Dental practices must hire a HIPAA compliant collection agency to recover unpaid patient bills faster and professionally without straining staff or damaging patient relationships.
For dental practices, recovering unpaid patient bills is a delicate balance. You must maintain a healthy cash flow, but you cannot risk your patient relationships or, more importantly, your legal standing with HIPAA.
Contact us for a compliant, reputation-safe recovery plan. Our high Google ratings are a testament to our patient-friendly approach.
The New Rules of Dental Billing: Compliance First
Before any account can be collected, your practice must be compliant. Recent laws have changed how patient billing works, and using a partner who understands this landscape is critical.
- HIPAA & Business Associate Agreements (BAA): As your partner, we are a “Business Associate” under HIPAA. We sign a BAA with your practice, legally binding us to protect your patients’ Protected Health Information (PHI). We only use the “minimum necessary” information (like name, balance, and dates of service) to perform our job.
- The “No Surprises Act” (NSA): This federal law is crucial. It requires you to provide “Good Faith Estimates” (GFEs) to your uninsured or self-pay patients before a service. An attempt to collect a bill that is significantly higher than your GFE can lead to disputes and legal challenges. We help you navigate collections for accounts that are fully compliant.
Best Practices for Your In-Office Team
The best collection is one that never has to be sent. We find that practices with the highest success rates follow these steps:
- Have a Clear Financial Policy: Patients should sign a clear, simple policy stating they are responsible for all charges not covered by insurance.
- Verify Insurance Before Treatment: Always check eligibility and benefits before the appointment to give the most accurate co-pay estimate.
- Collect Co-pays at Time of Service: This is the easiest way to reduce post-treatment billing.
- Send Statements Immediately: Send the final patient-responsible bill as soon as the EOB (Explanation of Benefits) is received.
When Is It Time to Send an Account to Us?
It’s time to let your staff focus on patient care when you see these red flags:
- The patient has ignored two or more statements.
- The patient has made a broken promise to pay.
- The patient is no longer communicating (“ghosting”).
- Your staff is spending more time chasing payments than serving patients.
- An invoice is 90-120 days past due. The older an account gets, the harder it is to collect.
Our Patient-Friendly Recovery Process
We offer flexible, multi-stage options. Most of our dental clients use Step 2 followed by Step 3 for the best results.
(This is practical guidance, not legal advice. We tailor our approach to your specific situation and the latest rules.)
- Step 1 — First-Party Courtesy Reminders (Fixed-Fee)
We act as your extension with five soft reminders for fresher balances (0–60 days), sent as if these reminders are coming from you.- Typical Fee: $15 per account.
- Step 2 — Third-Party Written Demands (Fixed-Fee)
Five professional letters on our letterhead that prompt action while preserving goodwill.- Typical Fee: $15 per account.
- Step 3 — Full Third-Party Collections (Contingency)
Persistent, polite phone and digital outreach from our HIPAA-trained specialists. We negotiate payment plans and settlements to get you paid.- Typical Fee: 40% of amounts recovered. No Recovery, No Fee.
- Step 4 — Legal Collections (Contingency, Client-Approved)
For large, unresponsive accounts, we escalate to an attorney after an in-depth review, and only with your explicit approval.- Typical Fee: 50% of amounts recovered. No Recovery, No Fee.
Key Benefits of Our Service:
- For Steps 1-2, payments go directly to you.
- We can collect in all 50 states and Puerto Rico.
- Free Services: We provide free bankruptcy screening, litigious debtor checks, and free address verification on all accounts.
Why Dental Practices Switch to Us
- We Protect Your Reputation: We will not harass your patients. Our goal is to find a solution, not create a conflict. We save you from negative Google and Yelp reviews.
- We Are HIPAA Experts: We are not just “HIPAA compliant”; we are experts who understand the law and can sign a BAA with your practice.
- Better ROI: Our blend of low-cost fixed-fee options (Steps 1-2) and a professional contingency service (Step 3) means you recover more, more efficiently.
- We Free Up Your Staff: Your front desk team are healthcare professionals, not collectors. Let them focus on patient care and growing your practice.
Frequently Asked Questions for Dental Practices
- What if the patient is disputing an insurance claim?
A: We are not an insurance billing company. We only pursue the patient-responsible balance after insurance has paid or denied the claim. We will direct patients with insurance questions back to your office.
- Will you sue my patients?
A: We are not a law firm and will never sue a patient without your explicit, written permission. Our process (Steps 1-3) is designed to resolve accounts before legal action is ever considered.
- What about credit reporting?
A: Due to new federal rules, unpaid medical/dental debt under $500 is no longer reported on credit bureaus. We believe protecting your patient relationship is far more valuable than credit reporting, and we focus on professional, diplomatic communication to get results.
- How do we get started?
A: It’s simple. You Contact us, we sign a Business Associate Agreement (BAA), and you can securely place accounts through our online portal.
Ready to Improve Your Practice’s Cash Flow?
Stop letting aged receivables hurt your bottom line. Contact us for a no-obligation, fully compliant quote.
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| Information about Dental Malpractice Insurance: Types, Cost and Lawsuit Reasons Additional Information: Suggested Dental Collection Strategy |