--- title: "Accounts receivable management for dental practices" description: "Accounts receivable management for dental practices: outsourced accounts receivable: aging reviews, statements, dunning sequences, phone follow-up and." url: https://ledgerbpo.com/industries/dental-practices/accounts-receivable/ updated: 2026-09-11 publisher: LedgerBPO (SS Support Network LLC) language: en-US --- # Accounts receivable management for dental practices Accounts receivable for dental practices splits into insurance claims that age because of attachments and narratives, and patient balances that age because the estimate at the chair was wrong or the statement went unread. Our HIPAA-trained agents work insurance AR by plan and aging bucket, resubmit with the documentation each plan wants, appeal denials inside the plan's window, and post EOBs by claim. - Since 2020 - US · UK · CA · AU - Named accountant plus backup - Your software, no lock-in [Book a billing audit](https://ledgerbpo.com/book-a-call/?topic=billing-audit) [Book a 20-minute call](https://ledgerbpo.com/book-a-call/) Updated September 2026 ## How it runs for dental practices Patient AR is worked through the DunningDesk cadence: a statement, a friendly call under your practice's name, a payment plan or financing referral where you allow it, and a promise-to-pay log. Credits are aged alongside debits so refunds are not forgotten. ## What is accounts receivable outsourcing? Accounts receivable outsourcing means a remote team manages the money your customers owe you: tracking invoices from issue to payment, sending statements and reminders, logging disputes, and reporting aging and days sales outstanding. The provider works inside your accounting software under your brand. You keep the customer relationship and decide on credits, holds and escalations. ## What we handle for dental practices - Work insurance AR by plan and aging bucket with attachment fixes and appeals - Compare plan payments to the fee schedule and pursue underpayments - Run patient statements, reminder calls and payment-plan offers under your practice's name - Age patient credits alongside debits and queue refunds for your approval - Deliver a weekly AR summary by plan and by patient bucket with next actions ## The KPI that matters here No claim passes 30 days and no patient balance passes 60 days without a documented action and next step. ## Dental compliance notes ### HIPAA Dental claims, EOBs and patient ledgers are protected health information. We sign a BAA, staff are HIPAA-trained, access to your practice-management system is role-limited with MFA, and the accounting file carries batch totals and claim numbers rather than patient names. ### PPO and payer contracts Each PPO agreement sets the fee schedule, what can be billed to the patient, coordination-of-benefits rules and how overpayments are returned. We record adjustments according to the contract and keep the fee schedules current so underpayments can be identified and refunds are handled the way the contract requires. ### Patient credits and unclaimed property Prepaid treatment that is not completed and insurance payments that arrive after the patient paid create credit balances. We age them monthly and prepare refunds for your approval, because unrefunded credits may become reportable unclaimed property under state law after a dormancy period. ### Card data and patient financing Our agents never take or store card numbers; patients pay through your terminal, portal or financing partner. Financing payouts from CareCredit, Sunbit or similar programs are reconciled net of the merchant discount, and promotional-plan terms are recorded so the cost of financing is visible. ## Dental software we work in - [QuickBooks Online](https://ledgerbpo.com/software/quickbooks-online/) - [Gusto](https://ledgerbpo.com/software/gusto/) - [Bill.com](https://ledgerbpo.com/software/bill-com/) - [Square](https://ledgerbpo.com/software/square/) - Dentrix - Open Dental - Eaglesoft - Dentrix Ascend - [All 50 platforms](https://ledgerbpo.com/software/) ## More for dental practices Other services for dental - [Bookkeeping](https://ledgerbpo.com/industries/dental-practices/bookkeeping/) - [Invoicing and billing](https://ledgerbpo.com/industries/dental-practices/invoicing-and-billing/) - [Accounts payable](https://ledgerbpo.com/industries/dental-practices/accounts-payable/) - [Bank reconciliation](https://ledgerbpo.com/industries/dental-practices/bank-reconciliation/) - [Month-end close](https://ledgerbpo.com/industries/dental-practices/month-end-close/) - [Financial reporting](https://ledgerbpo.com/industries/dental-practices/financial-reporting/) - [All dental services](https://ledgerbpo.com/industries/dental-practices/) Accounts receivable in other industries - [Marketing agencies & consultancies](https://ledgerbpo.com/industries/agencies/accounts-receivable/) - [Auto repair shops & dealerships](https://ledgerbpo.com/industries/auto/accounts-receivable/) - [Behavioral health practices](https://ledgerbpo.com/industries/behavioral-health/accounts-receivable/) - [Daycares, schools & education](https://ledgerbpo.com/industries/childcare-education/accounts-receivable/) - [The full accounts receivable page](https://ledgerbpo.com/services/accounts-receivable/) ## Frequently asked questions ### How do you follow up on outstanding dental claims? Claims over 30 days are checked in the payer portal or by call, and the reason for the delay is recorded: pended for attachments, denied for frequency limits, awaiting coordination of benefits, or simply unprocessed. Each is resolved with the fix that reason needs, and the resubmission or appeal is logged with the plan's deadline so the claim does not age out. ### How do you handle patient balances after insurance pays less than estimated? The statement explains what the plan allowed and paid and what remains, in plain language, with a portal link. If the balance is large, our agents call under your practice's name to offer the payment plan or financing option you have approved. Every contact is logged, and disputes about the estimate are passed to your treatment coordinator rather than argued on the phone. ### What do you do about small patient balances? We group them by household, send one statement per household, and apply the small-balance policy you set, whether that is a reminder call, a write-off below a threshold, or a hold until the next visit. Recording the policy and the write-off reason keeps the aging honest and stops the front desk from chasing balances that cost more to collect than they are worth. Next step ## Books closed. Invoices paid. Every month. Tell us what is going on with your books or billing. You will hear from a named person within 1 business day, with a custom quote and a plan for the first close. - Reply from a named person within 1 business day - No setup fee, month-to-month - Your software, your data, no lock-in Start with a custom quote [Book a billing audit](https://ledgerbpo.com/book-a-call/?topic=billing-audit) [Book a 20-minute call](https://ledgerbpo.com/book-a-call/) Or call [+1-657-777-0006](tel:+16577770006) during US, UK or Australian business hours. --- Source: https://ledgerbpo.com/industries/dental-practices/accounts-receivable/ · Contact: https://ledgerbpo.com/contact/ · Full site map for agents: https://ledgerbpo.com/llms.txt