When is D9986 used?
The D9986 dental code represents a CDT (Current Dental Terminology) designation for missed appointments. Dental offices utilize D9986 to record and potentially charge for scheduled visits that patients fail to attend without providing sufficient advance notice. This code applies exclusively to no-shows or inadequate-notice cancellations that cause scheduling disruptions and operational challenges. It does not cover properly canceled or rescheduled appointments. Using D9986 allows practices to recover some lost income while emphasizing the significance of keeping scheduled appointments to patients.
D9986 Charting and Clinical Use
Proper documentation remains crucial when using D9986. Recommended practices include:
Recording the missed appointment details in the patient record, specifying date, time, and appointment type.
Noting all communication attempts made to reach the patient about the absence.
Documenting the practice's no-show policy and confirming patient awareness of these terms.
Typical clinical situations for D9986 involve preventive cleanings, treatment procedures, or specialist visits where patients don't appear as scheduled. For instance, when a patient misses a planned crown preparation without office notification, D9986 may apply if practice policy permits missed appointment charges and patients received prior notification of this policy.
Billing and Insurance Considerations
The majority of dental insurance providers do not cover missed appointment fees, making D9986 generally a non-reimbursable service. Nevertheless, including this code on claims or patient accounts maintains transparency and proper documentation. Consider these practical approaches:
Ensure your practice's financial policies clearly outline missed appointment fees and secure patient agreement in writing.
Review individual insurance plan specifics—while uncommon, some plans might offer limited coverage.
Add D9986 as an informational entry on claim forms, even when not insurance-billable. This guarantees patients receive an Explanation of Benefits (EOB) showing the charge.
Apply the fee to patient accounts and follow standard collection procedures for outstanding balances.
When patients question the charge, refer to signed financial agreements and provide missed appointment documentation.
How dental practices use D9986
Take a patient scheduled for periodontal maintenance who doesn't appear and fails to provide cancellation notice. The practice policy, which the patient signed during registration, specifies that appointments missed without 24-hour advance notice result in fees. Office staff records the absence in the patient file, makes contact attempts, and enters D9986 in the billing system. The insurance claim includes D9986 for informational purposes, and the patient's EOB reflects this charge. The billing department pursues collection following established practice procedures, maintaining clear communication and consistent no-show management.
Through proper D9986 implementation, dental practices can preserve scheduling efficiency, promote patient responsibility, and reduce revenue loss from appointment absences.
Common Questions
Is it possible for a dental office to waive the D9986 no-show fee?
Absolutely, dental practices have the discretion to waive the D9986 missed appointment fee when they deem it appropriate. Most dental offices establish policies that permit a one-time courtesy waiver or take into account special circumstances like medical emergencies or unexpected illness. To maintain fairness and avoid any appearance of bias in billing practices, it's crucial that offices apply waivers uniformly and maintain proper documentation explaining the rationale behind any exceptions.
What's the best way for dental practices to inform patients about their D9986 missed appointment policy?
Effective communication of missed appointment policies, including D9986 fees, should begin during the initial patient registration process. The most effective approach involves providing patients with a written policy document to review and acknowledge with their signature. To reinforce awareness, practices should also incorporate policy reminders in appointment confirmation communications, display information prominently on their website, and post clear signage in reception areas to ensure all patients understand the policy completely.
Can repeated D9986 charges affect a patient's future appointment scheduling privileges?
When a patient accumulates multiple D9986 charges due to repeated missed appointments, dental practices typically conduct a review of that patient's attendance patterns. Patients who consistently fail to provide adequate notice for missed appointments may face additional requirements such as advance deposits for future appointments or, in severe cases, potential dismissal from the practice. Such consequences should be clearly detailed in the office's written policy documents and communicated transparently to all patients.