Choose the right dental billing company: 5 things to consider

Choosing a dental billing company to handle your revenue is not an easy task. There are several factors to consider, but if you’re just starting your research on dental billing companies, you might not even know what to look for. Don’t worry—we’ve got you covered.

Dental billing has become increasingly complex, and it’s not getting easier. With ever-changing insurance requirements, rising patient balances, and increased pressure to protect revenue, more dental practices are outsourcing their billing to experts. 

But not all billing partners are created equal. Choosing the right dental biller can mean the difference between steady, predictable collections and an overwhelmed front office that is still chasing unpaid claims.

A strong dental billing partner does more than just “do the work”—they also help your team stay compliant, get you paid faster, and pave the way for a smoother experience for your patients.

At DCS, we’ve seen firsthand what happens when practices choose the right dental billing provider—and we’ve cleaned up after other billing providers when they don’t.

Since we started in 2012, we’ve seen all sides of dental billing—the good, the bad, and the ugly. So, if you're considering outsourcing your billing, here are five essential questions to keep in mind.

Key takeaways when considering a dental billing company:

• More is more: Pick a billing partner that covers all your collections needs—not just claims
• Strong communication is essential: Look for quick, accurate replies and real human support
• Get a specialist: Make sure they have dental billing experience
• Protect your patients and yourself: The provider must be HIPAA-compliant and serious about data security

1. “Does the dental billing company offer all my must-have services and features?”

Start by assessing whether the company actually provides the services you need. Some billing companies handle only claims submission and follow-up, while others offer comprehensive revenue cycle management—including insurance verification, denial resolution, patient billing, and accounts receivable (AR or A/R) clean-up.

Just as important are the tools the provider uses to streamline your workflow. Can they seamlessly integrate with your practice management software? If not, you can count on a long line of compatibility problems.

Here are a few more features you should look for in a dental billing provider's services and products: 

• Hands-free billing workflows
• Insurance verification
• Denial management
• Automated patient reminders
• Easy-to-use dashboards and reports

These features can reduce your team’s time spent on paperwork to allow more time for your patients, while offering you greater visibility into your business’ financial performance. 

Read more: Which are the best dental billing companies? 11 companies to watch

2. “Are they available for real-time communication, and do they offer personalized support?”

The ease of communication with your selected billing company is critical to your success. You don’t want to send questions and messages that seem to disappear into a black hole. You want answers fast, and when requesting a service, you want to speak to a real person, not automation.

A reliable dental billing partner will become an extension of your in-house team, providing quick responses, regular updates, and proactive guidance.

Find out if you’ll have a dedicated account manager and how frequently they’ll check in. Ask what kinds of reports your account manager will send—and how often. Great billing partners don’t just report numbers; they provide insights and help you make informed decisions.

Plus, if there’s ever a conflict or problem, you can review your reports together to see where something may have gone wrong. 

Open communication and useful, up-to-date information are part of measuring how much a company cares about your dental business’ success. 

3. “How good is the dental billing company’s reputation—and how much industry experience do they have?”

Dental billing is highly specialized, and experience matters. A billing company might do excellent work for medical practices but fall short when it comes to dental-specific codes, systems, and workflows. 

Search for a company with a proven track record in the dental space—and also satisfied clients who resemble your practice, whether you’re a solo office, DSO, or specialty clinic.

Read more: Partnering with DCS: Are we the right fit for you?

Online reviews, testimonials, and case studies can provide priceless insights into the reliability and results of a dental billing company. Use websites like Indeed to learn how their employees feel about the company.

Don’t hesitate to ask for references or talk to current clients. If the dental billing company is cagey about honoring this request for references, consider that a red flag. Most reputable dental billing companies will be eager to share references with you.

4. “Is their pricing reasonable, and is it clear what I’m paying for?”

Understanding what you’re paying for is crucial—and it can also be challenging, as pricing models vary across dental billing companies. Some charge a percentage of collections, while others charge a flat monthly rate or per-claim pricing. 

Be clear on what features and services are included in the price, whether there are any setup fees, and if you’re signing on for a long-term commitment. For instance: at DCS, we require only 30 days’ notice if you need to terminate our services. If you agree to a longer notice period, you might be charged for a short term.

Don’t let price be your primary or only deciding factor, though. The cheapest option may cost you more in the long run if your bottom line suffers from denied claims and missed follow-ups, and your team is undermined by limited support. But also, some dental billing providers might charge more than their services are worth.

Consider the overall value:

• How much time will your team save?
• How much more will you collect?