Good dental insurance verification starts with the first contact a patient has with the office. When a patient calls to schedule, there are two important questions to start with: what is bringing you to the dentist, and do you have dental insurance you want to file?
When a patient tells you the reason for their visit, record it on their new patient information sheet. To quote our Front Office Roles E-book:
“If you know a patient is looking for major work, let your insurance verification specialist know so they can make sure to confirm specific coverages. If a mom is bringing in her three children interested in orthodontics, having the ortho maximum and age limitations double checked on the breakdown is key. If a patient wants an implant, highlighting their missing tooth clause will help your coordinator not to misrepresent their insurance benefits.”
Having a new patient information sheet and an insurance verification form are both essential in the dental office for consistency and communication.
On your new patient info sheet, record the patient’s answer to their “why” for coming in, and any insurance information you can get in the first contact. Make sure to get at minimum:
- The insurance company name
- Phone number
- Subscriber Name and Date of Birth
- Patient Name and Date of Birth
- Member ID
Dental Insurance Verification
This is the most important system at the front desk. Verification should be completed 2-3 days before a patient comes in and a full breakdown should be completed for every new patient. Patients coming in for the first time that year should have their eligibility checked. Finally, the patient maximum and deductible remaining should be checked for every scheduled visit to the practice.
In our Flawless Front Office: Front Office Roles E-Book, we go into detail on the terminology of verification and insurance. Your full breakdown form should have just the knowledge that is actually necessary for every patient on it.
Over the years, I have discovered that, as people, we are much more likely to miss something vital if we feel like there are unnecessary questions on the form. Skipping over the ones you don’t think you need will just result in you skipping one that you actually do. Keep your verification form to the point and free of clutter.
At FFO, we have done the legwork for you.
In the process of creating our digital dental training manual, Flawless Front Office designed a new patient information sheet and an insurance verification form that go hand in hand to ensure a smooth office process. Check them out here: New Patient Sheets.
Our dental insurance verification form covers everything from confirming the payor ID to the frequency of commonly used procedures. We have separate lines for general maximum and orthodontic maximum, a detailed section for coverage percentages, and a section to add in specific codes your office uses that need to be checked individually.
New to dental and need a review of dental insurance terminology alongside your forms? Check out our full e-book, or our Front Office Roles Bundle for more information!