Dental Billing & Insurance Coordination
Dental Billing & Insurance Coordination from Soft Home Global costs $1,600 per seat per month. That is one full time trained person, forty hours a week, working United States business hours inside your own system. One seat, one month, cancel any time. On request. Nobody on our floor does that work yet. Ask, and we tell you in writing whether and when we can put a trained person in the seat, before you pay anything.
Dental runs on detail a coverage-active check never shows: two policies to coordinate, an annual maximum that resets on the plan's own year and then gets spent, waiting periods, frequency limits, missing-tooth and replacement clauses, alternate benefit rules. Read thinly, the front desk quotes a number that turns out to be wrong, the patient gets a bill months after the work, and the practice either writes it off or argues with someone it wants to keep treating.
Video transcript
- Dental billing: checks benefits before the visit.
- Coordinates benefits across a patient's two plans.
- Gets the carrier's written answer before treatment.
- Appeals each denial with the dentist's notes.
What the seat actually does
- Checks the benefit before the appointment: maximum used to date, deductible, waiting periods, frequency history, downgrades, and writes down what the carrier would not confirm.
- Applies the standard order-of-benefits rules when a patient carries two plans, confirms the order with both carriers, and records how the secondary coordinates.
- Assembles the predetermination in the carrier's format around the dentist's narrative, radiographs and charting, then follows up in the portal for the written answer.
- Builds the treatment plan estimate the front desk presents: what the plan should pay, what the patient owes, what sits outside the benefit entirely.
- Submits the claim on the dentist's CDT code selection with the attachments that carrier requires, and confirms receipt instead of assuming a sent claim arrived.
- Works denials by reason, frequency, replacement clause, alternate benefit, missing attachment, files the appeal with the dentist's documentation, and logs the pattern.
What it costs
$1,600
On request Nobody on our floor does that work yet. Ask, and we tell you in writing whether and when we can put a trained person in the seat, before you pay anything.
Per seat, per month, in US dollars. Full time, forty hours a week, on US hours — not per hour, not per claim, and never a share of your collections.
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How a seat starts
Every seat works from our office in Rawalpindi, Pakistan, on your hours, logged into your own system rather than ours. Some payer contracts and some state Medicaid programs restrict or require disclosure of offshore access — Medicare Advantage plans in particular require First Tier/Downstream/Related Entity oversight, which can mean disclosing us as a subcontractor — so check yours before placing a restricted queue on this seat. More on /security/.
You issue one named login. We sign the Business Associate Agreement before it is used. We agree the numbers you will judge the seat on, which you pick and you measure. Then we train for about a week on your workflow and the seat starts. Every Friday you get a written report of what was done, what the numbers were, and what went wrong.
Questions
How much does dental billing & insurance coordination cost?
$1,600 per seat per month. That is a full time person, forty hours a week, working United States business hours. Not per hour, not per claim, and not a percentage of what you collect. This seat is on request. Nobody on our floor does that work yet. Ask, and we tell you in writing whether and when we can put a trained person in the seat, before you pay anything.
Is there a minimum contract?
One seat for one month, cancellable with thirty days notice. There is no annual lock-in.
Do we have to change systems?
No. The work happens inside whatever you already use, through a named login you issue. We do not sell software and we do not route your data through anything of ours.
How quickly can a seat start?
This seat is on request. Nobody on our floor does that work yet. Ask, and we tell you in writing whether and when we can put a trained person in the seat, before you pay anything.
Do your people work inside our practice software, or somewhere of yours?
Yours. The seat logs into your practice management software and your carrier portals on a named user account with the permissions you set, so you can allow verification and claim preparation while holding submission rights back until you trust the work. Nothing is copied into a system of ours. The real constraint is access: if your software is only reachable over a slow remote desktop session, throughput drops, and if a portal will not issue a second user login the seat cannot see what is in it. Tell us which system and which portals you use before you buy the seat, not after.
Can the seat decide what treatment gets submitted, pick the code, or write the clinical narrative?
No, and that line matters. Whether a tooth needs a crown, whether the charting supports the perio treatment, which CDT code the work belongs under and what the narrative says are the dentist's calls. The seat holds no license and has no business making them. What it does is assemble: pull the radiographs, the charting and the note the dentist has already written, build the predetermination in the carrier's format, and flag where the documentation will not carry the request before it goes. Where the note is thin you get a question back, not an invented justification.
Who is responsible when the estimate we gave the patient turns out to be wrong?
You are, and no verification changes that. What a carrier states on the phone or shows in a portal is a quote of benefits, not a promise to pay, and a predetermination is not a guarantee of payment either. Both can be read against claims the carrier has not finished processing, and against a maximum another office is spending the same week. What the seat can do is make the quote defensible: who was spoken to, the reference number, the date and the exact benefit quoted, written into the account. Present the number to the patient as an estimate, and say so on the form.
We are a two-chair practice. Is a full-time seat too much for us?
Possibly, and it is cheaper to hear that now. A seat is one full-time person, and a small schedule does not generate a full week of verifications, predeterminations, claims and follow-up. Below that volume the sensible options are to fold this work into a wider seat that also runs patient billing and recall, or to keep it at the front desk and buy the seat when the schedule justifies it. Seats are paid a month at a time in advance, no contract, and you can stop after any month, so nothing traps you. A seat idle half the week is still money spent.
How is patient data handled from overseas?
A Business Associate Agreement is signed before anyone is given access. The seat works from our floor in Rawalpindi on a company machine, under a named individual login in your system rather than a shared account, so every action is attributable in your own audit trail. Nothing is downloaded locally, and patient detail does not go into email or chat. No such thing as a HIPAA certification exists to hold. On SOC 2 and ISO 27001, ask for the report, its date, its type and its scope rather than a yes or a no, and you will get that from us directly. If your own policy requires United States based staff or access, we are not the right supplier, and you should hear that on the first call.
Next step
Ask whether we can staff a dental billing & insurance coordination seat
$1,600 a month once it is staffed. Nobody on our floor does that work yet. Ask, and we tell you in writing whether and when we can put a trained person in the seat, before you pay anything.
Or write to ops@softhomeglobal.com