How it runs for dental practices
Patient statements go out on a fixed cycle once the EOB has set the patient portion, with a portal link. Prepaid cases and membership renewals are invoiced from the signed arrangement. Every batch is posted to the ledger when issued.
What are outsourced invoicing services?
Outsourced invoicing services mean a remote billing team prepares, checks and sends your customer invoices instead of your office staff doing it between other tasks. The team works inside your accounting or billing software, follows your rate cards and contract terms, and issues credit notes and corrections. You keep control of pricing, approvals and the customer relationship.
What we handle for dental practices
- Submit dental claims daily with X-rays, perio charts and narratives attached as required
- Track clearinghouse acknowledgments and correct rejected claims the same day
- Issue patient statements on a fixed cycle after the EOB sets the patient portion
- Invoice prepaid cases and membership renewals from the signed financial arrangement
- Post every claim batch and statement run to the ledger when issued
The KPI that matters here
Claims submitted within two business days of the visit with attachments on first submission, and rejections corrected within one.
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
- Gusto
- Bill.com
- Square
- Dentrix
- Open Dental
- Eaglesoft
- Dentrix Ascend
- All 50 platforms
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Frequently asked questions
Why do dental claims get denied so often for attachments?
Many plans require radiographs, periodontal charting or a narrative for crowns, scaling and root planing, implants and some extractions. A claim without them is denied or pended, and the practice waits weeks to learn why. We keep a table of attachment requirements by plan and procedure and include them on first submission, which avoids the resubmission cycle.
When should patient statements go out?
After the plan's EOB has set the patient's share, so the statement shows the actual balance rather than an estimate. Statements run monthly or biweekly from the practice-management system with a payment link, and balances that age are followed with a courteous reminder under your practice's name through our DunningDesk cadence. Estimated portions are collected at the chair, not by statement.
Do you handle predeterminations and treatment-plan arrangements?
We submit predeterminations for large cases where the plan offers them and log the response so the treatment coordinator can present an accurate patient portion. Financial arrangements the patient signs, including financing or in-house payment plans, are recorded so the invoices, prepaid balances and deferred revenue all follow the agreement rather than memory.
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