Monthly Archives: June 2011

Improve Claim Acceptance and Get Paid FASTER!

We understand that being an office manager has its many challenges–handling the office’s finances, patient appointments, making the doctor happy, submitting claims…. we get you!  It’s easy to make a mistake every now and then–especially when submitting claims.  We here at DentalXChange know it’s not uncommon to accidentally type in the incorrect procedure code, select the wrong surface or name the incorrect quadrant.  Or oops! That patient is actually insured by Aetna but you accidentally put MetLife as the insurer.  It’s estimated that this results in an added $1.5 billion annually in added administrative costs in medical offices, and we are pretty sure it results in the same amount of loss in your dental practices.  So how do you improve claim acceptance?

Paper Claim Process
First, you have to understand the difference between a paper claim and electronic claim.  A paper claim takes longer to process because oftentimes, a real-life person is reviewing the details of the claim.  If they find an error with the claim, it’s mailed back to the office to fix the error, sent back to the insurance company and it goes through the review process once again!  This process takes much longer (an average turnaround time of 45 days!) so it’s not surprising that it adds to the cost of administrative work. (Think: extra hours at work, paper costs, stamps…)

Electronic Claims Process
Electronic claims, on the other hand, are reviewed electronically by a computer.  The claim values are read and matched up to the patient’s file.  It’s a much quicker process and rejections are turned around more quickly.   But if you still want to avoid all those rejections, DentalXChange can help you!

The activity snapshot updates every 2 minutes to provide accurate information to your office

Our state of the art claim validation system takes less than 5 minutes to scan your claims and find invalid information.  DentalXChange thoroughly checks your claim codes and matches them to your teeth numbers.  If there are any issues with the claims, we mark them for errors and let you know almost immediately via your Activity Snapshot.  Simple as that!  We make it easy for your offices to fix the errors right away by going back to ClaimConnect to fix those errors instantly online.

Five Tips to Improve Claim Acceptance:
1) Double-check the patients’ subscriber ID or Social Security Number when taking their insurance information
2) Always grab the Group Number– some insurance companies, like United Health Care, require the group number be submitted with electronic claims
3) Make sure you spell the patient’s name exactly as it is on the card — If it says “Jonathon Patient”, make sure you don’t write “Johnny Patient” or “John Patient” on the claim.  Some insurance companies are particular about this.
4) Match the procedure codes to the tooth numbers.  Anterior codes are different than posterior codes – we see this error very often!
5) Sign up for an X-Ray/electronic attachment validation system like our NEA FastAttach Integration. It will save you the guess work!  Get an alert in as little as 10 minutes if a claim requires an attachment instead of having to wait for the insurance company to request an X-Ray, mail it, and wait for the claim to be processed.

DentalXChange’s claim validation process checks for all of these items on your ADA 2006 dental claims forms, but it’s always a good idea to know what helps your claim’s get accepted more quickly!

Let us know if you have any tips to improve your claim acceptance!

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Save money, save time. Let DentalXChange mail your patient statements for you!

We know that sending electronic claims saves our offices a lot of time and money, so DentalXChange wanted to make things even easier for our clients by introducing BillConnect last fall in combination with our DentalXChange Management Desktop (DMD).  We are always excited to hear stories about how your offices have saved money and gone green.

This March, we spoke with Kathy at Rocky Creek Dental Care in South Carolina, and she told us how tedious her office’s task of printing and mailing claims was.  “We printed out the statements and we’d be spending a whole day going through them,” explains Kathy, “We had any office staff that wasn’t busy stuffing the envelopes.”  With an entire 8 hour workday spent by the two employees and stacks of paper, envelopes, toner and stamps, Rocky Creek needed a way to simplify their process, and Kathy was elated when we told her about BillConnect.

The Staff at Rocky Creek Dental Care

Just as she normally did, she created the files in her Dentrix software and sent them to her Office Manager.  The only thing she had to do differently was instead of waiting for all 200 statements to print to her printer, we captured them into the DMD and then DentalXChange mailed them off for her.  It was as simple as that!

