Who Offers the Top OrthoTrac Outsourcing Services?
Orthodontic money is contract money: initial payments, monthly plans, responsible parties, and continuation-of-treatment claims. Dedicated HIPAA-trained teams work all of it inside your own OrthoTrac system, plus new patient intake, patient flow scheduling, and ortho benefits verification. Flat weekly pricing from $299 per FTE (volume based). Live in 14 days.
What Is OrthoTrac, and Where Does It Stand Today?
OrthoTrac is a server-based practice management system built specifically for orthodontic practices, part of the Carestream Dental family whose software now runs under the Sensei brand. It has served orthodontic offices for decades, and its toolset reflects the specialty: scheduling and appointment tracking for high-volume patient flow, treatment plans, contracts and payment plans, insurance billing, referral management, collections, and a charting module that pairs with CS Orthodontic Imaging. The vendor’s position is plain: practices on OrthoTrac can keep using it with ongoing support, with a planned migration to Sensei Cloud available when the practice decides it is time.
The staffing reality is just as specific. An orthodontic office sees far more patients per day than a general practice, at shorter appointments, with money that arrives over years instead of per visit. The person managing OrthoTrac’s ledgers is doing work a general dental biller was not trained for. That is the gap this service closes. The rest of the product family lives on our Carestream Dental support page.
Who Is This For?
Orthodontic practices that run OrthoTrac and feel the squeeze between chairs and desk: solo orthodontists whose treatment coordinator also answers the phones, multi-doctor practices where contract follow-up has become a month-end scramble, and multi-location ortho groups that want one remote desk covering intake, verification, and AR across offices. It also fits practices planning an eventual Sensei Cloud move that need OrthoTrac fully staffed in the meantime.
Where OrthoTrac Practices Lose Time and Money
Forty patients through the clinic before lunch means the front desk is checking in, not answering. In orthodontics a missed new-patient call is a consult, and often a full contract, that books with the practice down the road.
See the fixMissed monthly payments, expired cards, responsible-party splits after a divorce, transfers in and out: each one is small, but with hundreds of active contracts, unworked ledger drift quietly becomes five figures of AR.
A patient changes insurance mid-treatment and the new payer needs a continuation-of-treatment claim with months remaining and banding date. When nobody files it promptly, the monthly insurance payments simply stop.
See the fixOrtho schedules run in tight, short columns; a few same-day cancellations leave holes no one has time to fill, and wire changes that should have happened this week slide into next month’s book.
See the fixNew Patient Intake and Referral Coordination
We answer and return new-patient inquiries in your practice’s name, capture referral sources so you know which dentists send you cases, schedule consults quickly while interest is high, and enter clean records in OrthoTrac before the family walks in. Referring-doctor relationships get the follow-through they deserve: thank-you letters logged, records requests handled, and no inquiry left in yesterday’s voicemail.
Scheduling and Patient Flow
Orthodontic scheduling is its own discipline: short, template-driven appointments, adjustment visits that must land on clinical intervals, and a patient flow that keeps chairs turning. Our schedulers maintain the appointment book in OrthoTrac, confirm tomorrow’s columns, fill same-day gaps from your call list, and chase the no-shows and reschedules that stretch treatment time and delay debonds.
Insurance Verification and Ortho Benefits
Orthodontic benefits have their own anatomy: a lifetime orthodontic maximum instead of an annual one, age limits, waiting periods, and payment structures where the payer reimburses an initial amount and then monthly installments across treatment. We verify all of it before the consult and enter it in OrthoTrac, so your treatment coordinator presents a contract built on real numbers and the family signs without a surprise arriving six months in.
Contracts, Monthly Payments, and Responsible Parties
This is the heart of ortho administration, and the part most general dental billers are not trained on. We keep OrthoTrac’s contracts and payment plans current: monthly payments monitored, failed and expired payments chased the week they happen, responsible-party balances kept straight when parents split a contract, transfers priced and documented, and delinquency worked from a standing list with polite calls in your practice’s name. Contract AR stops drifting when someone owns the ledgers every single week.
Insurance Claims and Continuation of Treatment
We file initial ortho claims with banding dates and treatment-length documentation, monitor the monthly payer installments that follow, and act fast on the event that breaks them: an insurance change mid-treatment. Continuation-of-treatment claims go out to the new payer with months remaining and payment history, coordination of benefits gets sorted when both parents carry coverage, and stalled claims get called before they age. The result is insurance money that keeps arriving on schedule across the whole treatment, not just at banding.
AR, Collections, and Reports
We work the aging on both sides of an ortho ledger, insurance and responsible party, run the day-end and month-end routine, and keep the reports your practice manages by: production and collections, contract balances, delinquency, and pending-treatment lists that feed the consult schedule. Problems surface while they are one phone call, not one write-off.
Put a Dedicated Ortho Team on Your OrthoTrac Queues
Intake, patient flow, benefits, contracts, and continuation claims: pick the seats you need and watch a trained team work your own OrthoTrac system before you commit to anything.
Book Your 2-Week Free TrialHow Our Teams Train and Go Live on OrthoTrac
Ortho team members train on orthodontic administration first, contracts, responsible parties, lifetime maximums, continuation claims, then on your office’s specific OrthoTrac routines, documented into SOPs with your team’s review. Go-live is supervised and gradual: early output is checked against your conventions, and volume ramps as accuracy is proven. Every specialist works under an individual HIPAA agreement with named credentials your practice grants and can revoke, never shared logins, and a trained backup stands ready at no charge.
