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Your insurance AR report can look perfect while your practice quietly bleeds money. I’m Erica Aguilar, and I’m pulling back the curtain on the uncomfortable truth: “clean” dental insurance accounts receivable can be manufactured, and the prettiest numbers on your aging report might be the biggest warning sign.

We walk through a real-world story of “Biller Betty” and the fast moves that make an insurance AR cleanup look successful without improving collections at all. I explain the three biggest red flags I see in dental billing and revenue cycle management: heavy adjustments disguised as contractual write-offs, shifting denied balances to patient responsibility instead of appealing, and deleting then recreating claims to make them look fresh. That last one is especially dangerous because it wipes out your original claim submission date, weakens your prompt pay position, and can trigger timely filing problems.

Then we get practical. I share the performance percentages I want you monitoring so you can run your billing department like a business: what healthy 0 to 30 day insurance AR can look like, how to keep older buckets from getting heavy, and how to audit any “cleanup” by separating what was actually collected from what was adjusted or shifted. We also talk denial strategy, appeals, when to involve the insurance commissioner, and the 24-hour, 48-hour, and seven-day follow-up system that prevents claims from aging just because they never truly landed on file.

If this helped you, subscribe, share the episode with a practice owner or biller, and leave a review so more teams stop trusting “clean AR” and start measuring real performance.

Registration Link for Diagnosis Codes on a Dental Claim Form Webinar:

https://dentiqhub-diagnosis-codes.vercel.app/

Get your Dental Billing Toolkit Here:

https://www.dentalbillingdoneright.com/the-dental-billing-toolkit

Download "The Most Underused Codes in Dentistry - And How to Get Them Paid" checklist here:

https://docs.google.com/forms/d/e/1FAIpQLSfxnnfSlNd0NPhMoBWq-1D_xU5R8LS4xPhHNKIjfLQwStOUag/viewform?usp=header

Schedule a billing chat with Ericka:

https://calendly.com/ericka-dentalbillingdoneright/30min

Email Ericka:
[email protected]

Email Jen:

[email protected]

Send us Fan Mail

Profit doesn’t come from working harder or cramming more patients into the schedule. Real profit comes from running your billing department like a business within a business—and using it to lift EBITDA, create predictable cash flow, and make smarter decisions across the practice.

We walk through a clear definition of EBITDA and why serious owners, lenders, and buyers use it to judge operational health. Then we connect the dots between daily billing work and big-picture results: coding accuracy as revenue capture, denial management as a cost-to-collect reducer, and AR velocity as the engine of cash strength. You’ll hear why sloppy billing erodes margins from both sides—less revenue in, higher expenses out—and how a systems-first approach flips that script with cleaner claims, faster payments, and fewer reworks.

From there, we get tactical. We outline the metrics that matter—first-pass claim rate, average days in AR, denial rate by payer, write-off trends, appeal success—and how to use them to forecast collections, control overhead, and plan staffing without panic. We dig into the definition of an unreasonable denial and share a practical escalation and appeal playbook that speeds recovery while protecting productivity. Finally, we make the case for a living billing manual: documented workflows for claim submission, clearinghouse and payer receipt verification, EFT reconciliation, and standardized follow-up so the whole team moves in sync.

If you’re ready to replace checklists with outcomes and turn billing into a true profit engine, this conversation lays out the path. Subscribe, share with a fellow office leader, and leave a quick review to help more practices build healthy, sustainable profitability.

Registration Link for Diagnosis Codes on a Dental Claim Form Webinar:

https://dentiqhub-diagnosis-codes.vercel.app/

Get your Dental Billing Toolkit Here:

https://www.dentalbillingdoneright.com/the-dental-billing-toolkit

Download "The Most Underused Codes in Dentistry - And How to Get Them Paid" checklist here:

https://docs.google.com/forms/d/e/1FAIpQLSfxnnfSlNd0NPhMoBWq-1D_xU5R8LS4xPhHNKIjfLQwStOUag/viewform?usp=header

Schedule a billing chat with Ericka:

https://calendly.com/ericka-dentalbillingdoneright/30min

Email Ericka:
[email protected]

Email Jen:

[email protected]

Send us Fan Mail

A weekend meetup in Phoenix turned into a deep dive on the “harmless” shortcuts that quietly drain dental practices and invite compliance trouble. We compare notes from a brutal 2025 billing case, unpack the defensiveness that often surfaces when a third party steps in, and show how audit trails reveal everything from embezzlement red flags to training gaps and inefficiencies you’ll never see on a P&L.

