The end of the year is the perfect time to get proactive about dental insurance changes for 2026. Many employers renew or change their dental insurance carriers at the start of the year, and waiting until January to find out can create unnecessary stress for your team and your patients.
By taking a few simple steps before 2025 wraps up, you can save yourself time, energy, and headaches — and start 2026 with smoother scheduling, cleaner claims, and fewer surprises.
Step-by-Step: How to Prepare for 2026 Insurance Changes
1️⃣ Identify your top employers or groups.
Run a report in your practice management software to see which employer groups represent the most patients in your practice. These are your priority accounts.
2️⃣ Reach out to a few patients from each group.
Ask whether their employer’s dental insurance carrier will stay the same or change for 2026. You can call, text, or simply ask during their next visit.
3️⃣ Document no changes.
If their insurance carrier will stay the same, make a note in the plan section of your software confirming that the carrier/group remains unchanged for 2026.
4️⃣ Document changes.
If their employer is changing carriers, make a note in the employer/group section listing the new carrier name.
5️⃣ Review before the new year.
When 2026 arrives, you’ll be able to quickly see which patients’ insurance has changed—and update their records before their appointment, rather than scrambling the day they come in.
📝 Free Resource: “Change of Insurance” Form
To make this process even easier, we’ve created a free downloadable “Change of Insurance” Form — designed to help your team quickly gather updated insurance details from patients.
You can use this form during end-of-year conversations, at check-in, or when confirming upcoming appointments. It’s a simple tool that keeps your records accurate and your team organized.
👉 Download it now in the Free Downloads section of our website!
Why This Matters
This simple proactive process can make a huge difference in:
- Reducing claim rejections and payment delays
- Improving patient communication and trust
- Keeping your schedule running smoothly
- Saving your team valuable time during the busy start of the year
However, this process only works if your employer and group data are properly set up in your practice management software.
If your software setup needs a little TLC, don’t worry—Zen Dental Support can help. We specialize in cleaning up and optimizing your practice management system so your team can work with accuracy, efficiency, and confidence.
👉 Reach out to Zen Dental Support today and make sure your office is ready to start 2026 off right!
