Outsourcing Dental Billing Services Comes With Benefit! How?

Touseef Riaz

June 2, 2022

successful medical billing for dentists

Dental Billing involves sending everything from the complete treatment procedure as a claim to the insurance carrier for reimbursements. The physician, specialist, or healthcare provider gets reimbursed based on the patient’s insurance coverage/plan and eligibility. Dental billing and coding both involve billing insurance claims to receive reimbursements for the services performed. However, along with some similarities, there is a significant difference between medical billing and dental billing services.

dental medical billing and coding

Dental Billing Vs. Medical Billing:

For dental billing and medical billing, information like patient’s insurance info, demographics, and other details are similar for both. However, there are various differences between the two, for instance:

The difference in coding:

Medical billing and coding involve the use of primary and most commonly used code sets; the ICD-10, CPT, and HCPCS coding systems. On the contrary, dental billing companies use a diverse code set, also known as CDT (Code on Dental Procedures and Nomenclature). CDT codes are maintained and published by the American Dental Association (ADA).

The difference in claim form:

Dental insurance claim billing also uses claim forms like medical claims. A dental claim form is significantly different from a medical claim form. These forms comprise information like:

  • Patient demographics and information
  • Date of service
  • Dental procedure codes
  • Dental Insurance information of the patient

Along with extra information including:

  • Tooth surface 
  • Tooth system
  • Missing teeth information
  • Area of the oral cavity
  • Description of the procedure performed
  • Tooth number or letter

Dental Insurance Vs. Medical Insurance:

There are basically three kinds of insurance coverage:

  1. Medical
  2. Dental
  3. Vision

First and foremost, the absence of the correct coverage means the procedures performed will not be paid/covered. Meaning the patient will have to cover or pay for the entire procedure on their own. A dental or medical insurance claim is the bill made by the dental/healthcare provider for getting reimbursed for the service they performed. These insurance claims are approved by the insurance payers/providers. On the approval of the claim by the payer, funds or reimbursements for the service provided are issued to the healthcare practice or physician.

Now that is just the simple way of how to define an insurance claim; however, the real thing is actually quite complex. Insurance claims can get rejected or denied in case of an error in the claim. Moreover, the entire process of preparing the claim comprises challenges, complexities, and time that eventually affects the revenues. This is exactly what the dental billing company is for, to make sure your billing process goes smoothly.

In several ways, dental insurance claims and medical insurance claims are quite similar. However, there are some differences between the two;

1. Medical health insurance:

Medical health insurance doesn’t cover dental claims.

2. Yearly benefits:

Generally, medical insurance maximum yearly benefits are much higher than dental insurance benefits.

3. Insurance claim approvals:

With little regulation or oversight of what services the insurance provider must cover, insurance claims can sometimes be approved.

However, with differences, there also exist some similarities between dental and medical insurance claims, for instance:

  • Deductibles must be met by the patient
  • Patients must have a co-insurance payment or co-pay

The frequency of the updates between dental coding and medical coding systems is significantly similar as well. Meaning both code sets are updated annually now.

What are CDT codes?

Code on Dental Procedures and Nomenclature, The CDT Codes. It is a reference manual published by the American Dental Association (ADA). The ADA is also the copyright owner of CDT codes. CDT Code set is maintained by the ADA Council on Dental Benefit Programs’ Code Maintenance Committee. Similar to medical billing code sets (ICD 10, CPT & HCPCS), dental billing codes are also revised annually. CDT codes are categorised based on the type of service:

  • Diagnostic
  • Preventive
  • Restorative
  • Endodontics
  • Periodontics
  • Removable prosthodontics
  • Maxillofacial prosthetics
  • Implant services
  • Fixed prosthodontics
  • Oral and maxillofacial surgery
  • Orthodontics
  • Adjunctive general services

This code set begins with a “D” – the procedure code and is followed by four digits, also referred to as the nomenclature. For instance: D2930 for Prefabricated stainless steel crown – primary tooth. CDT codes are used by the dentists for insurance claims and help them achieve:

  • Uniformity
  • Consistency
  • Specificity
  • Treatment accuracy in the electronic health records

However, there are some dental procedures that are covered under medical insurance. For instance:

  • Oral or dental procedures that are a result of any traumatic injury to the mouth
  • Oral inflammation or infection’s emergency treatment
  • Radiographs for certain diagnostic purposes or screening purposes 
  • Excisions and biopsies
  • Any interim and final prostheses associated with surgery related to any medical condition or traumatic injury.

