10 Common Dental Billing Mistakes—and How to Fix Them Before They Hurt Your Bottom Line

Even the best dental teams make mistakes that cost time and money. The good news? Most billing errors can be prevented with better systems and consistency. Here are ten of the most common dental billing mistakes and what you can do to fix them.

1. Sending Claims Without Proper Attachments

Missing perio charts, X-rays, narratives, or photos often trigger instant denials. These are simple but costly oversights.

✅ Fix: Create an attachment checklist by procedure code. This ensures every claim goes out complete and correct the first time.

2. Submitting Claims Before Insurance Verification Is Complete

Many offices rush claims before verifying coverage. Unfortunately, guessing on benefits almost always leads to write-offs later.

✅ Fix: Always verify each patient’s benefits before treatment. Include details like frequencies, downgrades, and plan limitations so there are no surprises later.

3. Not Documenting Medical Necessity

Incomplete or vague clinical notes can lead to denied claims and lost revenue. Documentation tells the story of why the procedure was needed.

✅ Fix: Use narrative templates that match CDT codes and documentation requirements. This helps clearly support medical necessity and keeps you compliant.

4. Ignoring Claim Rejections in the Clearinghouse

A rejected claim is not a denied claim. However, when no one follows up, money is left uncollected.

✅ Fix: Monitor rejections daily and correct them within 24 hours. Quick action keeps your revenue cycle healthy and prevents backlogs.

5. Not Following Up on Unpaid Claims

When unpaid claims sit untouched for more than 30 days, cash flow slows to a crawl. Over time, that backlog can become overwhelming.

✅ Fix: Establish a weekly A/R follow-up routine. Organize claims by aging category (30, 60, 90+ days) and assign responsibility to keep everything moving.

6. Posting Payments Incorrectly—or Not at All

Posting errors distort your reports and make it hard to see true collections. Even worse, they can hide unpaid balances that should be followed up.

✅ Fix: Reconcile deposits daily. Post all payments accurately with the correct adjustments for clear, reliable reporting.

7. Skipping Secondary Insurance Claims

Secondary claims often pile up because of missing EOBs or confusion about coordination of benefits (COB). Every skipped claim is lost money.

✅ Fix: Submit secondary claims promptly. Always attach the primary EOB and include correct remark codes to prevent rejections.

8. Neglecting Fee Schedule Updates

Outdated fee schedules lead to inaccurate patient estimates and messy ledgers. This creates frustration for patients and staff alike.

✅ Fix: Review and update your fee schedules at least once a year. Regular audits help ensure your fees match your contracted rates.

9. Ignoring Credit Balances

Unmanaged credit balances can create compliance risks and trigger audit issues. They also make your reports inaccurate.

✅ Fix: Review credit balances monthly. Process refunds promptly and follow all state regulations to stay compliant.

10. Lacking Billing Accountability

When billing is “everyone’s job,” it often becomes no one’s job. As a result, money slips through the cracks.

✅ Fix: Assign clear billing roles within your team—or partner with a trusted Revenue Cycle Management company for full transparency and accountability.

Final Thoughts

These dental billing mistakes are common, but they’re also preventable. With structure, training, and the right systems, your team can stop revenue leaks before they start.

If your practice needs support, explore Integrity Dental Billing Services or download our free Clean Claims Checklist to help your team submit claims accurately the first time.

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