Top 10 questions dental office managers ask AI—and AI’s answers!

The use of AI is becoming more common across all industries. As dental billing providers, we got curious and asked ChatGPT what questions dental office managers wanted answers to. See how many of these questions—and their answers—surprise you… 

DCS sees dental office managers as the heroes of dental practices. And when they search for answers using AI tools, they’re being smart and resourceful—they’re not cheating.

AI tools like ChatGPT are a great starting point to gather tips, ideas, and strategies to complete tasks or tackle a problem, but they’re also known for making mistakes. 

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DCS teams use AI and automation to augment and support their work, but you’ll always work with a real person when you partner with us for services. AI is fast, but humans know what’s right. Balancing the best of both is key.

So, while we’re sharing AI’s answers to dental office managers’ top 10 questions, we’re also adding our take that’s grounded in real human experience, education, and training.

Key takeaways on the top 10 questions dental office managers ask AI: 

• Revenue-related tasks are often the most tedious and time-intensive.
• The quality of patient care and the overall patient experience are directly related to the patient billing experience.
• A healthy, satisfied dental team is vital to your practice’s success.

Question #1. How can I reduce no-shows and late cancellations in my dental office?

AI’s Answer: To reduce no-shows and cancellations…

• Use automated appointment reminders via text, email, and phone.
• Implement a cancellation policy with fees for last-minute changes.
• Offer online scheduling and easy rescheduling options.
• Confirm appointments 48 hours in advance.
• Educate patients on the importance of keeping appointments.
• Track habitual offenders and consider requiring deposits.

DCS adds: 

Generally speaking, we agree with what AI says about reducing no-shows and late cancellations for dental offices. In particular, we’ve seen how automated technology that helps confirm patient appointments multiple times is a game changer. 

And between us humans, patients aren’t trying to make your day harder by messing up your schedule—life just happens.

So, when you call to check a patient’s arrival status, be patient and empathetic. Help them reschedule their appointment if necessary, and try to be proactive rather than reactive.

We also believe a no-show fee or cancellation fee is fair and reasonable. Don’t be afraid to implement this; just be sure to explain these fees when a patient initially books their appointment.

Our human-written resource: Dealing with dental cancellations: Are no-show fees effective?

Question #2. What are the best ways to increase treatment plan acceptance?

AI’s Answer: To improve treatment acceptance…

• Clearly explain benefits and consequences in patient-friendly language.
• Present multiple payment options, including financing.
• Use visual aids like intraoral photos and scans.
• Have a treatment coordinator handle presentations.
• Follow up within 48 hours.
• Build trust and rapport.

DCS adds: 

We agree with AI’s ideas to improve treatment plan acceptance, but there’s a vital part that AI missed—giving patients an accurate out-of-pocket estimate rooted in insurance verification. The biggest roadblock in case acceptance is cost. If you don’t know the true cost of treatment, or you aren’t transparent about it with your patients, they may resist paying unexpected and unwelcome balance statements. 

A treatment presentation is where you build trust and relationships with patients. Don’t skip the insurance verification step that you need for accurate numbers—it has a direct impact on the patient experience and your bottom line.

Our human-written resource: 5 ways to increase your dental treatment plan acceptance rate

Question #3. How can I improve cash flow in our dental office?

AI’s Answer: To boost cash flow…

• Submit claims daily and follow up weekly.
• Collect patient portions at time of service.
• Offer automated payment plans.
• Use real-time IV for accurate estimates.
• Outsource A/R if falling behind.
• Encourage online payments.

DCS adds: 

We agree with AI’s tips for boosting a dental office’s cash flow—and we have one more: insurance verification (IV) should be performed at least 2 days in advance of a patient’s visit to ensure their out-of-pocket estimate is accurate.

Also, DCS offers insurance verification and other services that align with the cash-flow boosters listed by AI, including insurance billing and A/R (accounts receivable or aging report) cleanup. If your team doesn’t have the time to add these tips to their plate, we’re here to help.

Our human-written resource: 4 quick and easy ways to boost dental cash flow this quarter

Question #4. What’s the difference between in-house billing and outsourcing dental billing?