CDT Codes for Dental Billing Specialist 2022:

Diagnostic. Evaluations and Exams

CDT Code(s)

  • D0120
    Periodic oral evaluation – established patient
  • D0140
    Limited oral evaluation – problem-focused
  • D0150
    Comprehensive oral evaluation – new or established patient
  • D0210
    Intraoral – complete series of radiographic images
  • D0220
    Intraoral – periapical first radiographic image
  • D0230
    Intraoral – periapical each additional film

Preventive. Dental Prophylaxis for Adults and Children

CDT Code(s)

  • D1110
    Prophylaxis – adult D1120 Prophylaxis – child

Preventive. Topical Flouride Treatment

CDT Code(s)

  • D1206
    Topical application of fluoride varnish
  • D1208
    Topical application of fluoride, excluding varnish

Other Preventive Services. Oral Hygiene Instructions

CDT Code(s)

  • D1330
    Oral hygiene instructions

Other Preventive Services. Sealants

CDT Code(s)

  • D1351
    Sealant – per tooth
  • D1354
    Interim caries arresting medicament application
  • D2990
    Resin infiltration of incipient smooth surface lesions

Restorative. Resin Restorations

CDT Code(s)

  • D1352
    Preventive resin restoration

Restorative. Anterior Resin-Based Composite Restorations

CDT Code(s)

  • D2330
    Resin-based composite – one surface; anterior
  • D2331
    Resin-based composite – two surfaces; anterior
  • D2332
    Resin-based composite – three surfaces; anterior

Restorative. Stainless Steel Crowns

CDT Code(s)

  • D2930
    Prefabricated stainless steel crown – primary tooth

Endodontics. Retreatment of Previous Root Canal Therapy

CDT Code(s)

  • D3346
    Retreatment of previous root canal therapy – anterior
  • D3347
    Retreatment of previous root canal therapy – bicuspid
  • D3348
    Retreatment of previous root canal therapy – molar

Periodontics. Full Mouth Debridement

CDT Code(s)

  • D4355
    Full mouth debridement to enable comprehensive evaluation and diagnosis

Prosthodontics. Complete Dentures

CDT Code(s)

  • D5110
    Complete denture – maxillary
  • D5120
    Complete denture – mandibular

CDT Code changes:

Being up-to-date with the changes in CDT coding is crucial for proper dental Billing. According to the American Dental Association (ADA), CDT coding for 2022 comprises the following changes:

  1. 16 new codes
  2. 14 revisions
  3. Six deletions

This update comprises the new codes for the following:

  1. Pre-visit patient screenings
  2. Fabricating, adjusting, and repairing sleep apnea appliances
  3. Intra-coronal and extra-coronal splints
  4. Immediate partial dentures
  5. Rebasing hybrid prostheses
  6. Removal of temporary anchorage devices
  7. Medicament application for the prevention of caries

Outsource Dental Billing Process:

When it comes to dental services, the entire process can be divided into two phases.

Phase 1:

  • Starts from when a dental appointment for a patient is created
  • Data entry
  • Insurance verification
  • Ends with the completion of the appointment

Phase 2:

  • Preparing the dental insurance claim starts after the completion of the appointment.
  • By using the information, a dental claim is created, submitted, and then processed by the insurance provider.
  • Followed by this, the claim is either approved, denied, or rejected.
  • On approval, the insurance provider pays the claim, or the payment is posted via dental billing software.
  • In case of a claim denial, the insurance claim must be refiled. However, if the claims are not reimbursed in a specific time period, the claims are forwarded to the patient.

In simple words, the outsource dental billing process comprises:

Step 1: Collecting insurance information of the patient

Step 2: Preparing, submitting the claim, and notifying the patient

Step 3: If necessary, refile the insurance claim

Step 4: Claim approval, denied or rejected.

