dental billing process

The Ultimate Guide To Dental Billing Process

Dental billing is a complex process that requires a thorough understanding of the insurance industry. In this blog, we will discuss how dental billing works and what you need to know if you want to succeed in your practice.

Dental Billing Process

Dental billing is the process of submitting a claim to an insurance company or dental insurance company. After offering services, the dental billing process involves sending an invoice to an insurance company or a patient. The invoice will describe the services provided as well as the cost of each service. Once the bill is sent, it is the responsibility of the insurance company or the patient to pay it. The dentist must fill out a form, which is submitted to their provider’s patient portal. The patient then enters their personal information into this portal, including name and date of birth (or other identifying information), current address, phone number(s), and account numbers associated with each plan they have enrolled in. When you’re ready to make an appointment with your dentist, they’ll send out a confirming email that it’s safe for them to see you without any problems occurring during this visit (such as getting sick). 

Steps Involved In Dental Billing Process

The dental billing process includes a few critical steps:

Schedule an appointment 

Patients should be able to begin paying for their dental visits as soon as they schedule one. The orthodontist biller is responsible for scheduling an appointment after receiving the client’s insurance information.

Entering information data into the system

Once an appointment has been scheduled, the person’s insurance information is entered into dental software. It makes it easier to keep track of each patient’s medical chart, which can be used for multiple visits.

Confirm Your Claim Information

You must confirm the patient’s name, service date, and procedure. This information is essential because it will help your office bill correctly for each visit. You can use another system to verify your claim if this information is unavailable or cannot be confirmed with a patient’s insurance company.

Verify Your Insurance Coverage

You need to verify that your insurance coverage meets the requirements of your plan.
  • Verify Carrier and Patient Eligibility: Your carrier may have different requirements for dental coverage than what you’re currently entitled to. In addition, some insurance companies do not cover all services offered by dentists and surgeons on their network, so it’s essential to be sure that all necessary procedures are covered before you sign up for any plan.
  • Verify Patient Eligibility: If a patient isn’t eligible for medical benefits under their spouse’s plan or other plans, they may be able to enroll in Medicaid if they meet specific criteria such as being over 65 years old and having no income from working within the last six months (or whichever period is longer).

Submit Your Claim

A claim is an official document that you submit to your insurance company. You can submit a paper or electronic claim, depending on your insurance type and how it works. You can take it with you for your first appointment at the dentist’s office, so they will know why you’re there and their role in resolving any issues. 

Wait for Payment

Once you have submitted your claim, the insurance company will review it and determine whether or not to pay. They may request additional information before they will pay your claims, such as copies of x-rays and lab reports. Your dentist may send updates on how much was billed by another provider in case there are discrepancies between their records and yours. The process can usually take up to two weeks, so be patient! If everything checks out and an agreement is reached between both parties, then after waiting for payment from the insurer (this usually takes about two weeks), proceed with processing payments from each service provider who worked on that procedure at their office/practice location where treatment took place (or if this was an emergency visit).

How Long Does It Take to Receive a Payment?

Once you’ve completed your initial billing process and sent it off to the insurance company, you will not receive payment immediately. It may take up to 30 days before your bill is paid in full. This is because some insurance companies are more efficient than others at processing claims. If you have any questions about your bill being paid or having trouble getting it paid on time, ensure that everything is accurate and up-to-date before sending out another information instalment. When submitting claims with multiple codes within a single document (like dental procedures), ensure they exactly match as specified by each insurance company so that no delays occur when processing payments. If there’s an error anywhere along this chain of events (from patient information entry through billing codes), then all bets are off!

Reasons for Claim Denial

If your claim is denied, some of the most common reasons for denial include the following:
  • You submitted an incorrect claim form.
  • You submitted an incomplete claim form.
  • Your insurance company’s policy does not match what you’ve submitted in your request for payment (for example, if you ask for $100 but only submit $100).

What Are the Benefits of the Dental Billing Process?

A dental billing process is vital to your practice’s overall management system. It helps you keep track of money and provides a written record that can be used for billing, payments, and more. A good dental billing process is crucial because it can help you grow your practice and retain more patients. With the proper dental billing process and comprehensive knowledge of dental billing, your practice will likely grow in revenue and increase your patient satisfaction and retention rate. Here are some of the benefits:
  • It helps in track your revenue.
  • It shows you how much revenue each patient brings in for your practice.
  • It can help dentists in receiving payment for the services they provide.
  • It can help in the reduction of time spent on administrative duties.
  • It can also help enhance cash flow.
  • It enables you to stay on top of your finances.
  • It can help improve billing and collection efficiency and accuracy.
  • It helps you create an accurate picture of how much you’re earning and how much is owed to other parties like insurers and patients’ insurance companies.


Before you begin, you should know that dental billing is challenging. It requires meticulous attention to detail and careful planning. But if you take the time to do this right, the results will be well worth it!

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