We get practical fast. You’ll hear why copay waivers and frequency misses aren’t favors, they’re liabilities; how a real chart prep process (CPP) prevents four- and five-figure monthly losses; and why templates should be fillable, not filled, to protect patient specificity and accuracy. We talk clinical notes as legal defense, route slips that actually bridge back-to-front, and the non-negotiable role of periodontal charting. If AI is reading your claims, missing perio data is a hard stop. We also tackle credentialing vs contracting, rendering provider rules, and the spreadsheet every office manager needs to track participation status and re-credentialing dates.

On the clinical side, we break down case acceptance without pressure: narrate findings, ask better questions, and move patients appropriately from prophy to SRP or 4346 when gingivitis is the true diagnosis. And yes, we address the controversy head-on—billing 4346 is about medical necessity and compliance, not what pays 100 percent. Bill what you do, document why you did it, and let systems carry the weight.

If you want fewer denials, stronger compliance, and calmer nights, this conversation gives you the scripts, checklists, and mindset to get there. Subscribe, share with a colleague who needs the nudge, and leave a review telling us your biggest compliance headache—we might tackle it next.

Registration Link for Diagnosis Codes on a Dental Claim Form Webinar:

https://dentiqhub-diagnosis-codes.vercel.app/

Get your Dental Billing Toolkit Here:

https://www.dentalbillingdoneright.com/the-dental-billing-toolkit

Download "The Most Underused Codes in Dentistry - And How to Get Them Paid" checklist here:

https://docs.google.com/forms/d/e/1FAIpQLSfxnnfSlNd0NPhMoBWq-1D_xU5R8LS4xPhHNKIjfLQwStOUag/viewform?usp=header

Schedule a billing chat with Ericka:

https://calendly.com/ericka-dentalbillingdoneright/30min

Email Ericka:
[email protected]

Email Jen:

[email protected]

Send us Fan Mail

We show how chart prep sets expectations and end of day confirms reality, so money stops leaking and compliance issues get fixed the same day. A practical checklist, time blocking, and coaching turn chaos into a repeatable close that protects revenue and trust.

• redefining end of day as daily accountability 
• chart prep for expectations, end of day for verification 
• composite case of a busy office with open charts and rolled balances 
• building a lean checklist that closes every visit 
• spotting patterns: missed copays, incomplete notes, idle claims 
• coaching conversations that improve collections and documentation 
• blackout time to finish reconciliation without interruptions 
• route slips or digital equivalents for clear expectations 
• daily compliance as a habit, not an annual event 
• financial stability through same‑day close and follow‑up

You can go grab the chart prep and the end‑of‑day checklist, and there’s a little guide in there on how to implement it in the show notes if you want to implement this right away 
If this series has been helpful for you friends, I’d really appreciate it if you would leave us a review 
Make sure you’re subscribed so you don’t miss part three 
And if this episode made you think of your doctor or your office manager, share it with them

Get the Chart Prep + End of Day Checklist and Guide for Only $19 Here:

https://ericka-aguilar-dental-billing-expert.kit.com/products/chart-prep-checklis

Registration Link for Diagnosis Codes on a Dental Claim Form Webinar:

https://dentiqhub-diagnosis-codes.vercel.app/

Get your Dental Billing Toolkit Here:

https://www.dentalbillingdoneright.com/the-dental-billing-toolkit

Download "The Most Underused Codes in Dentistry - And How to Get Them Paid" checklist here:

https://docs.google.com/forms/d/e/1FAIpQLSfxnnfSlNd0NPhMoBWq-1D_xU5R8LS4xPhHNKIjfLQwStOUag/viewform?usp=header

Schedule a billing chat with Ericka:

https://calendly.com/ericka-dentalbillingdoneright/30min

Email Ericka:
[email protected]

Email Jen:

[email protected]

Send us Fan Mail

We pull back the curtain on a “busy” practice that bled revenue because trust replaced systems. A full audit, legal counsel, and a frank lunch reveal how missing chart prep, no route slips, and zero checks led to fraud risk and wild collections swings.

