Switching Dental Billing Companies
Switching billing companies is not a six-month project. It works the same as onboarding a practice that has never outsourced: five to ten days if you send us what we ask for. You can switch mid-month, and claims in progress come with you.
How do I switch dental billing companies?
It works the same as onboarding a practice that has never outsourced. We get access to your software, you fill out a questionnaire about how you want the work done, we run an onboarding call, and we set a rollout date. The whole process takes five to ten days.
Can I switch mid-month?
Yes. There is no clean-break requirement and no reason to wait for a billing cycle. You can switch any time of the month. Claims in progress come with you, so waiting for a "clean" date usually just means more claims sitting in limbo.
What happens to claims in progress when I switch?
They come with you. Recent claims transfer as part of the standard package, and everything older gets picked up through A/R analysis and recovery. Nothing sits in limbo between the two companies, which is where practices usually lose money during a switch.
What should I get back from my old billing company?
Cut their access to everything. Shut down any logins they created in your practice management software, sever their connection to your computers, and get a written list of every insurance portal they set up on your behalf so you can close those too. Practices routinely forget the portals and leave a former vendor with live access.
What slows onboarding down?
Lack of response from the practice. The process takes five to ten days if you send us what we ask for when we ask for it. Every delay on your end extends the timeline, and there is nothing we can do in the background without your software and portal access.
What do you need from us to get started?
Logins for your insurance portals and your practice management software, your clearinghouse login, a recent EOB from any payer that sends virtual credit cards, your doctors' license numbers and dates of birth, and the practice tax ID. That is the homework and it is the first thing we ask for.
What's the first month actually like?
Mostly finding the rhythm. Our onboarding is detailed, but every office has nuances nobody thinks to mention until they come up. The first month is where we discover those and adjust, so we are working the way your office actually works rather than the way the questionnaire described it.
Who will I actually be talking to?
One account manager who learns your office, your software, your payer mix, and your team. You reach them directly by phone or email. If they are unavailable, you can reach the person who manages them immediately. Everyone here is accessible to you, the same as if they sat in your office.
What reporting do I get?
A statistics sheet showing claims submitted and posted with dollar amounts, updated as the work happens, plus your insurance aging buckets every Friday whether or not you have cleanup running. And a standing call with your account manager, weekly at the start, then every other week or monthly once things are settled.
What does my office still do?
You create the claim in your practice management software. That is it. Attachments, submission, rejections, follow-up, appeals, and posting are all ours. Patient billing, over-the-counter payments, walkout statements, and checkout stay with your office. Your point person still handles the patient-facing money.
See if we can help
Book a consult with one of our billing specialists. We will find out what you need help with and what you are hoping to achieve. And if we are a fit, we will walk you through exactly what we would do, what it costs, and what you can expect.
You will get a straight answer, including if the answer is no.