Best practices for Outsource Dental Billing:

Revenue cycle and financial management play a vital role in keeping the healthcare practice afloat and profitable. Dental Billing comes with several challenges, requiring accuracy and proper insurance claim. Following are some of the best practices for proper dental Billing and financial accountability.

Pre-authorization:

Getting a pre-authorization for the procedures or services being performed can save you and the patient from any challenges leading to claim denials. It also ensures whether the procedure(s) is covered or not.

Collecting co-pays of the date of service:

Remind the patients regarding their co-pay or initial payment portion beforehand. This helps the patient know their estimated payment as well as builds trust between your healthcare practice and the patient.

Accurate and organized:

Keeping the documentation organized during the insurance claim process is necessary. It helps save your time and money as well as reduces the claim denials or rejections.

Insurance payer’s requirements & rules:

There are several insurance providers out there, and every single one with its own set of requirements and rules. They require a specific type of documentation or clinical notes. In case their rules and requirements aren’t met, insurance claims can be denied or rejected. This is the reason why the insurance claim must meet those requirements.

Cross codes:

In order to prepare and submit an accurate claim, knowing where to use the cross codes is necessary. For some dental procedures, various insurance payers have started incorporating relevant medical codes as a requirement. This is why it is crucial for a healthcare practice to know when, how and what cross codes to use.

Updates and changes in the coding:

Dental Billing comprises complex codes for billing the insurance claim. Using incorrect or outdated code can lead to the claims being denied or rejected. If your practice is having trouble keeping up with the coding changes and requirements, outsource your billing process to a dental billing company in USA.

Outsourcing dental billing services:

Dental Billing is the process of getting reimbursed for the procedures rendered by the dental practice. Handling, preparing, and submitting an insurance claim is crucial for any dental practice. Now the critical step is to decide whether to keep the billing process in-house or outsource it to the dental billing experts/company. Outsourcing dental billing services can result in several benefits for the practice. Some of the benefits of outsourcing include:

Benefits of outsourcing dental Billing:

  • Dental practices can cut administrative costs like labor, benefits, training, software (purchase & maintenance), and computer equipment. For instance, with UControl Billing, you get affordable pricing, plus we only get paid when you get paid. 
  • Streamlines the billing process
  • The dental practice can focus more on patient care. 
  • The outsourced team of dental billing experts is up-to-date with all codes, updates, guidelines, and insurance payers’ requirements changes. 

Why UControl Billing?

UControl Billing is a result-oriented and well-reputed medical billing outsourced services company. With UControl Billing, you get:

  • Competitive Pricing
  • Reduced overall expenses
  • Maximized reimbursements
  • Uninterrupted service & stability
  • Faster turnarounds
  • Streamlined workflow
  • Increased cash flows

Our Medical Billing Services include:

  • Fee schedule review and analysis
  • Eligibility verification.
  • Referral, Authorization alert, Claim tracking, reduced rejections, and denials
  • Patient statement processing, Mailing, Customized Monthly financial reports
  • Rules-based claim review, scrubbing, Insurance follow-up.
  • Helping the collection agency to recover patient balances & Always remain HIPAA Compliant

Frequently Asked Questions (FAQs)

1. What is dental billing in medical billing?

Dental Billing involves sending everything from the complete treatment procedure as a claim to the insurance carrier for reimbursements. Medical billing and dental billing both involve billing insurance claims to receive reimbursements for the services performed. However, along with some similarities, there is a significant difference between medical billing and dental billing.

2. What are common aquatic therapy CPT code errors?

Submitting a clean claim is crucial for getting reimbursed for the services or procedures performed. However, errors in medical claims can lead to claims being denied or rejected, meaning late payments or lost revenues. Common errors include:

  • Use of incorrect code
  • Use of incorrect modifiers
  • Inaccurate or incomplete documentation
  • Late submissions

3. How do you prevent aquatic therapy CPT code errors?

When you outsource dental billing services to a well-reputed outsourced medical billing services company can lead to:

  • Lesser errors
  • Higher reimbursement rate 
  • Lesser expenses
  • A team of highly professional medical billing 
  • More focus on patient care

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