The 5 Most Common Dental Billing Mistakes (and How to Stop Them Before They Happen)

Let’s Talk About the Pain in Your… Billing Process

Look, we get it. Dental billing isn’t the reason you got into dentistry. You want to help patients, perfect your technique, and maybe enjoy a coffee before it gets cold. But billing mistakes? Those can eat up your time, delay payments, and cause unnecessary stress for your team and patients.

The good news? Most billing mistakes are totally preventable—kind of like cavities if you floss (we see you, patients who “totally floss every day”). So, let’s break down the top five most common dental billing mistakes and how to dodge them like a ninja.

1. Messing Up Patient Information (aka, "The Classic Oops")

It seems simple, right? Patient names, DOBs, and insurance details should be straightforward. But one tiny error—like switching “John Doe” to “Jon Doe” or forgetting that their insurance changed last month—can get your claim denied faster than you can say ‘resubmit’.

How to Keep It Clean:

✅ Verify patient info at every visit—even if they were just there last week.

✅ Use digital tools to keep records updated. (Handwritten forms? Let’s leave those in the ‘90s.)

✅ Train your front desk team to double-check forms for typos, missing policy numbers, and insurance updates.

✅ Outsource to a reputable dental billing company (like Paragon!) to help ensure claims are submitted with accurate patient information.

2. Using Outdated or Incorrect CDT Codes (aka, "Lost in Translation")

CDT codes change yearly—because insurance companies like to keep us on our toes. If you’re using outdated codes, your claim might be DOA before it even hits the system.

How to Stay Ahead:

✅ Make sure your billing software is up-to-date (or at least younger than your office coffee machine).

✅ Train your team on new CDT code changes at least once a year.

✅ Double-check codes against treatment plans—especially for those trickier multi-step procedures.

✅ Work with a trusted billing partner like Paragon to reduce coding errors and improve claim accuracy.

3. Not Checking Insurance Benefits Before Treatment (aka, "The Surprise Bill No One Wanted")

Nothing says awkward like telling a patient their root canal isn’t covered after the procedure. When you don’t verify insurance benefits upfront, it’s a recipe for billing surprises, frustrated patients, and extra time chasing payments.

How to Make Life Easier:

✅ Verify coverage before every appointment. Yes, every single one.

✅ Confirm deductibles, annual max, and limitations before treatment.

✅ Use real-time verification tools to get the latest available patient coverage details.

✅ Partner with an experienced billing company like Paragon to help verify benefits before services are rendered, so your practice has a clearer understanding of patient responsibility.

While verification helps reduce surprises, insurance policies can be unpredictable—so no verification is ever a guarantee of coverage.

4. Missing Claim Deadlines (aka, "Procrastination Comes at a Cost")

Most insurance companies set strict deadlines for claims. Miss one, and it’s game over—that money isn’t coming back. (And let’s be real, arguing with insurance about an expired claim is like trying to return a 5-year-old receipt.)

How to Keep Your Cash Flow Moving:

✅ Use a billing calendar to track submission deadlines for each insurer.

✅ Automate claim reminders with your practice management software.

✅ Submit high-value claims ASAP to prevent cash flow bottlenecks.

✅ Let Paragon handle your claim submissions so you never miss a deadline or an opportunity for reimbursement.

5. Ignoring Denied Claims (aka, "Leaving Money on the Table")

A denied claim isn’t the end of the road—but if no one follows up, that’s real money lost. Too many practices write off denied claims instead of fixing and resubmitting them. Insurance companies are counting on you to give up—don’t let them win.

How to Turn Denials into Dollars:

✅ Set up a system for tracking denied claims. No claim should slip through the cracks.

✅ Assign a team member to handle resubmissions (or let us do it for you).

✅ Analyze common denial reasons to prevent repeat issues.

✅ Partner with Paragon for denial management. We work claims efficiently and help identify patterns that may be leading to higher rejection rates.

How to Avoid These Billing Mistakes (Without Losing Your Mind)

You don’t have to do all the heavy lifting—that’s what we’re here for. But if you want to make your billing smoother, try this:

🔹 Use technology—Automated billing tools and real-time insurance verification will save your sanity.

🔹 Keep your team updated—A little training goes a long way.

🔹 Stay proactive—Regular audits and follow-ups will keep the revenue flowing.

🔹 Set expectations with patients—A quick "Here’s what we verified, but keep in mind that coverage is ultimately determined by your insurance provider" conversation can help prevent billing surprises later.

🔹 Outsource to a trusted dental billing company like Paragon—so you can focus on patient care, while we handle the numbers.

Final Thoughts: Billing Doesn’t Have to Be a Nightmare

Mistakes happen, but with the right systems in place, you can keep your practice running smoothly, your cash flow steady, and your stress levels low. And if you ever feel like billing is taking up too much of your time? That’s where we come in.

💬 Questions? Need help with claims? Let’s chat. We make sure you get paid on time, every time—without the headaches. 🚀