• redefining chart preparation as the operational backbone
• why custom route slips create visibility and accountability
• how one-person control hides errors and tempts fraud
• what a full revenue cycle audit uncovers beyond claims
• Medicaid compliance risks when notes don’t match billing
• legal strategy when a key staffer becomes a liability
• shifting in-house focus to chart prep and eligibility
• capturing every dollar with family account audits
• pros handle billing; team owns preparation and handoffs
• building guardrails with audits, reports and daily reviews

Grab the chart prep and end-of-day framework in the show notes
Please leave a review, subscribe for parts two and three, and share this with your doctor or a fellow office manager

Grab the Chart Prep & End of Day Checklist and Guide here:

https://ericka-aguilar-dental-billing-expert.kit.com/products/chart-prep-checklis

Registration Link for Diagnosis Codes on a Dental Claim Form Webinar:

https://dentiqhub-diagnosis-codes.vercel.app/

Get your Dental Billing Toolkit Here:

https://www.dentalbillingdoneright.com/the-dental-billing-toolkit

Download "The Most Underused Codes in Dentistry - And How to Get Them Paid" checklist here:

https://docs.google.com/forms/d/e/1FAIpQLSfxnnfSlNd0NPhMoBWq-1D_xU5R8LS4xPhHNKIjfLQwStOUag/viewform?usp=header

Schedule a billing chat with Ericka:

https://calendly.com/ericka-dentalbillingdoneright/30min

Email Ericka:
[email protected]

Email Jen:

[email protected]

Send us Fan Mail

Stop letting a benefits table decide your standard of care. We sit down with dental billing expert Ed to tear down the fear, myths, and mixed messages that keep teams from coding honestly, educating clearly, and treating confidently. From fluoride and adult sealants to SDF that literally shows patients a visible change, we talk through how to make prevention tangible and persuasive without hiding behind “what insurance allows.”

We get real about code 4346: when a gingivitis cleaning is performed, document it, submit it, and stop defaulting to prophy because it feels safer. You’ll hear why underutilization hurts reimbursement, how to manage downgrades and co-pays with straight talk, and why transparency plus consistency builds trust faster than “people-pleasing” benefit games. Ed shares the operational fixes that work: clinicians educate and treat; the front handles money and benefits. With set protocols for LBR, LAPT, and perio maintenance, case acceptance climbs—even in tough markets.

Then we shift into leadership and metrics. Treat your column like a business and aim for 3.5x your daily pay to sustain raises, instruments, and training. Design intentional schedules that blend perio maintenance, SRP, re-evals, and preventive services. Train smarter: integrate lasers and SDF to control disease and show results. We highlight common myths from seminars and social media that sabotage coding and scheduling, and we replace them with clear steps, aligned scripts, and practical KPIs, including 4346 utilization, perio maintenance rates, and photo documentation.

If you want ethical documentation, stronger production, and healthier patients without awkward fee chats, this conversation will become your playbook. Subscribe, share this with your team, and leave a quick review telling us the one change you’ll implement this week.

Registration Link for Diagnosis Codes on a Dental Claim Form Webinar:

https://dentiqhub-diagnosis-codes.vercel.app/

Get your Dental Billing Toolkit Here:

https://www.dentalbillingdoneright.com/the-dental-billing-toolkit

Download "The Most Underused Codes in Dentistry - And How to Get Them Paid" checklist here:

https://docs.google.com/forms/d/e/1FAIpQLSfxnnfSlNd0NPhMoBWq-1D_xU5R8LS4xPhHNKIjfLQwStOUag/viewform?usp=header

Schedule a billing chat with Ericka:

https://calendly.com/ericka-dentalbillingdoneright/30min

Email Ericka:
[email protected]

Email Jen:

[email protected]

Send us Fan Mail

If your perio percentage hovers around 15% while half your hygiene notes mention bleeding, you don’t have a production problem—you have a calibration problem. We sit down with Ed, a clinician-turned-hygiene coach with a billing background, to unpack how teams move from prophy habit to complete health care without losing trust or momentum. The through-line is simple: document what you see, code what you do, and speak with one voice so patients understand why it matters.