Why Outsource OrthoTrac Work, and Why Staffingly
Our teams are trained on contract billing, responsible-party ledgers, and continuation claims, the exact work that separates an ortho desk from a general dental desk.
Most vendors sell you an answering service or a billing service. We staff the whole administrative line inside OrthoTrac, so work stops falling between vendors.
A flat weekly fee per dedicated specialist. No percentage of collections, no per-contract charges, no setup fees, and pricing that holds as your starts grow.
OrthoTrac is supported today, and Sensei Cloud is the offered destination. Whichever you choose and whenever, your contracts and claims stay worked through the change.
Process and Onboarding
20 to 30 minutes on Teams. Tell us your active contract count, locations, and where the desk falls behind.
Named OrthoTrac user accounts per specialist through remote access your practice controls, with your approval on every account.
Your contract conventions and payer mix documented into SOPs; supervised production from day one.
Daily production reports, weekly KPI review, month-to-month after your 2-Week Free Trial.
Security and Compliance
HIPAA-trained staff. Business Associate Agreements executed with every client. Workflows designed to support HIPAA compliance, with SOC 2 Type II attestation, ISO 27001:2022, $5M E&O and cyber liability coverage, and named individual credentials with audit trails in your own system. Read the complete program at HIPAA and Security at Staffingly.
Flat Weekly Pricing Per Dedicated Specialist
1 to 4 dedicated ortho FTEs.
5 to 9 FTEs.
10+ FTEs.
45 hours of coverage for less than others charge for 40.
$399 per week works out to $8.87 per hour across 2,340 hours of coverage a year, flat. Your dedicated specialist covers a 9 hour day, Monday to Friday, a full hour more than a standard shift: the day starts by clearing what arrived after you closed, overnight voicemails, new-patient inquiries, and failed-payment flags, and it ends past your close so far less rolls into the morning huddle. A trained backup steps in at no charge whenever they are out. Flat weekly fee per dedicated specialist, never a percentage of your collections, no setup fees.
Start with a 2-Week Free Trial. Month-to-month after, with no long-term contract.
- Salary + payroll taxes + benefits
- Recruiting + turnover replacement
- Training on ortho billing + OrthoTrac
- Software seat + equipment + PTO coverage
Calculate Savings
OrthoTrac Outsourcing: Frequently Asked Questions
What tasks can a remote team do in OrthoTrac?
New patient intake and consult scheduling, referral tracking, appointment book and patient-flow management, ortho benefits verification, contract and payment plan upkeep, responsible-party ledger work, claim filing and follow-up, collections calls, and day-end reporting. Administrative work inside OrthoTrac screens, a trained remote specialist can own.
Do you understand contract billing, not just dental claims?
Yes. Our ortho teams train on contracts and payment plans, initial-plus-monthly insurance reimbursement, lifetime orthodontic maximums, responsible-party splits, and transfer pricing before they touch a client system.
What happens when a patient changes insurance mid-treatment?
We file a continuation-of-treatment claim with the new payer, documenting banding date, total fee, and months remaining, and we chase it until the monthly payments resume. It is one of the most valuable tasks we own.
Is OrthoTrac still supported?
Yes. OrthoTrac is part of the Carestream Dental family, whose software now runs under the Sensei brand, and the vendor states practices can continue using it with ongoing support. Sensei Cloud is the offered migration path when a practice chooses to move.
Do we need to migrate to Sensei Cloud to work with you?
No. We staff OrthoTrac as it runs today. If you migrate later, the same team keeps contracts, claims, and AR worked through the conversion.
How do remote staff access our OrthoTrac system?
Through remote access your practice sets up and controls, with a named user account per specialist that you approve and can revoke. No shared logins and no offline exports of PHI.
What does it cost?
A flat weekly fee per dedicated specialist: $399 for 1 to 4 FTEs, $349 for 5 or more, and $299 for 10 or more. Never a percentage of your collections, and no setup fees. The engagement starts with a 2-Week Free Trial.
How fast can an ortho team start?
Most teams go live in about 14 days: access setup, your contract conventions documented into SOPs, then supervised production that ramps as accuracy is proven.
Dental Resources for OrthoTrac Practices
From our dental library: the problems these teams get hired to fix.
Written By
Dan Nandan has spent 25+ years in IT consulting and healthcare BPO, was among the first in the US to build an RPO/BPO delivery network overseas, and has been featured in Computerworld. He runs the operations and the dedicated virtual teams behind the orthodontic workflows on this page.
Connect on LinkedInSee what a dedicated OrthoTrac team changes in 14 days.
Book a strategy meeting. Dan Nandan, CEO, joins most calls personally. Real conversation, real numbers for your practice.
Claim Your 2-Week Free TrialOrthoTrac, Sensei, Sensei Cloud, and Carestream Dental are trademarks of Carestream Dental LLC. Staffingly, Inc. is an independent outsourcing company and is not affiliated with or endorsed by Carestream Dental. Staffingly works inside client-owned OrthoTrac systems under client-granted access.