AI’s Answer: The biggest differences between in-house dental billing and outsourcing are… 

• In-house billing is handled by your team and gives you more control but can suffer from staffing shortages or inconsistent follow-up.
• Outsourced billing is managed by a third party and brings expertise, faster turnaround, and fewer errors—but requires trust and good communication. Many offices now outsource billing to reduce overhead and improve collections.

DCS adds: 

We agree with AI’s comparison of in-house dental billing versus outsourced dental billing, but there are additional factors to consider. For example, while you do technically have more control over billing when using an in-house team, your team might be surrendering control of other tasks because insurance billing monopolizes their time. They may also have less focus for the patients in your office.

But when you outsource your dental billing, your team regains control of all the tasks and interactions that can only be done by those in your office. You can see our dental billing services as behind-the-scenes task management that supports your on-stage team. DCS aims to support front office employees—not to replace them.

Our human-written resource: The cost of revenue cycle management services vs. in-house dental billing: 5 questions answered

Question #5. How do I handle difficult patients who are upset about their bill?

AI’s Answer: When dealing with a patient who has a problem with their bill…

• Stay calm and empathetic.
• Clarify insurance vs. patient responsibility.
• Show the EOB (explanation of benefits) or estimate.
• Offer payment plans.
• Document and follow policy.

DCS adds: 

We agree with these strategies for managing patient billing disputes, and again—insurance verification and your treatment presentation are valuable to your practice because they minimize patient collections problems.

Those two pieces of your office workflow—and a key part of your patients’ experience—will directly affect how patients view and react to their bill. When you perform both of those tasks effectively, you’re less likely to have a patient who is surprised by their bill and refuses to pay it.

Our human-written resource: How to handle a dental patient who has a problem with their bill

Question #6. What KPIs should I track to measure my dental office’s performance?

AI’s Answer: Measure and track these dental office KPIs…

• Production vs. Collections (goal: ≥98% collection rate)
• Accounts Receivable Aging (goal: <10% over 90 days)
• Case Acceptance Rate (goal: >70%)
• Hygiene Reappointment Rate
• New Patient Count
• No-show/Cancellation Rate
• Overhead percentage (goal: 60–70%)

DCS adds: 

Yes, the essential KPIs (key performance indicators) suggested by AI are also what we recommend, and you can find most of those numbers in your practice management software.

If you discover that your practice isn’t measuring up to these Production vs. Collections and Accounts Receivable Aging KPI goals, DCS offers insurance billing and A/R Special Projects services that address them both. Our teams can lift those revenue-based numbers into the ideal KPI ranges—and keep them there.

Our human-written resource: 5 reports that are vital for running a successful dental practice

Question #7. How do I train new front desk or billing staff efficiently?

AI’s Answer: Create a billing team’s training plan with… 

• A clear onboarding checklist
• Shadowing experienced staff
• Hands-on training with your practice management software
• Role-playing common patient scenarios
• Weekly check-ins and progress reviews
• Use of recorded calls/scripts for consistency

DCS adds: 

These tips for training front desk and billing staff are great, but AI’s list is missing an important point—it is vital that your front desk team is well-trained, especially those team members who  handle your billing.

Insurance billing should not be learned on the job. Even small dental billing mistakes lead to claim denials and appeals that slow your cash flow and risk your bottom line, while larger billing errors may be seen by your patients.

Your best business practice is to either hire an experienced insurance coordinator or outsource your insurance billing to experts (and your patient billing to automation).

And here’s a distinctly human consideration: When leading a front desk team (or any team!), everyone wins when you lead with a balance of logic and empathy—especially during training.

Our human-written resource: How to tap into your strengths as a dental business leader [Take the quiz]

Question #8. What should I do if our dental claims are getting denied or delayed?

AI’s Answer: If your dental claims are being denied… 

• Double-check eligibility and benefits before the visit.
• Ensure proper coding (use ADA CDT codes accurately).
• Include necessary documentation (X-rays, narratives).
• Follow up on denials within 7–10 days.
• Keep track of denial reasons to address root causes.
• Consider outsourcing insurance verification or claim submission for efficiency.