We start with measurement. Ed breaks down perio performance percentage and why healthy practices often land between 30 and 40 percent depending on demographics. From there, we map practical calibration: agreeing on diagnostic thresholds, choosing plain language that patients can repeat back, and separating clinical conversations from benefits talk. You’ll hear how co-diagnosis works when the dentist frames whole-body health and the hygienist details the treatment sequence, intervals, and home protocols.

Technology becomes a teaching tool rather than a crutch. CBCT helps illustrate bone changes, intraoral photos make bleeding undeniable, and saliva testing like OralDNA turns bacteria into a color-coded story patients can follow. We also explore Perio Protect and how reducing inflammatory load lets the body “recharge,” improving healing and even sleep. The hardest part—converting long-time prophy patients—gets easier with “show, do, tell” scripts, honest framing about updated standards of care, and seed planting that respects patient pace while protecting outcomes.

If you’re ready to raise perio performance with integrity, this conversation gives you the metrics, scripts, and workflows to get there. Subscribe, share with your hygiene lead, and leave a review telling us which change you’ll implement first.

Registration Link for Diagnosis Codes on a Dental Claim Form Webinar:

https://dentiqhub-diagnosis-codes.vercel.app/

Get your Dental Billing Toolkit Here:

https://www.dentalbillingdoneright.com/the-dental-billing-toolkit

Download "The Most Underused Codes in Dentistry - And How to Get Them Paid" checklist here:

https://docs.google.com/forms/d/e/1FAIpQLSfxnnfSlNd0NPhMoBWq-1D_xU5R8LS4xPhHNKIjfLQwStOUag/viewform?usp=header

Schedule a billing chat with Ericka:

https://calendly.com/ericka-dentalbillingdoneright/30min

Email Ericka:
[email protected]

Email Jen:

[email protected]

Send us Fan Mail

A candid look at why AR rises even when production is strong and how access, clarity, and team alignment restore cash flow. We share the biggest blockers we see inside practices—password chaos, clearinghouse issues, unread billing emails—and the simple systems that fix them.

• password and portal access as revenue gatekeeper
• EFT lockouts creating delays and aged AR
• Dentrix–Vine fallout and claim tracing discipline
• daily email reviews and statement ownership
• patient AR rising from unclear benefits and silence
• stronger benefit scripts to prevent “surprise” balances
• third-party alignment as team extension, not threat
• kickoff meetings for roles, tools, and expectations
• billers as end-of-cycle auditors spotting root causes
• repeatable rhythms for faster posting and fewer denials

If any of this resonated with you friends, feel free to leave a review, feel free to leave a comment, share this episode with someone who you feel would relate. And if you're interested in a billing consultation and seeing how fortune billing solutions can help you, go to the show notes. There's a link down below, and you can set up a time to meet with me.

Registration Link for Diagnosis Codes on a Dental Claim Form Webinar:

https://dentiqhub-diagnosis-codes.vercel.app/

Get your Dental Billing Toolkit Here:

https://www.dentalbillingdoneright.com/the-dental-billing-toolkit

Download "The Most Underused Codes in Dentistry - And How to Get Them Paid" checklist here:

https://docs.google.com/forms/d/e/1FAIpQLSfxnnfSlNd0NPhMoBWq-1D_xU5R8LS4xPhHNKIjfLQwStOUag/viewform?usp=header

Schedule a billing chat with Ericka:

https://calendly.com/ericka-dentalbillingdoneright/30min

Email Ericka:
[email protected]

Email Jen:

[email protected]

Send us Fan Mail

What if your dental practice's schedule management system worked like your most brilliant team member instead of just another piece of software? That's the game-changing perspective Lori Streeter brings to this episode as she unpacks how modern technology can transform dental scheduling from a headache into a powerful production driver.

