What to Ask Before Hiring a Dental Billing Company
Choosing the right dental billing company directly impacts your revenue, cash flow, and patient satisfaction. Outsourcing dental claims and insurance processing can save time, but only if you partner with a reliable and transparent provider. The wrong choice can lead to delayed reimbursements, denied claims, and financial stress for your practice.
This guide explains the most important questions to ask before hiring a dental billing company. Each question uncovers critical details about expertise, processes, technology, compliance, and support.
Why Should a Dental Practice Consider Outsourcing Billing?
A dental billing services company manages insurance claims, payment posting, denial follow-ups, and patient billing. Outsourcing reduces administrative burden, improves claim acceptance rates, and increases dental revenue.
- Practices report up to 30% faster collections when working with a dental claims processing company.
- Top providers achieve 95–99% claim acceptance rates, reducing costly re-submissions.
- Outsourcing cuts staff workload, allowing dentists to focus on patient care.
What Questions Should You Ask a Dental Billing Company?
1. How Experienced Is the Dental Billing Company?
Ask about years of operation, number of practices served, and staff qualifications. Experience ensures familiarity with insurance rules, CDT codes, and claim submission standards.
- A top dental insurance billing company often highlights certified coders and specialists.
- Request client references to confirm proven success.
2. What Services Are Included in Your Package?
A dental billing services company should clearly define its scope. Standard services often include:
- Insurance eligibility verification
- Claim submission and follow-up
- Payment posting and reconciliation
- Denial management
- Patient billing and statement generation
Compare inclusions across providers to identify gaps.
3. How Do You Handle Denied or Rejected Claims?
Claim denials directly reduce dental revenue. A dental claims processing company must show a proactive strategy:
- Identify error causes
- Correct and re-submit quickly
- Track recurring issues to prevent future denials
Ask for their average denial recovery rate.
4. Do You Specialize in Dental Insurance Billing?
Some companies handle both medical and dental billing, but dental-specific expertise is critical. A dental insurance billing company understands CDT coding, dental claim forms, and unique payer policies.
- Practices using non-specialized billers often face slower reimbursement.
- The best dental billing company usually emphasizes dental-only focus.
5. What Technology and Software Do You Use?
Integration with practice management systems is vital. Ask whether the dental billing company:
- Works with your existing software (Dentrix, Eaglesoft, Open Dental, Curve, etc.)
- Provides secure cloud-based platforms
- Uses automation to reduce manual errors
Software compatibility avoids double data entry and workflow disruption.
6. How Do You Ensure HIPAA Compliance and Data Security?
Patient data is sensitive. A dental billing services company must comply with HIPAA rules. Questions to ask:
- Do you use encrypted communication channels?
- How do you manage staff training on compliance?
- What security audits are performed annually?
Strong data protection ensures legal safety and patient trust.
7. What Are Your Fees and Payment Models?
Pricing varies across providers. Some charge a flat monthly fee, while others take a percentage of collections. Ask for:
- Transparent cost structure
- No hidden fees for follow-up or secondary claims
- Clear ROI expectations
A top dental insurance billing company typically links pricing to performance outcomes.
8. How Quickly Do You Follow Up on Unpaid Claims?
Follow-up timing affects cash flow. Ask:
- Do you start follow-up within 7, 14, or 30 days?
- How often are claims rechecked until payment?
- What is your average collection cycle?
The best dental billing company actively reduces average days in A/R (accounts receivable).
9. Can You Provide Performance Metrics and Reporting?
Transparency is crucial. A reliable dental claims processing company shares regular reports on:
- Claim acceptance rates
- Collection percentages
- Aging reports by payer
Look for dashboards or monthly summaries that give actionable insights.
10. How Do You Train and Support Your Billing Team?
Staff expertise drives results. Ask whether the dental billing company:
- Trains coders in the latest CDT updates
- Conducts ongoing compliance education
- Provides dedicated account managers for support
The best dental billing company invests in continuous learning to prevent errors.
11. Do You Handle Patient Billing and Inquiries?
Some practices prefer external support for patient statements and calls. A dental billing services company offering patient interaction should:
- Provide clear, friendly communication
- Reduce staff workload on billing calls
- Collect balances faster
Confirm whether this service is included or billed separately.
12. How Do You Measure Success for Clients?
A dental insurance billing company should define KPIs beyond simple claim submission. Ask about:
- Revenue increase percentages
- Reduced denial rates
- Patient satisfaction improvements
Proven success metrics demonstrate reliability.
Comparison Table: What to Check Before Hiring a Dental Billing Company
Question | Why It Matters | What a Reliable Company Provides |
Experience | Ensures proven results | 5+ years in dental billing, dental-only focus |
Services | Clarifies scope | Insurance, denials, payment posting, patient billing |
Denials | Impacts revenue | 95–99% recovery rates |
Software | Prevents disruptions | Compatibility with Dentrix, Eaglesoft, Open Dental |
HIPAA | Protects patient data | Encrypted systems, audits, compliance training |
Fees | Impacts ROI | Transparent flat-rate or % of collections |
Follow-up | Affects cash flow | Regular follow-up within 7–14 days |
Reporting | Ensures transparency | Monthly performance dashboards |
How to Identify the Best Dental Billing Company for Your Practice
The best dental billing company aligns with your goals, technology, and compliance needs. Consider these signs of a strong provider:
- Proven track record with dental-only practices
- Flexible billing models suited to practice size
- Transparent reporting and measurable KPIs
- Positive reviews from existing dental clients
- Proactive denial management strategies
How Does Outsourcing Impact Dental Revenue?
Outsourcing to a dental billing company often improves financial performance:
- Claim acceptance increases → Faster cash flow
- Staff workload decreases → More time for patient care
- Denials reduce → Less lost revenue
For example, practices outsourcing billing report 10–20% higher monthly collections compared to in-house teams.
Next Step: Choosing the Right Dental Billing Partner
When evaluating a dental billing services company, base your decision on clear answers to the questions listed above. The right partner will safeguard revenue, reduce administrative stress, and create smoother patient billing experiences.
