Dental billing can be a complex and challenging process, and even the smallest mistake can lead to financial losses and frustrated patients. In this blog post, the consultants at Bryant Consultants will discuss some of the most common dental billing mistakes and how to avoid them.
Inaccurate Patient or Guarantor Information
One of the most important aspects of dental billing is having accurate patient information. This includes the patient’s name, date of birth, address, insurance information, and contact details. Any mistakes in this information can lead to claim denials, delays, and administrative headaches. Make sure that your front desk team double-checks and updates patient records regularly. It’s not necessary to update the paperwork at every visit. However, it’s important to ask if everything is still the same, and we encourage you to ask, “Has anything changed? Are you still on Smith Street and at Nabisco”? Often patients will go along with what you say and reply, “No changes.”
Incomplete Documentation
Another common dental billing mistake is incomplete documentation. Clear and comprehensive clinical notes are essential to support the services billed. Detailed records of procedures performed, treatment plans, and diagnoses help provide a clear picture to insurance companies and streamline the billing process. Make sure that your dentists and hygienists take the time to document all procedures thoroughly.
Incorrect Coding
Coding errors are a major cause of claim rejections. Using the wrong dental codes or failing to update codes according to the latest revisions can lead to claim denials and delays in reimbursement. Make sure that your billing staff is properly trained in dental coding and that they keep up with the latest coding changes. A common error that our dental coaches at Bryant Consultants see is using an anterior code for a posterior tooth and vice versa.
Failing to Verify Insurance Coverage
Assuming that a patient’s insurance coverage remains unchanged can lead to billing errors. Insurance plans and coverage levels can change, affecting reimbursement rates and patient responsibilities. Make sure that you verify insurance coverage at least the day before, and avoid sitting on hold while your clinical team is possibly waiting or you have a patient waiting in front of you. Be sure to communicate any changes to your billing team. If you’re unable to verify the entire breakdown, it’s pretty quick to hop online and verify there is insurance and get a glance at the benefits for the necessary treatment for that day.
Poor Communication with Patients
Billing transparency is crucial to maintain a positive patient experience. Failing to communicate treatment costs, insurance coverage, and patient responsibilities can lead to misunderstandings and disputes. Make sure that you have clear communication practices in place to address billing concerns and expectations. This is why our dental consultants at Bryant Consultants recommend that each patient has a signed treatment plan in his or her file.
Untimely Follow-Up on Unpaid Claims
Unpaid claims can lead to lost revenue if not followed up promptly. Establish a systematic process for tracking unpaid claims, resubmitting when necessary, and addressing claim denials. Regular follow-up ensures that your practice receives the reimbursement it deserves. Our coaches at Bryant Consultants recommend following the Revenue Cycle Management system.
And lastly, a properly trained billing team (or person) is essential for accurate and efficient billing processes. Inadequate training can lead to coding, documentation, and claim submission errors. Make sure that you invest in ongoing training to keep your billing team knowledgeable and proficient. It’s ideal that your billing person checks the claims prior to hitting “send.”
By avoiding these common dental billing mistakes, you can streamline your billing processes, enhance patient satisfaction, and maintain financial stability. Remember, proactive measures in dental billing contribute to your practice’s success and your patients’ overall well-being.
