INSURANCE ACCOUNTS/RECEIVABLES

Running a successful, profitable dental practice in today’s economic environment often hinges on how well your team can effectively manage your patients’ insurance benefits and how quickly your office can obtain payment from the many insurance networks that are working with you. More and more dental patients are sophisticated and informed about their dental coverage, they are seeking “in-network” providers, leading to a majority of offices to move away from fee-for-service payment structures and enroll in contracted participation with major PPO networks. This participation will increase the number of insurance members that will choose your office, but it also limits the fees that you are allowed to charge these patients. These fee schedule restrictions make it crucial that you are being paid promptly for the procedures that you are performing. Mistakes or inconsistencies while verifying patient insurance or filing the associated dental claims will result in delays in payment and sometimes outright denial of any payment to your office. The person who is responsible for this crucial task is often asked to focus on this in between other patient-related tasks, leading to errors and omissions that lead to hours of work to obtain payment for your claims.

Contact Dental Billing Solutions today to get started!

STEP ONE

INSURANCE VERIFICATION

The key to receiving payment from your contracted insurance plans is knowing exactly what will be covered by the patient’s plan prior to completing any dental work. Your DBS account manager will develop a custom verification form that will allow our team to get all of the relevant information for your new and returning patients prior to their appointments. This will include a complete breakdown of specific dental codes that you perform as well as all frequencies and limitations. We will also obtain a full patient history to ensure that your office is aware of any lack of coverage due to the patient’s plan. All of this information is entered directly into your practice management software and documented in their scanned images. This prior planning gives your office the tools necessary to communicate any treatment costs to your patients prior to you starting the treatment. This means fewer surprises on the EoB that you and your patient will receive at the time of payment.

STEP TWO

CLAIMS CREATION

Increasing your office’s receivables starts with the filing of accurate claims. Sending these claims correctly takes time, expertise, clinical knowledge and sometimes hours of follow up. Our DBS billing agents will use your existing practice management software and clearinghouse to send your claims. There is no need for your office to install any new claims software or change any of your participation agreements.  Our team will receive a list of procedures that have been verified by you or your office manager. At that time we will verify all patient and insurance information to ensure that the claim will not be rejected due to missing demographic information. This accounts for over one third of all filing mistakes. We will also ensure that all of the necessary images, narratives or charting are attached to the claim. Forgetting these important attachments accounts for almost a quarter of all filing mistakes. Creating clean accurate claims is the key to keeping your payments coming in on time and avoiding the appeals process in the event of nonpayment.

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INCREASED INCOME

Consistent focus on your accounts receivable allows our team to always know why your procedures are not being paid.  This allows us to prevent these denials from happening, which means more income for your practice. Collections will increase, earning you and your practice more money, even after paying our fee.

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FASTER PAYMENTS

Sending your claims correctly the first time will mean faster payments to your office.  A “clean claim” will typically be paid in about 3 weeks, meaning your business has more funds to invest in your business.

STEP THREE

POSTING PAYMENTS

After your office receives the payment for your insurance claims, this information needs to be posted to the patient’s ledger and the claim must be closed. Your DBS account manager will ensure that all payments and write-offs have been calculated correctly and posted line by line to each procedure on the claim. This line by line accounting will give your reports a higher level of accuracy and will allow you and your team to communicate any balances due to your patient with confidence. Any unpaid procedures will be investigated and appealed as necessary or returned to your office with advice for collection or adjustments.

MORE ACCURATE PATIENT LEDGERS

Since we will handle all aspects of the insurance billing, we are able to enter specific detail to the patient ledger. All payments and write-offs will be organized and itemized. Specific notes will be left on the patient account and unnecessary insurance adjustments will be avoided. In addition to the increased cash flow, you will enjoy the comfort of knowing that your patient ledgers are organized and all supporting documentation is clearly filed in their account. Our team will file and label all EoB’s in the patient account as well as post accurate notes for every payment made to the patient ledger. Your team only has to focus on collecting your patients’ portions and we handle the rest!

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STEP FOUR

OUTSTANDING CLAIM FOLLOW-UP AND APPEALS

While most offices will complete most of the core functions of the first three steps, your insurance aging report is truly where you begin to see the impact of effective dental billing. Your office should only have about $3,000-$5,000 in outstanding balances for every $80,000 of monthly production. The small errors and omissions on dental claims begin to build up over time and many offices will carry many times this amount. Our team of billing experts will monitor your insurance aging reports weekly and will follow up on any claim that has been outstanding for more than 30 days. We will correct and/or appeal any procedures that are not paid the first time and continue to follow up until payment is received. A weekly report will be sent to your office to keep you informed of your practice’s receivables. You will see the impact in your reports as well as your bank account!

OTHER WAYS OUTSOURCING WITH DBS WILL CHANGE YOUR LIFE

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STAFF TURNOVER WILL NOT AFFECT YOUR BILLING

Turnover in your office staff can wreak havoc on your practice’s income and billing. If the person who is solely responsible for handling the financial aspects of your practice suddenly leaves or becomes ill, who is left handling these crucial tasks? Are your claims being filed? Are the claims filed being sent correctly with the needed supporting information? How long will it take for you to get another person in this position and trained adequately enough to fulfill these duties? With DBS, your billing will continue unhindered through any change or turnover in your office staff.

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BETTER PATIENT RELATIONS

Your team will be allowed to focus on what matters to your patient and selling the treatment that you recommend. Accurate insurance estimates will allow your team to present your treatment plans with confidence and will lead to less confusion from your patients. This will also mean fewer calls from potentially upset patients due to inaccurate insurance estimations or filing mistakes.

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REDUCED STAFFING NEEDS

Your current front desk staff is spending countless hours on this task every day. By outsourcing these crucial tasks, you are able to reduce the number of employees needed in the front of your office as well as allow them to focus on the patient interactions that drive your practice reputation. You will now be able to focus on hiring people who excel in patient relations or treatment presentation without having to address the need for billing expertise in their skill set. This allows a much deeper candidate pool to choose from, and also will more accurately define the role these people play in your business.

FOR DOCTORS

PRODUCTION DOESN'T PAY YOUR BILLS

FOR OFFICE MANAGERS

MORE TIME TO LEAD YOUR TEAM

FOR START-UPS

MAINTAIN POSITIVE CASH FLOW

FIRST MONTH FREE WITH 6 MONTH PURCHASE

ARE YOU READY TO COLLECT 100%
OF WHAT IS OWED TO YOU?

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