Dental production looks strong on paper.Collections tell a different story every month.
Missed calls, unverified insurance, aging claims, and treatment follow-up gaps cost dental practices thousands every month. HBS gives you an embedded operations team — calls, billing, insurance verification, RCM, and admin support — at 70% less than hiring in-house dental staff.
Hired Billing Support is the remote dental operations team that closes that gap. Insurance verification, claims, AR follow-up, write-off recovery, front desk relief — all inside your PMS, working like your in-house team. So your office can focus on patients, not on chasing payers.
You already know how this goes.
It's Tuesday. The schedule is full. You are three minutes behind on every patient.
Your front desk is on hold with Delta Dental — again — trying to verify benefits for a patient who walked in fifteen minutes ago. A new patient call is ringing. Nobody can answer it. The hygiene patient is sitting in the waiting room with a clipboard nobody has time to review.
Meanwhile, last month's claims are still sitting. The PPO write-offs from January are confusing. The aging report has 90+ day buckets that nobody has touched since the office manager went on maternity leave. Your last hygiene block had two openings that did not get filled because nobody had time to work the recall list.
You produced great numbers last month. You know you did.
So why does the bank account not reflect it?
You do not have a marketing problem. You have an operational throughput problem.
Dental growth does not only depend on more marketing. It depends on what happens after the patient calls.
Your practice is producing more than your back office can clean up. The more you grow, the wider the gap gets.
Calls come in while patients are being checked in. Insurance verification is delayed. Treatment plans are not followed up consistently. Claims are submitted but not tracked. AR is reviewed too late. Outbound calls get skipped. Admin tasks pile up.
Revenue leaks through small daily gaps that individually seem manageable but collectively cost thousands every month.
- Calls missed during peak hours30-40%
- Front desk time spent on verification calls15-25 hrs/wk
- Claims submitted with at least one error25-30%
- Recoverable AR sitting past 90 days$8-15k
- Monthly production lost to unfilled hygiene$3-5k
- Treatment plans lost to follow-up gaps12-18%
- Patient inquiries that never convert20-30%
We do not replace your team. We are the operational layer your team has been waiting for.
Hired Billing Support gives you a dental-trained remote operations team that lives inside your practice management software. Same logins. Same workflows. Same SOPs. We answer your calls, verify your insurance, submit your claims, follow up on AR, work your recall list, manage your admin tasks, and support your patient communication — and we do not take PTO during your busiest week.
You will have specific people assigned to your practice. They will learn your codes, your PPO contracts, your providers, your patients' names. They will feel like staff — because operationally, they are.
We adapt to your process, not the other way around. Your front desk should not have to change how they work just because you added support.
The full dental operations stack.
Pick the layers you need. Run one service, or hand us the entire back office. Every service runs inside your existing software and workflow.
Inbound Call Support
New patient inquiries, scheduling requests, insurance questions, billing questions, treatment questions, and follow-up calls — answered, documented, and routed without overwhelming your in-office team. No more missed calls during check-in or lunch rush.
Outbound Call Support
Appointment reminders, recall calls, treatment plan follow-up, no-show follow-up, patient balance follow-up, hygiene reactivation, and new patient inquiry callbacks — consistent outbound communication that turns missed opportunities into scheduled care.
Dental RCM Support
Dental billing, CDT-coded claim submission, claim follow-up, payment posting, denial management, PPO write-off review, underpayment appeals, insurance aging review, and production-to-collection visibility. Clean-claim rate above 98%.
Insurance Verification
Eligibility checks, benefits breakdown, PPO plan verification, deductibles, co-pays, annual maximums, frequency limitations, waiting periods, pre-authorization support — all documented inside your chart 48 hours before the appointment.
AR & Claim Follow-Up
Every aging bucket worked — 30, 60, 90, 120+. Payer calls, re-submissions, narrative appeals, denial categorization, and payment resolution. Most dental clients see AR days drop below 25 within 90 days.
Treatment Plan Follow-Up
Patients who said yes to treatment but never scheduled get consistent, professional follow-up. Unscheduled treatment reports reviewed daily. Warm outreach converts treatment acceptance into completed care and collected revenue.
Administrative Support
Patient data entry, appointment coordination, form follow-up, documentation organization, insurance document collection, daily task queue support, provider schedule support, referral management, and reporting support — the remote admin layer that keeps operations moving.
Patient Communication Support
Patient billing questions answered with clarity and empathy. Statements sent on schedule. Balance follow-up without making patients feel hounded. Insurance explanation support. Post-treatment communication that builds loyalty, not friction.
Every patient call answered. Every follow-up tracked.
HBS supports the full patient communication cycle — from the moment a phone rings to the follow-up that closes the loop. Your front desk handles patients in the chair. We handle the phones and the outreach.
Benefits verified before the patient sits down.
Insurance confusion delays treatment, frustrates patients, and creates claim errors. HBS verifies coverage 48 hours before the appointment — so your team presents treatment with confidence, not guesswork.