DCS adds: 

We agree with all of AI’s suggested strategies for increasing claim acceptance—and since 2012, DCS has been supporting front-office teams who don’t have enough trained staff to complete all those tasks consistently.

DCS offers expert insurance billing services that work in partnership with your team: your team creates the claims, then we take it from there until each claim is paid. We also offer insurance verification where our experts will check patient eligibility before their visit.

These two services help reduce your dental insurance denials, and if a denial occurs, it’s our experts who handle the appeal, not your team. With DCS dental insurance billing, dealing with insurance is completely removed from your team’s plate—no more hours spent on hold with insurance companies!

Our human-written resource: 4 must-have details for fast dental insurance claim reimbursement

Question #9. How can I motivate and retain a strong dental office team?

AI’s Answer: To retain and engage your team…

• Offer clear career paths and training.
• Celebrate wins—big or small.
• Conduct regular performance reviews and feedback sessions.
• Promote work-life balance and flexibility.
• Provide bonuses, incentives, or fun team challenges.
• Make sure roles and expectations are clearly defined.

DCS adds: 

We agree with these healthy work culture tips from AI. At DCS, employee culture and satisfaction are top priorities—our 4.4-star rating on Glassdoor proves that. And we know that our success as a business is the result of incredible employees in a supportive work environment.

We know your days are busy, but as a leader at your dental practice, you set the tone for your office. Your team will thrive—and so will your practice!—when you make time to nurture an enjoyable work environment through open communication, work-life balance, and encouragement among team members. 

When you use DCS services, our team will lighten your team’s workload to reduce their stress and burnout—and even the turnover that can result from those. When your team is happy, balanced, and motivated, your customers will feel it and reflect it.

Our human-written response: 10 ways to create a healthy work culture your dental team loves [Free Guide]

Question #10. What are the best dental software tools for managing the front office?

AI’s Answer: The top tools dental office managers use are… 

• Practice Management Software: Dentrix, Eaglesoft, Open Dental
• Insurance Verification: Vyne, DentalXChange, DCS, or in-platform solutions
• Online Scheduling: Solutionreach, LocalMed
• Automated Reminders: Lighthouse 360, YAPI, NexHealth
• Billing & A/R Support: Dental Claim Support, eAssist, or Weave
• Patient Communication: RevenueWell, Weave, or Modento

DCS says: 

We’re proud that AI recognized DCS as a top tool for dental office managers! A valuable insight that AI didn’t mention is that whichever tools or providers you choose—whether automated, human-driven, or a hybrid of both—you’ll need an error- and duplicate-free dataset to get:

• Accurate reporting
• Prompt payment notifications
• Effective patient outreach and communications

DCS has a Special Projects team who will clean up your practice management software to ensure it’s accurately representing the performance of your dental practice—our experts will even help you interpret the data. 

Our human-written resource: Which are the best dental billing companies? 11 companies to watch

DCS has the correct answers for all your dental office revenue and cash flow questions

To recap, here are the top 10 questions dental office managers ask AI: 

• Question #1. How can I reduce no-shows and late cancellations in my dental office?
• Question #2. What are the best ways to increase treatment plan acceptance?
• Question #3. How can I improve cash flow in our dental office?
• Question #4. What’s the difference between in-house billing and outsourcing dental billing?
• Question #5. How do I handle difficult patients who are upset about their bill?
• Question #6. What KPIs should I track to measure my dental office’s performance?
• Question #7. How do I train new front desk or billing staff efficiently?
• Question #8. What should I do if our dental claims are getting denied or delayed?
• Question #9. How can I motivate and retain a strong dental office team?
• Question #10. What are the best dental software tools for managing the front office?

AI is a fantastic starting point, and it can produce quick answers that are generally correct. But the humans at Dental Claim Support are your best resource when you want to discuss your specific situation and are ready to implement solutions that increase revenue and make your office run smoother.

Our experts love to support office managers with the tools, services, and strategies that directly impact their practice’s bottom line.

So, use AI to assist with routine tasks, but lean on the humans at DCS to provide accurate answers and trustworthy relationships: Book a free 30-minute consultation with DCS today.