Dental A/R Recovery Assessment
Custom scope; optional performance-based proposal
Insurance balances aging past 60 to 120+ days without a clear owner.
Dental RCM
Dental Billing & Revenue Cycle Support for Growing Practices
Dental billing touches dozens of payers, each with its own frequencies, attachment rules, and portals.
The problem
Your front desk is verifying benefits, answering phones, chasing attachments, and posting EOBs in the same hour, and the work that slips is usually the work that pays.
How we help
Eligibility, claims, attachments, posting, aging, and appeals for dental offices.
Best for: General dental practices, Multi-provider and multi-location practices, Orthodontics, Oral surgery, Periodontics, Endodontics, Pediatric dentistry.
Scope
What is included
Patient insurance eligibility
Pre-visit eligibility and benefit checks recorded in the patient record, with exceptions routed to your team before the appointment.
CDT-aware claim preparation and submission
Claims prepared from completed procedures and clinical notes using current CDT procedure codes, under the oversight of qualified reviewers and your clinicians. We do not change clinical documentation or select treatment.
Attachment follow-up
Tracking of radiographs, periodontal charts, photos, and narratives that payers request, with prompts to the provider when clinical input is required.
Payer coordination
Portal and phone status checks, corrected claims, and coordination-of-benefits clarification for primary and secondary plans.
Payment posting
ERA and paper EOB posting to the correct procedure lines, with adjustments recorded according to your fee schedules and write-off policy.
Claim aging management
A working queue organized by aging bucket, payer, and value so the oldest and largest items never sit unnoticed.
Appeals and reconsiderations
Appeal letters and reconsideration requests prepared for practice review, using clinical documentation supplied by your providers.
Patient statement support
Statement preparation and balance review according to the financial policies you set. Patient calls are only made if scoped and scripted.
Daily and weekly reporting
Short status notes on agreed working days and a weekly summary of submissions, payments, denials, and items awaiting your input.
Optional credentialing
Provider enrollment and CAQH maintenance can be added so new associates are ready to bill. See Provider Credentialing.
Not included
- Clinical diagnosis, treatment planning, or altering clinical notes
- Guaranteed reimbursement or collection amounts
- Legal advice on payer contracts
- Work in systems where access has not been securely provisioned
How it works
Step by step
- 01
Discovery call
We learn your payer mix, PMS, staffing, and where you feel the friction.
- 02
Read-only assessment
With approval, we review aging, open claims, and posting backlog to agree a factual starting point.
- 03
Written scope
Responsibilities, working days, reporting cadence, and escalation contacts are documented.
- 04
Agreements and access
Services agreement and BAA as applicable, then named user accounts with only the permissions needed.
- 05
Supervised start
We begin with defined queues and increase scope once quality is confirmed together.
- 06
Operating cadence
Recurring reports and review meetings at the frequency set in your contract.
What you keep control over
- Ownership of your PMS, clearinghouse, and payer portal accounts
- Fee schedules, write-off and adjustment policies
- All clinical documentation and treatment decisions
- Approval of appeals and patient communications
- Granting and revoking user access at any time
Compliance note
Where our work requires access to protected health information, it begins only after a signed services agreement and, as applicable, a business associate agreement (BAA). We use the minimum necessary access in client-owned systems. Our group security practices are ISO/IEC 27001-focused; that framework supports, but does not by itself establish, HIPAA compliance, which remains a shared responsibility defined by your agreements and safeguards.
More detail
Open any topic below.
Background and common problems
Dental billing touches dozens of payers, each with its own frequencies, attachment rules, and portals. We give your office a dedicated, documented process for the administrative work between the chair and the deposit.
Most dental offices do not lose revenue because of one dramatic error. They lose it in small, repeated gaps: a crown claim sent without the pre-op radiograph, a perio narrative that never got written, an EOB posted to the wrong line so the patient balance is wrong for months. Multiply that across PPO plans, Medicaid programs, and secondary coverage, and the administrative load outgrows a front office built to care for patients.
Zincat supports dental practices with a revenue desk that works inside your practice management system under secure permissions you grant. We handle the routine and the follow-through, escalate what needs a clinician or the office manager, and report on what is open in language an owner can read in two minutes.
- Claims rejected or pended for missing radiographs, charting, or narratives
- Insurance aging past 60 and 90 days with no clear owner
- EOBs and ERAs posted late or inconsistently
- Secondary claims that are never filed
- Staff turnover leaving undocumented billing habits
- Owners who cannot see claim status without asking someone
Sample reporting
An example of the kind of summary you would receive. Figures are demo data, not results.
DEMO DATA · NOT A CLIENT REPORT
- Claims submitted this week
- 142
- Awaiting attachments
- 11
- Insurance A/R over 90 days
- 18% of total
- Denials by top reason
- Frequency limit
- Items needing office input
- 6
Is outside support the right choice?
| Option | Works well when | Watch for |
|---|---|---|
| Keep fully in-house | Volume is steady, staff are trained, and reports are reviewed regularly. | Single points of failure when someone leaves or is out. |
| Targeted outside support | One queue (verification, A/R, credentialing) keeps falling behind. | Clear hand-offs so nothing falls between teams. |
| Broader outsourced RCM | Multiple stages are stretched and leadership wants one accountable partner. | Requires assessment, BAA, and well-defined metrics first. |
What to have ready
- Recent A/R aging and denial reports (no patient details in email)
- List of PMS/EHR, clearinghouse, and payer portals used
- Approximate monthly claim or appointment volume
- Who on your team will approve access and escalations
Related packages
Ways to engage
Dental RCM Management
Custom quote
Billing workload exceeds in-house capacity.
Insurance Verification Desk
From $1,500/month
Eligibility surprises and preventable benefit-related denials.
Prices are illustrative starting points pending management approval and are confirmed only in a written proposal.
FAQ
Dental RCM questions
Which dental practice management systems do you support?
We work inside the system you already use, provided secure user access can be arranged and our team is trained on it. Compatibility is confirmed during assessment rather than promised in advance, because versions, hosting, and permission models differ between offices.
Do your team members code procedures?
Claims are prepared from procedures your clinicians have completed and documented, using current CDT codes, with qualified review where contracted. Code selection that depends on clinical judgment stays with your providers. We flag inconsistencies rather than changing clinical records.
Will we lose visibility if you take over billing?
The opposite is the goal. Every claim and account keeps notes in your system, and you receive regular reports showing what was submitted, paid, denied, and waiting. You keep administrator rights and can review any account at any time.
Can you work alongside our existing billing coordinator?
Yes. Many practices start by assigning specific queues, such as posting or insurance follow-up, while their coordinator focuses on patients and treatment presentation. Responsibilities are written into the scope so work is not duplicated or dropped.
How do you handle PHI?
Access to protected health information happens only inside client-owned systems after a services agreement and BAA as applicable are signed. We use named accounts, the minimum necessary permissions, and do not move patient data into personal email or unapproved tools.
Can you promise our collections will improve?
No responsible vendor can. Collections depend on payer behavior, documentation, contracts, and patient mix. We commit to consistent follow-through, documented work, and transparent reporting so you can judge the value with your own numbers.
Next step
Talk through your dental rcm workflow.
Tell us how things run today. We will point out where we see friction and be honest about whether we can help.