Collect patient and insurance details
Patient demographics, insurance ID, group number, subscriber information, and secondary coverage details pulled from the schedule and patient record.
Check eligibility and active coverage
Eligibility confirmed with the payer — plan active, patient covered, effective dates validated, network status confirmed for the rendering provider.
Break down benefits and limitations
Deductibles, co-pays, co-insurance, annual maximums, remaining benefits, frequency limitations, waiting periods, age limitations, and downgrades — all documented clearly.
Review treatment-specific coverage
Coverage confirmed for the specific procedures scheduled — including missing tooth clauses, PPO fee schedule confirmation, and pre-authorization requirements flagged if applicable.
Document verification notes in your system
All verification details entered directly into the patient chart inside your practice management software. Front desk sees everything before the patient arrives. No separate reports to check.
Flag unclear coverage for review
If coverage is unclear, limitations are unusual, or plan details do not match expected benefits, the issue is flagged for the office before the appointment — not discovered at the chair.
From claim readiness to collected revenue.
Production does not automatically become collections. Claims need to be clean, submitted fast, tracked actively, and followed up aggressively. HBS manages every step of the dental revenue cycle.
We do not sit outside your practice. We sit inside it.
HBS works inside your existing dental software, follows your SOPs, and communicates through your channels. You do not need to change how you run. We adapt to you.
We log into your software.
Open Dental. Dentrix. Eaglesoft. Curve. Denticon. CareStack. We work where you work. No exports, no portals, no "email us the file."
We follow your workflow.
We learn your SOPs, fee schedules, appointment types, provider notes, write-off rules, payer mix, and office processes. We plug into how you already run.
We report to your team.
Daily Slack, Teams, or email updates. Weekly KPI review. Monthly working sessions. We function as a department inside your practice, not a vendor on the outside.
We use your communication tools.
Our team is on your channels. They answer patient calls from your number. They email from your domain. To everyone outside — they are your practice.
AI supports the repetitive work. Humans handle the conversations and decisions.
You do not want a chatbot calling Delta Dental. You do not want AI explaining a $1,200 balance to a confused patient. Neither do we. AI handles the tracking. Humans handle the judgment.
Automated eligibility checks — coverage pulled in under 30 seconds
Claim scrubbing against payer rules before submission
Call queue monitoring and routing with priority detection
Denial categorization and pattern tracking by payer and reason
Follow-up reminders, task queue management, and deadline tracking
Reporting dashboards — production, collection, AR aging, call volume
Patient phone conversations — scheduling, questions, billing support
Insurance verification calls that require live payer interaction
Treatment plan follow-up with empathy and clinical context
Claim appeal narratives and payer escalation calls
PPO write-off review and underpayment appeal decisions
AR judgment calls — which claims to push, which to write off, when to escalate
Measurable improvement across every part of dental operations.
Pulled from active dental clients across general, cosmetic, ortho, perio, pediatric, and multi-location practices.
Patient calls answered
Fewer missed calls, fewer lost new patients, fewer voicemails that never get returned.
Insurance verified ahead
Benefits documented in the chart before the patient sits down. No more chair-side scrambling.
First-pass clean claim rate
CDT-coded, attachment-included, payer-validated claims submitted within 24 hours of the procedure.
AR days from 47-day baseline
Every aging bucket worked. Payer calls made. Re-submissions filed. AR days drop within 90 days.
Monthly collections lift
Average collections increase across active dental clients — same production, more money in the bank.
PPO write-off recovery
Average recovery in the first 60 days from write-offs that should not have been written off.
Why not just hire another front desk person?
You already tried. That is why you are reading this. More staff does not automatically fix broken workflows. Let us do the comparison honestly.
We support dental practices of every size and specialty.
Whether you are a solo practice managing everything yourself or a DSO standardizing operations across locations, HBS adapts to how you work.
Solo Dental Practices
One doctor, small team, wearing every hat
General Dental Clinics
Multi-provider practices with growing volume
Cosmetic Dentists
High-value cases, complex treatment plans
Dental Service Organizations
Multi-location groups needing standardization
Orthodontic Practices
Long treatment cycles, insurance phase tracking
Pediatric Dental Practices
High patient volume, parent communication
Oral Surgery Practices
Pre-authorization, medical cross-coding
Periodontics & Specialty
Frequency limitations, complex payer rules
Multi-Location Groups
Centralized billing, distributed operations
Common questions from dental practices considering HBS.
How does HBS handle inbound calls for my dental practice?+
What dental software does HBS work with?+
How does dental insurance verification work with HBS?+
Can HBS handle outbound calls like recall and treatment follow-up?+
How does HBS manage dental AR and claim follow-up?+
Does HBS provide remote administrative support for dental offices?+
How quickly can HBS get started with my dental practice?+
Is HBS HIPAA compliant?+
Send us your production report and aging summary. We will show you where the gap is.
Within 5 business days, we will come back with a free audit showing exactly where revenue is leaking — missed calls, unverified insurance, unworked AR, treatment follow-up gaps — and what we would do about it. No pitch. No pressure. If the audit shows you do not need us, we will tell you.