Dental Insurance Verification Before Every Appointment
With DentalCareWorks, dental insurance verification is one person's job instead of everyone's interruption. Your dedicated assistant checks eligibility, benefits and coverage for each patient before they arrive, records a full breakdown in your practice software, and flags anything that will change the patient's estimate.
- $10 an hour
- Your portals and software
- No long term contract
Verifications for tomorrow
Checking
- Eligibility confirmed for the full scheduleCoverage active on the date of service
- New patient breakdown completedFrequencies and history saved to the chart
- Waiting period found on a crownFront desk told before the visit
- Secondary plan addedBirthday rule applied for a dependent
- Payer call for missing historyOn hold now, reference number to follow
What they handle
What dental insurance verification covers
A card tells you which plan a patient had when it was printed. Your assistant finds out what the plan will pay today, and writes it down where your team will see it.
Eligibility checks
Active coverage confirmed for each insured patient ahead of the visit, through electronic eligibility, payer portals or a call to the plan.
Full benefit breakdowns
Maximums, deductibles, coverage by category, frequencies and history recorded in the same order every time, for new patients and each new benefit year.
Limitations that change the estimate
Waiting periods, missing tooth clauses, replacement rules and alternate benefits found before treatment is presented, not after the claim comes back.
Coordination of benefits
Primary and secondary plans identified, the birthday rule applied for dependents, and both plans recorded so claims go out in the right order.
Checks before larger treatment
Remaining maximum and history confirmed before a crown, bridge or implant is scheduled, with a predetermination prepared when the plan or your policy asks for one.
Plans entered in your software
Coverage percentages and limits entered in your practice management software, so treatment plan estimates use the right numbers.
How it works
Verification done ahead of the schedule, not during check in
Your assistant works from your upcoming schedule, a few business days ahead. They check new patients as soon as they are booked, existing patients before each visit, and everyone again at the start of their plan year.
Each breakdown goes into the patient's record with the date, the source and a reference number, and anything unusual sits at the top of the note. When a portal leaves a field blank, they call the payer instead of guessing.
- Uses your payer portals and your clearinghouse
- Records every breakdown in one consistent format
- Tells the front desk about problems before the patient arrives
What a verification costs
The 2024 CAQH Index puts the provider cost of one dental eligibility and benefit verification at $6.52 when done manually and $2.53 when fully electronic, and estimates about 8 minutes saved for each check moved to electronic.
Put your own schedule into the insurance verification cost calculator, and see the verification checklist for every field to capture.
Source: CAQH Index, 2024 report.
Pricing
One rate for insurance verification
Your verification assistant costs $10 an hour, whether you need a few hours a day or a full schedule. No setup fee, and no long term contract.
Verification sits next to claims and appeals in the back office, and many practices give both to the same assistant.
One flat rate
- No long term contract
- No setup fees
- Cancel anytime
- A dedicated assistant, in your own systems
Dental insurance verification questions
What is dental insurance verification?
It is confirming that a patient's dental plan is active on the date of service and recording what the plan will pay: maximums, deductibles, coverage by category, frequencies, limitations and history.
How far ahead does the assistant verify?
Usually a few business days before each visit for existing patients, and as soon as the appointment is booked for new patients. You can set the timing that suits your office.
Can a virtual assistant use our payer portals?
Yes, with a login your practice provides for them. Your team keeps control of every account and can remove access at any time.
Where does the breakdown go?
Into your practice management software: the plan's numbers in its insurance fields and the full breakdown in the patient's record, so estimates and your team both use the same information.
Do you prepare predeterminations too?
Yes. When a plan or your office policy calls for one, your assistant prepares and sends the predetermination and follows it until the payer responds.
How much does dental insurance verification cost?
A insurance verification assistant from DentalCareWorks is $10 an hour, with no setup fee and no long term contract; you pay for hours, not per verification.
Talk with us about your front desk and back office
A short discovery call to map the work your team wants off its plate, and how a dental virtual assistant would handle it.