top of page
  • Writer's pictureStynt

How to Deal with Insurance Companies as a Dental Practice

As a dental practice, you will inevitably have to deal with insurance companies. While some insurance companies are easy to work with, others can be quite a pain.

In this blog post, we will give you some tips on how to deal with insurance companies so that you can keep your practice running smoothly.

Understand How Dental Insurance Works

The first step is to understand how dental insurance works. Dental insurance is a type of health insurance that covers dental care. Most dental insurance plans cover preventive care, such as cleanings and check-ups, as well as basic procedures, such as fillings and extractions.

However, there are some dental insurance plans that also cover more advanced procedures, such as orthodontics or oral surgery. It is important to understand what your dental insurance plan covers so that you can estimate how much the insurance company will pay for each procedure.

Understand the Reimbursement Process

The next step is to understand the reimbursement process. When a patient has dental insurance, they will usually be responsible for paying a copayment or coinsurance for each procedure. The copayment is a fixed amount that the patient pays for each procedure, while the coinsurance is a percentage of the total cost of the procedure that the patient pays.

After the patient pays their copayment or coinsurance, the dental practice will submit a claim to the insurance company and the company will reimburse the practice for the remaining cost of the procedure. The reimbursement process can take up to 30 days, so it is important to keep this in mind when scheduling appointments.

Understand What's Covered

It is also important to understand that not all procedures will be covered by dental insurance plans. For example, cosmetic procedures, such as teeth whitening or veneers, are usually not covered by dental insurance plans. If you perform a procedure that is not covered by dental insurance plans, you will have to bill the patient directly for the full cost of the procedure.

Of course, you will also need to deal with denied claims from time to time. Insurance companies may deny claims for a variety of reasons, such as if they deem a procedure to be unnecessary or if there was an error in the claim submission process. If you receive a denied claim, you will need to appeal it using the appeals process outlined in your contract with the insurance company.

Extra Tips

Be Polite and Courteous When Talking to Insurance Representatives

When you are talking to insurance representatives, it is important to be polite and courteous. Remember, these representatives are just doing their job and they are not the ones making the decisions about what is covered and what is not. If you are rude to them, they will be less likely to offer much help.

Maintain Accurate Records of All Communication With Insurance Companies

It is important to maintain accurate records of all communication with insurance companies. This includes phone calls, email correspondence, and any other type of communication. This will be helpful if you have to appeal a denied claim or if you have any other problems with the insurance company.

Keep Track of Payments Received and Outstanding Balances

It is important to keep track of all payments received from insurance companies and any outstanding balances. This will help you keep your practice organized and run smoothly.

Respond Promptly to Any Requests for Information or Documentation

When the insurance company requests information or documentation, it is important to respond promptly. If you do not respond in a timely manner, the insurance company may deny the claim.

The following is a list of important information that you will need to provide when submitting a claim:

  • The patient's name, address, and date of birth

  • The date of service

  • The procedure codes for the procedures performed

  • The diagnosis codes for the procedures performed

  • The provider's name, address, and National Provider Identification (NPI) number

  • The patient's policy number

  • The amount charged for each procedure

  • Any applicable copayments or coinsurance amounts

Educate Your Patients About Their Dental Insurance Benefits

It is important to educate your patients about their dental insurance benefits. Patients should understand their responsibility for copayments, coinsurance, and any other out-of-pocket costs. Patients should also be aware of the procedures that are covered by their dental insurance plan and those that are not.


Dealing with insurance companies can be frustrating at times, but it is an unavoidable part of running a dental practice. By following these tips, you can make sure that your practice runs smoothly and efficiently when dealing with insurance companies.

Do you have any other tips on how to deal with insurance companies? Share them in the comments below!

And when you're ready to hire some new dental staff for your office, Stynt is the perfect place to start! With Stynt, you can quickly and easily find qualified dental professionals in your area.


bottom of page