Resources for dental offices
When insurance payments aren’t posted correctly or on time, it disrupts everything from cash flow to scheduling. Small posting errors lead to inflated write-offs, inaccurate ledgers, and compliance risks that take hours to clean up. With payers sending reimbursements through checks, EFTs, and virtual cards, each with its own format and timeline, payments can easily be delayed, misapplied, or missed entirely. Your team needs a consistent process, not more workarounds. The tips below outline a reliable system for accurate, timely posting that keeps collections steady and administrative work under control.
Jul 30, 2025
1. Verify Insurance Before the Appointment
Unverified insurance causes claim rejections, delays payments, and creates unnecessary follow-up work. Verifying coverage before the appointment keeps claims clean and collections on track. Use your carrier portal, a quick payer call, or a batch verification tool like Verifixed. Check:
Policy status for the date of service
Waiting periods, annual maximums, and remaining benefits
Deductibles and plan frequency limits
Whether pre-authorizations or narratives are required
Build a simple checklist for your team and log all verification details in your practice management system. This step should happen before every visit, not during check-in. Verification takes some time but prevents hours of rework. When benefits are confirmed in advance, you can collect the patient portion with confidence and post payments without surprises.
2. Post Payments Within 24 Hours of Receipt
Posting payments the same day they’re received keeps your A/R accurate and cash flow predictable. Delays increase the risk of misapplied funds, backlogs, and missed follow-ups. Make same-day posting a standard policy. When funds arrive:
Open the ERA or EOB immediately
Match each payment line to the correct claim in your software
Enter the exact payment amount, including write-offs or adjustments
Upload or scan the EOB for internal reference
Drop the batch into your reconciliation queue for end-of-day review
Build this into your daily closeout. A consistent workflow makes training easier, reduces errors, and keeps your financials aligned with the bank every night. Avoid the “we’ll do it later” trap. Even one skipped day can slow down secondary claims, delay patient statements, and throw off your ledger.
3. Use Bulk-Posting and Automation Tools to Save Time and Reduce Errors
Manually entering payments from paper EOBs (Explanation of Benefits) wastes time and increases the risk of errors. Instead, use ERAs (Electronic Remittance Advices) and EFTs (Electronic Funds Transfers) to automate the process and speed up payment posting. Start with ERA autoposting:
Import the ERA file directly from your clearinghouse
Let auto-apply match exact payments to open claims
Use mismatch alerts to flag denials, short-pays, or code issues for review
Always review the exceptions report, confirm adjustment codes, and attach the ERA before closing the batch
Then activate EFT payments:
Set up EFT with all participating payers so funds hit your account automatically
Most arrive within 2 to 5 days of the ERA, bypassing mail delays and manual deposit steps
Reconcile daily against your ERA batch so bank records and software stay aligned
This combination eliminates double entry, reduces keystroke errors, and speeds up reconciliation. Practices using bulk-posting and EFT consistently report faster collections and fewer claim rejections.
If your platform supports AI-powered tools like Overjet, you can go even further. Its autoposting engine cross-references codes with clinical data and reduces denial risk significantly. When your team is stretched thin, automation helps you move faster without losing accuracy.
4. Post by Procedure, Provider, and Accurate Write-Off Codes
Every insurance payment should be posted at the line-item level, with each amount tied to the exact procedure code and treating provider. This keeps your ledger accurate, supports cleaner audits, and avoids misreporting that affects provider compensation and patient balances.
Avoid lump-sum entries. They mask underpayments, skew production reports, and make it harder to track claim accuracy. Instead, use this repeatable workflow:
Open the claim and expand each procedure
Match the EOB or ERA to the specific CDT code
Enter the exact payment and apply the correct adjustment code
Confirm the remaining balance before finalizing the batch
Pay close attention to adjustment codes. These three are the most commonly misused:
Contractual write-off: The discount required by your PPO agreement
Courtesy adjustment: A discount you choose to apply, such as for friends or family
Prompt-pay discount: A small reduction for patients who pay in full at the time of service
Posting at this level gives you clearer insight into denial trends, fee schedule discrepancies, and carrier behavior. It also strengthens reporting accuracy, supports performance reviews, and protects compliance.
5. Reconcile Software Totals With Bank Deposits Daily
Reconciliation only works when it's done consistently. Compare your posted payments with bank deposits every day to catch errors early, prevent duplicates, and keep cash flow accurate. Use a simple, repeatable checklist:
Print the day’s deposit report from your practice management software
Match it to your bank feed or EFT batch
Verify ERA numbers against check images for mailed payments
Investigate any variance over $10 before closing out for the day
If totals don’t align, common causes include partial EFTs that post the next day, mis-keyed check numbers, and split ERAs applied to multiple patients. Use audit logs and remittance images in your software (e.g., Dentrix or Open Dental) to quickly identify discrepancies.
Daily reconciliation improves financial accuracy, strengthens internal controls, and makes month-end closeouts faster. It also surfaces trends, like underpayments or delayed remits, that are easy to miss without daily oversight.
6. Work Your Insurance Aging Report Every Week
Weekly A/R follow-up is one of the most effective ways to improve cash flow. Open your insurance aging report and sort claims into time buckets: 0–30 days, 31–60 days, 61–90 days, and over 90 days. Focus first on claims older than 30 days, especially anything past 90 days, which should remain below 5% of your total A/R. Use a consistent weekly process:
Identify the root cause of each overdue claim (e.g., missing documentation, incorrect coding, payer delays)
Resubmit, appeal, or call the carrier as needed
Document the action taken and enter a clear follow-up date in your software—not on paper
This habit prevents claims from getting lost in inboxes or slipping through during staff transitions. Most billing platforms allow you to track follow-up notes and flag stalled claims, which saves time and keeps your workflow centralized. Regular follow-up also surfaces trends, such as recurring payer issues or internal training gaps, that may be costing you money.
7. Train (and Cross-Train) Your Team on Posting Protocols
Accurate payment posting depends on more than one training session. Your team needs regular refreshers on how to read EOBs, apply correct adjustment codes, and respond to denials without guesswork.
Build quarterly sessions into your calendar. Focus on updates that directly affect your A/R, like CDT code changes, new payer rules, and common rejection trends. Tools like Dental Claim Support’s billing modules and Unitek’s walkthroughs give your team a reliable foundation.
Cross-train at least one additional team member on core posting tasks. That way, when your main biller is out, claims don’t pile up and cash flow stays steady. Schedule short shadowing blocks or assign backup posting once a week to keep skills sharp. When everyone understands the process, errors drop and collections stay on track, even when your team is short-handed.
Find the Right Team with Teero
A smooth posting process depends on consistency, not just knowledge. When your biller is out or your front desk is stretched thin, payments slip, claims go unworked, and cash flow slows down. That’s where Teero fits in.
Our platform connects you with experienced dental professionals who can step in quickly—whether you need temporary coverage for payment posting, insurance follow-up, or day-to-day front office support. You choose the role, the schedule, and the skillset, and we help you keep the workflow moving.
Avoid the bottlenecks that come with short staffing. Sign up for Teero today and keep your collections on track.