Accounts Receivable Management

Accounts Receivable Management Service Brief

Comprehensive Tracking, Follow-Ups, and Reporting to Reduce Outstanding Balances & Increase Revenue Collection Efficiency

1. Introduction

In the dental industry, consistent cash flow is the lifeblood of a successful practice. Even with a full appointment book, your financial health can suffer if patient and insurance payments are delayed. Accounts Receivable (AR) Management is the process of tracking money owed to your practice, following up with responsible parties, and ensuring that payments are collected in a timely manner.

Our Accounts Receivable Management service offers a comprehensive, proactive approach that keeps your receivables under control, reduces outstanding balances, and improves the efficiency of your revenue collection. The goal is simple: get the money you’ve earned into your account faster—without compromising patient relationships.

2. Service Overview

We manage your AR from start to finish, ensuring every balance—whether from insurance carriers or patients—is tracked, followed up on, and collected efficiently.

1. Detailed AR Tracking
• Maintain an up-to-date ledger of all outstanding balances.
• Separate AR into insurance AR and patient AR for targeted follow-up strategies.
• Categorize accounts by aging brackets (0–30 days, 31–60 days, 61–90 days, 90+ days).
2. Insurance AR Follow-Up
• Review unpaid insurance claims daily.
• Contact insurance carriers to resolve pending, denied, or underpaid claims.
• Correct and resubmit rejected claims promptly to avoid filing deadline issues.
3. Patient AR Follow-Up
• Send clear, friendly payment reminders for patient balances.
• Offer multiple payment options and payment plans for overdue accounts.
• Escalate collections only when necessary and in a respectful manner.
4. AR Analysis & Trend Monitoring
• Identify common reasons for payment delays (e.g., missing documentation, claim errors).
• Spot insurance carriers with consistent slow-payment patterns.
• Recommend process changes to prevent future AR build-up.
5. Comprehensive Reporting
• Provide monthly AR reports with detailed breakdowns by payer, aging category, and collection rate.
• Highlight trends to help improve your practice’s billing efficiency.
3. Why AR Management is Critical for Dental Practices

Without a strong AR process, dental practices face:

• Cash Flow Shortages – Payments delayed for weeks or months disrupt operational budgets.
• High Write-Offs – Old, uncollected balances often end up written off as losses.
• Increased Staff Workload - Staff spend excessive time chasing overdue payments instead of focusing on patient care.
• Declining Profitability - Lost revenue directly impacts your bottom line.

Strong AR management ensures that your practice collects what it’s owed faster and more completely, allowing you to reinvest in technology, staff training, and patient care.

4. Key Benefits of Our Accounts Receivable Management Service
1. Reduced Outstanding Balances

Our consistent follow-up process ensures balances are addressed quickly, minimizing the risk of write-offs.

2. Improved Collection Efficiency

By targeting high-priority accounts and streamlining follow-up workflows, we improve collection rates without increasing administrative costs.

3. Shortened Payment Cycles

Proactive tracking and timely follow-up reduce the average days it takes to receive payment.

4. Better Financial Planning

Accurate AR data gives you a clearer picture of expected revenue, allowing for more confident business decisions.

5. Enhanced Staff Productivity

With our team handling AR tasks, your in-house staff can focus on patient scheduling, chairside assistance, and exceptional customer service.

5. How We Ensure Results
1. Dedicated AR Specialists Trained to handle both dental insurance follow-up and patient collections effectively.
2. Structured Workflows A systematic process for tracking, contacting, and resolving overdue accounts.
3. Data-Driven Prioritization Focus on high-dollar and high-risk accounts first to maximize impact.
4. Data-Driven Prioritization Focus on high-dollar and high-risk accounts first to maximize impact.
5. Technology Integration – Use of dental practice management software and reporting tools to monitor AR in real-time.
6. Patient-Centric Approach – Maintain professionalism and empathy in all communications.
6. Our AR Management Workflow
1. Step 1: Data Review & Segmentation
• Pull an updated AR report from your practice management system.
• Segment accounts by payer type (insurance vs. patient) and aging category.
2. Step 2: Insurance Follow-Up
• Review EOBs for underpayments or denials.
• Call insurance representatives to address pending or delayed claims.
• Resubmit corrected claims within payer deadlines.
3. Step 3: Patient Follow-Up
• Send statements and reminders for overdue patient balances.
• Offer online payment options and payment arrangements.
• Make courteous phone calls for accounts that remain unpaid after multiple reminders.
4. Step 4: Escalation Process

For long-overdue accounts, recommend next steps (e.g., in-house payment plan, small claims court, or third-party collections).

5. Step 5: Reporting & Feedback
• Deliver detailed monthly AR reports.
• Provide recommendations to reduce future AR build-up.
7. Reporting & Insights You’ll Receive

Our monthly AR reports give you a clear, actionable picture of your receivables:

1. Total AR Balance – Overall amount owed to the practice.
2. AR Aging Summary – Breakdown by 0–30, 31–60, 61–90, and 90+ days.
3. Collection Rate – Percentage of billed charges collected within 30, 60, and 90 days.
4. Top Outstanding Accounts – Highest patient and insurance balances for targeted follow-up.
5. Denial & Delay Trends – Common issues causing payment delays.
8. Technology & Tools We Leverage
• Practice Management Software Integration – Syncs directly with your existing system for real-time data access.
• Claim Tracking Portals Monitor insurance claim statuses without delay.
• Automated Reminder Systems Reduce manual workload and speed up collections.
• Secure Communication Channels Ensure HIPAA compliance in all financial correspondence.
9. Our Commitment to Your Practice

We understand that every balance in your AR represents work already completed and value already provided to a patient. Our job is to make sure your practice receives that value back in the form of timely payments—without damaging relationships or overwhelming your staff.

Our guiding principles are:

• Accuracy – Every account is tracked and followed up correctly.
• Persistence - Consistent follow-up until payment is received or all collection avenues are exhausted.
• Professionalism - Every interaction is conducted with respect for patients and payers.
• Transparency - You’ll always know the status of your receivables.
10. Conclusion

Accounts Receivable Management is not just about bookkeeping—it’s about ensuring your practice gets paid for the care you provide. Without it, cash flow slows, collections drop, and profitability suffers. With our comprehensive AR service, you’ll benefit from:

• Faster payment turnaround
• Lower outstanding balances
• Higher collection rates
• Better financial predictability

By partnering with us, you gain a dedicated team committed to protecting and improving your revenue cycle. The result is a financially stable practice that can focus on what matters most—delivering exceptional dental care.