Independent practice
Start with insurance follow-up and payment posting when the office manager needs a dependable billing work queue rather than another software subscription.
Dental billing services in your existing practice software
Keep your front desk focused on patients while an assigned team works the insurance billing queue.
Actigy BPO provides dental billing services for US practices, dental groups and billing companies that want a dedicated team in their existing practice management system. The scope can include claim preparation, attachments, payment posting, denial follow-up and aged receivables. Your practice retains treatment, coding, adjustment and patient-financial-policy decisions.
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A billing team for the work behind the front desk
A dental office may have enough reception capacity and still struggle with unsigned narratives, missing attachments, unposted remittances or insurance balances that receive no next action. Actigy BPO is a fit when you want people accountable for those daily queues while keeping your software and practice policies.
Growing dental group
Use agreed procedures across locations while reporting missing records, payer responses and unresolved balances by office and treating provider.
Billing agency capacity
Add assigned production staff under your procedures, with client-contact permissions and account ownership agreed through the billing-company delivery model.
From completed treatment to a reconciled payment
We map the insurance billing process before assigning work. Each item has a source record, an allowed action and a clear owner when the practice must supply or approve something.
| Queue | Team output | Practice approval or input |
|---|---|---|
| Claim preparation | Check patient and payer details against approved treatment entries; record missing tooth, surface or procedure information. | The dentist or authorized coding owner confirms the treatment record and code selection. |
| Attachments and narratives | Assemble the supplied documentation, track submission references and chase missing items. | Provide and approve clinical narratives, images and other source evidence. |
| Primary and secondary claims | Record payer sequence, primary remittance and the next approved submission step. | Resolve unclear coordination of benefits and patient responsibility. |
| Insurance posting | Post approved electronic remittance advice (ERA) and explanation of benefits (EOB) details, identify unapplied amounts and reconcile the payment to the ledger. | Authorize adjustments, refunds and write-offs outside the agreed posting rules. |
| Denials and aging | Document the reason, follow-up evidence, deadline and next action for each assigned balance. | Approve clinical appeals and disputed financial decisions. |
For a front-end-only requirement, use dental insurance verification. That service focuses on coverage checks before the appointment. This page covers the broader claims-to-payment operation. The ADA Dental Claim Form and instructions provide the reference structure for dental claim fields; your approved payer procedures determine the applicable submission requirements.
Keep the PMS and make exceptions visible
The process audit checks access to your practice management system (PMS), clearinghouse, payer portals and remittance records. Tell us the product, version and access restrictions before selecting the team. We test the actual workflow in a paid pilot; a software name alone does not establish compatibility or a vendor partnership.
A missing attachment stays in an exception queue with its owner and due date. A secondary claim waiting on the primary payer remains distinct from a rejected submission. This keeps the practice from seeing a reassuring count of “claims worked” while the same balances remain unresolved.
Named accounts, limited permissions and an agreed record-retention process are established before production access. Your team approves patient communication templates and contact hours. The security overview and data-processing information support the access review; the engagement documents the required agreements and permitted delivery locations.
Pilot one office or one insurance aging queue
- Agree the starting inventorySeparate new claims, unposted payments, denials and old insurance balances. Record the opening count and value.
- Assign the review routeIdentify who supplies images and narratives, confirms payer rules and approves disputed adjustments.
- Review accepted workSample posted payments and claim notes, reconcile outcomes and decide which queues to expand.
The pilot scorecard should include attachment completeness, posting accuracy, time to next action and insurance A/R aging. Report collections against the assigned opening inventory separately from new claims. The A/R aging guide and worklist help define a consistent starting point; use the RCM KPI dictionary to agree denominators and exclusions.
Our published telehealth billing case illustrates the operational audit and reporting method. It is a company-reported telehealth engagement, not evidence of dental results. Ask to review relevant staff experience and a sample of your own workflow during qualification.
Pricing and coverage for your dental billing workload
Actigy BPO quotes staffing per full-time equivalent (FTE), by role and agreed scope. Send the number of locations, monthly claims, insurance aging, PMS and required hours. The proposal should specify biller allocation, team-lead review, quality checks, absence coverage and transition work so you can compare the fully loaded cost.
We provide 24/7 administrative services and can staff teams up to 100 people in total. A dental engagement receives an agreed staffing and shift plan; the total capacity is not a promise of 100 people on every shift. Payer calls and practice escalations follow the relevant business hours. Delivery teams are in Poland, Romania, Bulgaria and Ukraine, with approved access locations set in the contract.
If posting is your only bottleneck, review payment posting services. If old claims need a separate project, compare A/R follow-up with the ongoing dental billing scope before requesting a quote.
Dental billing services: questions and answers
Can Actigy BPO work in our current dental practice management system?
Yes, the service is designed around your existing PMS and billing workflow. The process audit confirms the product, permissions, clearinghouse access and reporting before staffing is agreed. The pilot tests claim preparation, remittance posting and exception handoffs in that environment. You retain ownership of the accounts and records; compatibility with a particular setup is confirmed during scoping.
Is dental billing the same as insurance verification?
No. Insurance verification establishes coverage information before an appointment. Dental billing continues through claim preparation, supplied attachments, payment posting, denial follow-up and receivables. You can retain verification internally or scope it as a separate workstream. The proposal identifies the handoff so a missing benefits check is not silently treated as completed billing work.
Can we outsource only insurance claims and keep patient collections in-house?
Yes. The scope can exclude patient collections and leave your front desk responsible for patient balances. We agree which insurance queues the team owns, which payer or patient contacts are allowed and how unresolved balances return to your office. Adjustment approvals and patient financial policies remain with the practice.
How do you handle dental claim attachments and clinical narratives?
The team checks whether required source documents are present, assembles the approved packet and records submission evidence. The practice supplies and approves clinical narratives, images and treatment details. Missing evidence is assigned back to its owner. Operators do not create clinical findings or change a treatment record to obtain payment.
Do you offer 24/7 dental billing support?
Actigy BPO provides 24/7 administrative services with an agreed shift plan. Document checks, posting and queue preparation can continue outside office hours where access permits. Payer calls and questions requiring practice approval are scheduled for the relevant business hours. The proposal distinguishes processing coverage from payer availability and includes handover responsibilities.
How much do dental billing services cost?
Actigy BPO provides a written per-FTE quote after reviewing your locations, claim volume, PMS, aging and service scope. The fee depends on the roles, supervision, quality review and coverage required. Ask for new-claim work, old A/R, verification and patient communication to be listed separately so the quote matches the work you actually want to outsource.
Define the queue you want the team to own
Share your PMS, number of offices, monthly insurance claims and the queue you want to improve. Please describe the workflow without patient records. We will review the workflow before proposing a written scope and paid pilot.
Scope your dental billing pilot
What happens next
Share your PMS, number of offices, monthly insurance claims and the queue you want to improve. Please describe the workflow without patient records.
Thank you. Your request was received. The team will review the workflow before discussing next steps.