From her beginnings as a 20-year-old dental employee to her current role as VP of US Expansion at Max Assist, Lori shares insights gained through decades of experience across multiple facets of dentistry. She illustrates the dramatic evolution from pegboard appointment books and manual recall cards to today's sophisticated AI-powered scheduling systems, highlighting how many practices still operate with inefficient processes that leave significant revenue opportunities untapped.

The conversation reveals a startling reality: while practices obsess over attracting new patients, they often overlook the approximately $500,000 in diagnosed but unscheduled treatment sitting in their existing patient records. With the right tools, this treatment can be efficiently scheduled, dramatically increasing production without requiring additional marketing efforts. Even practices that appear fully booked can benefit from optimized scheduling that ensures the most appropriate procedures fill each available time slot.

What distinguishes Max Assist from traditional patient communication software is its comprehensive approach to schedule management. Rather than simply sending appointment reminders, it integrates directly with practice management systems to provide actionable intelligence, identifies opportunities for filling appointments, tracks team performance for accountability, and functions as a virtual team member rather than just another tool. As Lori eloquently states, "Your tech should be part of your team."

Ready to transform your approach to schedule management? Listen now to discover how modern technology can help your practice maximize productivity while strengthening patient connections. Your schedule might be full—but is it optimized?

Registration Link for Diagnosis Codes on a Dental Claim Form Webinar:

https://dentiqhub-diagnosis-codes.vercel.app/

Get your Dental Billing Toolkit Here:

https://www.dentalbillingdoneright.com/the-dental-billing-toolkit

Download "The Most Underused Codes in Dentistry - And How to Get Them Paid" checklist here:

https://docs.google.com/forms/d/e/1FAIpQLSfxnnfSlNd0NPhMoBWq-1D_xU5R8LS4xPhHNKIjfLQwStOUag/viewform?usp=header

Schedule a billing chat with Ericka:

https://calendly.com/ericka-dentalbillingdoneright/30min

Email Ericka:
[email protected]

Email Jen:

[email protected]

Send us Fan Mail

Have you ever wondered what dentists truly value in their front office teams? This spontaneous episode reveals the surprising answer, and it hasn't changed in over a decade.

When a scheduled interview fails to materialize, I take the opportunity to share key insights from my journey developing a six-month dental administration school back in 2011. Frustrated by the lack of formal training programs for front office personnel and tired of dealing with qualified candidates who brought attitude problems or rigid ideas about practice management, I set out to create a solution that would shorten the learning curve and reduce turnover.

My research journey involved surveying more than 300 dental practices nationwide, asking dentists a deceptively simple question: "If your front office could be expert at one thing, what would it be?" The results were startlingly consistent—billing expertise and skillful handling of new patient calls dominated their responses. What's fascinating is that when I recently conducted a similar survey with 100 practices, the results remained virtually unchanged after all these years. Nine out of ten dental practice executives still prioritize billing knowledge, paired with strong communication skills for patient interaction.

Drawing from my unique experience as a dental industry professional since 1995—including roles as a consultant, practice partner, and acting owner for multiple locations—I've gained uncommon insights into what makes dental practices successful. Now I'm reaching out to you: what training would best serve your practice needs? Share your thoughts, and let me help you build the front office team your practice deserves.

Registration Link for Diagnosis Codes on a Dental Claim Form Webinar:

https://dentiqhub-diagnosis-codes.vercel.app/

Get your Dental Billing Toolkit Here:

https://www.dentalbillingdoneright.com/the-dental-billing-toolkit

Download "The Most Underused Codes in Dentistry - And How to Get Them Paid" checklist here:

https://docs.google.com/forms/d/e/1FAIpQLSfxnnfSlNd0NPhMoBWq-1D_xU5R8LS4xPhHNKIjfLQwStOUag/viewform?usp=header

Schedule a billing chat with Ericka:

https://calendly.com/ericka-dentalbillingdoneright/30min

Email Ericka:
[email protected]

Email Jen:

[email protected]