22 Dental billing processes for dental practice success

As a dental practice owner, the future of your practice requires hard work to be successful. Aside from mastering the clinical aspect of dentistry, there are 22 dental billing processes that directly impact the financial health of your practice. This list includes everything from insurance verification to patient satisfaction and experience, as they all play a role in growing a successful dental practice.  

Let’s consider a potential worst-case scenario: your key front office person — or the entire front office team — are out on the same day due to sickness or vacation or worse, leaving you stranded and frantic. Could you get through the day with minimal issues, or would you just want to throw up your hands and close for the day? The second option means a disruption in consistent cash flow. It also shines a light on the fact that you, as the dental practice owner, would highly benefit from a working knowledge of the 22 dental billing processes so you can hold your dental administrative team accountable and measure the success and growth of your dental practice.

So, what are the 22 dental billing processes for dental practice success? Great question! Let’s dive right in. 

Pre-appointment Readiness Plan:

• Successfully credential all eligible providers with insurance contracts, if applicable
• Scheduling to meet goals for smooth in-office flow, excellent patient care, & production 
• Complete Insurance verification or basic eligibility check
• Input coverage percentages, maximums, and deductibles accurately in the practice management software
• Input the patient’s correct remaining maximums and deductibles in the practice management software
• Attach the insurance verification breakdown in the practice management software

Systems to Maximize Practice Collections:

• Matching the appropriate CDT code to the service provided
• Collect any missing necessary information from the patient
• Sending clean primary and secondary claims with necessary supporting documentation
• Resolving rejected claims
• Running reports showing procedures not attached to insurance regularly
• Post insurance payments timely
• Balancing the day sheet in the practice management software
• Reconcile the practice management & merchant statements with your bank account
• Run accounts receivable reports consistently and strategize to follow up regularly
• Review all denied claims and appeal as necessary
• Audit patient ledgers for accuracy before sending statements
• Call patients with current balances, in between sending statements, to explain the balance and encourage them to send payment
• Clean bad debt from aging report when deemed uncollectible

Strategies to Increase Practice Production:

• Running recare reports from the practice management software to make sure no one slips through the cracks
• Increase patient retention by calling patients to get them back on the schedule
• Negotiate your participating fee schedules every 18 months and adjust your UCR fee around the same time based on inflation

How do I manage the dental billing processes?

If you are looking at the list of dental billing processes and feeling overwhelmed, you are not alone. There are additional items outside of this list that dental teams need to complete regularly to keep a dental practice on the path to success. Practice success is a goal that requires the attention and planning of the entire team. The hard truth is that it is nearly impossible for the team to focus on practice success and patient experience with so many tedious daily tasks on their plate. This is where eAssist can help. Schedule a quick consultation today to discuss how eAssist can support you and your team so you can focus on what matters while remaining profitable. 

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