An image of the DMD Statement Capture screen

For just $0.70*, DentalXChange sends your patient a printed statement by first-class mail and even includes a #9 return envelope so patients can remit payment to you, and we also offer the added ease of making payments online for them.  How easy is that?  The doctors were so impressed with the process that they signed up their second location to cut down the tedious task of printing and mailing statements there too.

Sample of a statement your patient will recieve

For an office that sends out 200 statements a month this is an estimated savings of up to $3144 a year and 12 full workdays.  Just imagine what your office could do with all that extra money and free time.  Bonuses?  Extra days off? The possibilities are endless!

How are you sending patient bills?  Try BillConnect now!  You can call 1-800-576-6412 x 467 for more details.

*Prices are current as of June 2011 and are subject to change.  Please call for up-to-date pricing as with the rising postage rates, we may need to adjust pricing. Additional charges from USPS include:
* $0.10 for Failed Delivery Point Validation
* $0.40 for FastForward (National Change of Address)
* $0.09 Additional pages

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Filed under BillConnect, Patient Statements, PayConnect

June is Oral Health Month!

Oral Health Month

Hosted by Colgate and the Hispanic Dental Association, from now until June 30, this annual campaign will encourage the U.S. Hispanic community to join Colgate’s “fight for zero cavities” by educating families about the importance of proper oral care.

The Hispanic population has become the largest minority group in the United States, resulting in an increase in oral health care demands. In fact, minority populations bear a disproportionate burden of oral disease in the United States, according to a recent report by the U.S. Surgeon General. Current data indicates that Hispanics have less access to dental care and are half as likely to visit the dentist regularly – in fact, approximately 51% of Hispanic adults (aged 18-64) in the U.S. did not go to the dentist in 2009.

“Unfortunately, the growing rate of oral health disparities continues to have a major impact on Hispanics in the U.S.,”says Margo Melchor, RDH, MEd, President, Hispanic Dental Association. “The Hispanic Dental Association is dedicated to helping improve oral care among Hispanics and is proud to support Colgate’s Oral Health Month. This month, our HDA professional and student members will be reaching out to underserved Hispanic communities by providing free dental screenings and oral hygiene education to children via Colgate’s Bright Smiles, Bright FuturesTM program.”

Colgate’s flagship program Bright Smiles, Bright FuturesTM will also travel to under-served communities, in key markets throughout June to provide free oral health education, dental screenings, and treatment referrals to children 12 and under, as well as education for parents on how they can maintain their families’ oral health.

Check out the Bright Smiles, Bright Futures Van schedule for locations and dates. If you need to find a dentist who offers great pricing, check out

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The Perfect Summer Accessory

We are half way through 2011! Can you believe it? It seems like, just yesterday, we were cheering in the New Year. But here we are at the beginning of summer.


So, with the weather warming up and people concentrating on their summer wardrobe I thought we could talk about what the most important summer accessory will be: your SMILE =)

A 2009 national survey from the American Dental Association, Crest® and  Oral B® found that the smile outranked eyes, hair and the body as the most attractive physical feature on the opposite sex.  However, “men and women differ when it comes to taking care of their teeth and gums. The nationally representative survey of 1,000 Americans ages 18 and older found 86 percent of women brush their teeth twice or more a day, yet only 66 percent of men do so,” according to the survey. And everybody needs to floss more “Only half of those surveyed (49 percent) say they floss their teeth once a day or more often.”

How can we brighten up our smiles? Dr. Ada Cooper, an ADA consumer adviser and practicing dentist in New York City says, “Brushing twice a day with fluoride toothpaste, flossing daily, eating a balanced diet, and visiting your dentist regularly can help keep your smile healthy.”

So instead of hitting the mall this weekend lets think about our dentists. Don’t have a dentist? Check out A quick check up can brighten up your smile and help brighten up your summer!

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