Our service was mastered by our owner, Danielle, who is also a well known and respected influencer in the Dental Community. She figured out the system that would keep the money coming in without claims even getting a chance to age. She as well knows that mistakes can happen, so with her reporting system developed, she can assure that 99.99% of the time we are flawless. We strive for perfections and it shows in all of our offices since 2018, ending year after year at 99% collection ratio and above. She believes in honesty and transparency, therefore, she as well has a zero tolerance for any “re-creating” of claims to put them in recent categories. Unfortunately, we have come in after other dental billing companies and found their dental billing company was either not accurately tracing/notes were incorrect, leaving the claim still outstanding and/or claims being recreated so they can report to the client that they have cleared the outstanding claims. Danielle requires our entire dental billing team of experts to turn over their aging reports on the 15th of every month, in which she goes through every claim and makes sure it is aged in the proper category so we are always reporting true and accurate numbers along with expectations.

• Efficient Operations – By outsourcing dental billing functions, administrative duties within your office are greatly reduced, from answering patient billing questions to submitting pre-authorizations. 
• Decreased Costs – You’ll save on training, payroll expenses, and fees incurred from claim rejections. 
• Faster Processing – Clean claims result in faster approvals and less back and forth with insurance companies. 
• Better Collection Rates – Dental billing professionals also improve the billing process for out-of-pocket payers by providing dedicated customer support and easy payment options.
• Focused Attention – By hiring dental billing experts, the accounting side of your business gets focused attention—but so do your patients—as you and your staff have more time to spend on patient care and services. 

When hiring a Dental Billing Company, you can choose between two payment methods: a percentage fee or a flat rate. Both options have their advantages and disadvantages. 

The percentage fee is very effective if your practice is just getting started and not bringing in a ton of revenue yet, as it results in lower costs. The disadvantage of the percentage fee is if your dental clinic starts to bring in more money, the total payment amount increases as well, often it is 2x to 3x more than the flat rate Dental Billing Company.  There are often as well hidden charges for adjusted claims, denied claims, medicaid, and medical billing.  Percentage fee dental billing company will often charge upward of 7% to bill medicaid and medical, where as a flat rate, may not charge any fee.  

The flat rate option can be more comforting for the business owner who likes to know his overhead month after month.  Flat rate is often more affordable as your practice grows as well as they have tiered packages to allow room for growth without being charged more until the growth is significant.  A common misconception with billing at a “flat rate” is that your dental billing company won’t work as hard due to not being paid a %. This is a very false statement, in fact they have more to prove to make sure your numbers stay consistent month after month with a collection ratio above 97%.

Upon acceptance of the proposal, your contracts will be written up. Once everything is signed and returned, we will review for any missing information or passwords and deploy a link to you to download to our ASSIGNED computer. Once the link is installed, we will test our login to make sure we have full access on the software and rights to perform all actions and we will begin the following business day. The average time depends on the practice, but we typically see a start day of 1-2 days after paperwork is returned.

Yes, our computer must be accessible for any time of day due to our behind the scenes working hours of 5am-11pm PST. All of our U.S. based billers are on different time zones, therefore a practice may be on Hawaii time, but their biller is 5 hours later on CST. If you have a server that back’s up at night, we ask that you have IT set this to backup during the hours of 1-4am of your time zone.

Yes, you will have an assigned dental billing team of experts. Our team consists of a tracer, a billing manager, a regional manager who over sees your billers work, and our Director of Operations-Ashleigh who will always be hands on with your account, along with our owner, Danielle. We make sure there are always multiple sets of eyes on your account to make sure our quality of work stays at an above and beyond level. The amount of people assigned to your office does vary based on the size of your practice and services enrolled in. As well, if the dental biller does not do well with communicating with your team, as we all have different personalities as human beings, we are happy to assign a different dental billing professional that is better suited for you and your team. Your success is our success!

We use a program called “LogMeIn Central Pro with Antivirus”. With our program and systems, you are not only HIPAA secure, but we have as well have the #1 Antivirus in the nation “BitDefender” working behind the scenes to notify us if there is potentially a threat on your computer, as well as it will not allow our dental billing professionals to login if there is a threat on ours. We can see all of our clients computers health status and our teams at all times and we check them daily.

Yes, we will provide you a BAA as outlined by HIPAA for you to sign to allow us to take over your dental  insurance billing.

Yes, our professional billers are required to be accessible to their assigned office during business hours. Your team can submit over an email to request a call or submit over a request and they will acknowledge with their next step within 2 hours. If it is urgent, we ask you put subject line URGENT, so one of us, including management, will address it immediately.

We will provide you a Daily Recap that includes how many claims we submitted, traced, any we couldn’t appeal, notes regarding anything we need from your team, and as well a full breakdown of money posted and balanced. We as well include your adjustment report so in the event you have a question regarding an adjustment, this can be addressed while that day is fresh in our minds.

Your team will receive a launch guide and directions on how to find the “shared network folder” on the assigned computer from their computers. The “shared network folder” is used for placing a scanned copy of all Explanation of Benefits received in the office, any requests from the insurance, denials, and if enrolled in our “Patient A/R Service”, you will place return patient call requests in there from our “Call Log” form. On days where they have to scan to us, this may take a couple minutes to five minutes of their day, depending on how much the deposit is.

(Please make sure your team is scanning all checks within 24 hours, as our biller has additional business day to post upon receipt. Instructions for how we want the scans are listed on our personalized cover sheet provided to your team)

The other responsibility will be to answer any requests that are on the daily recap and weekly recap as we are needing information from your team in order to process a claim. Information needed can be: updated insurance, school enrollment status for college age students, more details to fight an appealed claim, etc. We do LIMIT as much requests and communication to the office and only request when we need something that is not accessible to us. However, we will continue to keep these requests on your reports until resolved so nothing is ever missed!

Daily Recap, Weekly Recap, Mid-Year Review, EOY Flyer as well as we will send monthly any information and numbers that will help you understand your practice and anything we find that is lacking in the front office to close future collection gaps.

Unfortunately, we do not. That is a very timely task to perform as some of our offices receive up to $100,000 per week to be posted and with the affordable pricing we offer, there is not enough time to offer this service.

But we assure you that our “Shared Network Folder” is not only easily accessible, it is organized by Month and Year for easy access to find a patient. Example: Sue Smith is seen 01/05/2019 and payment was received 01/15/2019. You can easily click on the DAAE Folder, click on 2019, click on January, and find 01/15 and there are the EOB’s from that date that was posted. This process takes less than 1 minute.

Absolutely! We encourage all offices to be EFT to not only receive your payments faster, but to as well decrease the work for your internal team, and lower your risk of embezzlement. As ACFE active members, we are always looking for ways to protect our clients further and have found EFT is the best way to start!