Fixing Dental Claims:
Why Analytics Beat Gut Instinct

Episode Summary

In this episode of Agrippon Claims, host Shane Billings sits down with Brad Billings to dig into the real-world challenges of managing dental claims and accounts receivable. Brad explains how dental practices often struggle to keep up with day-to-day claims and why getting behind—even by a day—can snowball into bigger financial problems.

Brad shares how tracking and analytics make the difference. He walks through examples where missing small details, like X-rays or patient names, led to denied or delayed claims and lost revenue. Brad emphasizes that without clear data, teams end up guessing at problems and chasing issues that don’t move the needle. Instead, he recommends using analytics to spot patterns, set priorities, and fix the root causes of claim denials.

The conversation wraps with a look at tools and habits that help teams stay on top of claims. Brad shows how better tracking, targeted communication, and process changes can speed up payments and boost the bottom line.

Key Insights

Tracking Claims Is the Fastest Way to Stop Revenue Loss

Staying on top of claims is essential for any dental practice, but tracking isn’t just about compliance—it’s about cash flow. When offices fall behind on submitting or following up on claims, revenue delays snowball fast. Each day behind adds to the backlog, making it harder to catch up and easier to lose track of what needs attention. Practices can avoid this spiral by building simple routines that check claim status, flag missing details, and prompt immediate action. When teams know exactly which claims need work, they can focus efforts, reduce denials, and keep revenue moving. Even small tracking improvements—like daily lists or dashboards—lead to big gains. The lesson is clear: if you want to move the needle on collections, don’t wait for problems to pile up. Make tracking a daily priority.

Data Beats Gut Instinct When Fixing Claim Denials

Relying on guesswork to fix claim denials wastes time and money. Dental teams often sense recurring problems—like missing X-rays or patient details—but without data, these issues go unmeasured and unresolved. By collecting and reviewing denial reasons, practices can spot patterns, quantify lost revenue, and set clear process goals. For instance, if missing X-rays cost thousands each month, staff training can target that exact gap, and front desk teams can double-check records before claims go out. This data-driven approach turns vague frustration into focused action. Teams can prioritize fixes that deliver the biggest financial return, instead of spreading effort thin. The key takeaway: track denials, categorize root causes, and let the numbers guide process changes. In the long run, decisions backed by analytics will always outperform decisions based on hunches.

Communication Tools Reduce Delays and Hold Teams Accountable

Lost emails, missed calls, and scattered spreadsheets slow down billing teams and drag out the claims process. A dedicated communication tool streamlines requests between billing and office staff by keeping every claim conversation organized and accessible in one place. When everyone can see open requests, who owns each task, and what’s needed to resolve an issue, nothing slips through the cracks. Tagging problem types and tracking response times turn communication into actionable data for managers. This transparency not only reduces delays but also builds accountability across teams. Practices that move to structured communication see fewer lost claims, shorter payment cycles, and better team coordination. The insight: don’t rely on scattered messages. Use purpose-built tools to centralize information, measure progress, and drive results.