At Zen Dental Support, we help dental teams simplify systems, strengthen collections, and secure steady cash flow. Whether you’re managing insurance A/R on your own or building an internal process for your team, these tips will help you keep your receivables organized and your revenue flowing smoothly.
Managing insurance accounts receivable (A/R) can feel like a full-time job. If you’re handling it on your own, you already know how quickly unpaid claims and overdue balances can pile up. The good news? With a few smart systems in place, you can keep your A/R under control and your cash flow strong.
Here are five of my top tips to help you manage your insurance A/R more efficiently and confidently:
1️⃣ Verify Active Coverage and Benefits Before the Appointment
Never skip verification! Confirming active coverage and benefits before the patient arrives helps you understand the basics of their policy — deductible, maximums, frequencies, and waiting periods.
Even better, enter that information directly into your practice management software so the system can automate calculations and alerts for you. A few minutes of preparation upfront can prevent hours of claim corrections later.
2️⃣ Collect Estimated Copays or Deposits When Scheduling
Don’t wait until checkout to talk money. Collecting an estimated copay or deposit at the time of scheduling sets the financial expectation early and reduces no-shows.
When patients commit financially, they also value the appointment more — and your team spends less time chasing balances afterward.
3️⃣ Submit Insurance Claims Within 24 Hours of Treatment
Procrastination is the enemy of clean claims! Aim to create, batch, and submit all insurance claims within 24 hours of treatment.
Be sure to include all required attachments — narratives, x-rays, perio charts, intraoral photos, etc. Missing documentation is one of the biggest reasons claims get delayed.
(Not sure what to attach? Check out our free download section for a quick guide!)
4️⃣ Make Coding Education Part of Team Training
Accurate coding starts with a knowledgeable team. Don’t leave CDT coding to just your front office! Hygienists, assistants, and anyone entering clinical notes should understand coding basics.
When everyone speaks the same “coding language,” your claims go out cleaner — and come back paid faster.
5️⃣ Prioritize Patient Billing
Once insurance pays, follow up with patients promptly. Send statements at least every 30 days — ideally every 10–15 days.
Keeping balances in front of patients ensures they remember the responsibility they have to your practice. Consistent, timely billing prevents small balances from becoming long-term collection issues.
✅ Final Thoughts
Managing insurance A/R is all about consistency, communication, and education. With the right processes in place, you can maintain healthy cash flow, reduce stress, and focus more on patient care.
Need a little extra help organizing your A/R systems? That’s what we do best — from claim management to coding support, we’ve got your back.
