance, diagnostic consistency, and provider performance. This helps leaders identify growth opportunities and strengthen mentorship.

4. How does VideaAI help improve patient trust?
VideaAI enhances patient trust by overlaying AI findings directly onto radiographs so patients can clearly see what providers see. This transparency builds confidence, improves acceptance of treatment, and strengthens long-term relationships.

^{American Dental Association. Economic Outlook and Emerging Issues in Dentistry: Insights from Data from Q1 2025. https://www.ada.org/-/media/project/ada-organization/ada/ada-org/files/resources/research/hpi/q12025_hpi_economic_outlook_dentistry_slides.pdf?rev=0e193026393e496da427e2dd5385ae54&hash=3BEC34232487B98897BBDD3BD10AB693}