Dental Office Day End Charge Review
Dental office day end is a busy time. And everyone is tired and ready to go home! But wait! Because we must have a clean closure. And there are a few things to double check and review. So, it’s a good idea to start this process early. And not wait for the very last minutes of our dental office day. But rather, review and double check as we move through the day. This way we have only a few things to finish up when that whistle blows. And we can lock our doors with a great sense of accomplishment!
Posted charges are the first thing to check. As we move through our day, every patient’s ledger gets a second glance. Is the provider number correct? Do the charges line up with the patient chart notes? Keep a close eye on things like x-rays! These little charges are easily missed. Especially if there are additional x-rays involved.
I like to review the morning’s posted procedures just before lunch. And I call this my half-time review. This allows clinicians time to also review the procedures posted by them. As there may be times when a clinician realizes they forgot to add a fluoride charge or an x-ray. Or perhaps an exam is posted to a patient ledger but wasn’t actually performed. Give everyone time to double check their work. And then triple check!
Ask if there are any questions or unclear procedure postings. And just before lunch is a great time to do this for the morning procedures. Because we want our clinicians to remember with ease what they’ve done for each patient. And if we wait too long, it can be more stressful for everyone. So, a great practice is the half-time review for both the procedures and payments as well.
Dental Office Day End Payment Review
Run a day sheet or deposit form at the end of each day. And balance the payments collected against the payments posted. It’s common for there to be mistakes. Don’t be too hard on yourselves. A payment is easily posted to the wrong provider perhaps. Or maybe a payment isn’t posted to a patient account at all. We just want to know that every penny is accounted for by the end of the day.
Payment types might be incorrect. And yes, this absolutely matters. A check payment might be recorded as a cash payment. Sometimes, we can even post to the wrong account entirely. So that is one more thing to check. Is the payment on the right account? Is the correct provider credited for the payment? All important details here!
Remember Your Half Time Review
This half time review will save you a lot of time at the end of your day. Because if everything balances by the time you go to lunch, you only have the second half of the day to review later. Normally, I would have only patient payments entered in the morning. As I prefer to post insurance payments and mail received in the afternoons. But this is just a personal preference.
Leave a half time review for your docs too. They may also prefer to review the morning’s charges and payments while it’s still fresh in their minds. And it’s a real quick review for them. However, this practice can help us to avoid problems or misunderstandings later. You may even want to do this with all our clinicians. Assistants and hygienists may also want to review posted charges from their morning patients.
Dental Office Day End Insurance Claims
Dental office day end includes insurance claims. But we want to be careful not to send these too soon in the day! Why? Because we want to check and confirm posted charges and providers before we send them. I like to send insurance claims for the morning when I return from lunch. And remember we gave a half time report to our docs? This gives them time to let us know if we need to change anything prior to the claims going out.
My afternoon claims go out early the very next morning. Many dental practices around the country send out claims at the end of the day. It is a high transmission time of day for claims. Wait until it’s a little more likely the claim will go through without a hitch. And the traffic a little lighter for the claim vendors and processors. Plus, we give our clinicians time to review their afternoon charges without pressure.
Insurance Payments & Adjustments
Our final day end reports show all insurance payments and adjustments. When I post an insurance payment and make an adjustment, I double check it immediately. Because I do not to have to search for an error later. I close out the account, look away and take a breath. Just enough of a break to reset my brain. And then I look at the account and the explanation of benefits one more time. If all is well, I move onto the next insurance payment.
Leave final day end reports for your docs. This should include your adjustments too. And I encourage all docs to compare the printed reports to your own screen views or printed reports. Docs and practice managers always want to be sure they are looking at more than what they are handed to review. Just to be safe, be on the look-out for something that is missed or covered up. Not that we hope to find something. But we certainly don’t want to turn a blind eye.
Dental Office Day End Steps
- early a.m. – send afternoon claims from previous day
- before lunch – review charges from morning & balance payments from morning
- half time report – leave for docs , hygienists, assistants to review morning charges
- after lunch – send morning claims from the current day
- end of day – review charges from afternoon, balance insurance & personal payments, review adjustment report
- leave end of day reports including charges, payments and adjustments for docs
Make Every Day Better!
Weekly management systems walk the dental front desk through every day with ease! Day by day, make every dental office day a breeze! Reduce stress. Create consistency. Let me show you how. With this online course (which you can also print) you have your own personal guide and plan for each day. Monday through Thursday, special assignments and regular daily tasks too.
The dental office team can access the course from a computer while at work. Or create your own daily manual. As this course comes with a workbook as well. A workbook for you to customize your very own daily and weekly management systems. Let’s get started today. Here’s the course information for you: