There’s a lot that goes into running a dental practice—treatment planning, managing your team, and keeping patients happy.
But one part that never gets easier? Making sure you continually improve dental collections and get paid.
Between insurance delays, short staffing, and patients who don’t fully understand what they owe, collections can quietly pile up and turn into a real problem.
And when your team is already stretched thin, chasing down payments just adds more stress to the day-to-day.
The good news is, you don’t need to overhaul your entire system. A few simple updates—clearer communication, better use of technology, and more consistent follow-up—can make a big difference.
Let’s take a closer look at what might be slowing down payments and how you can start fixing it – one step at a time.
Why Collections Are Still Tough Right Now
Let’s break it down:
1. Your Team’s Probably Doing Too Much Already
Hiring good admin staff has been rough lately. Whether you’re short on an insurance coordinator or your front desk is pulling double duty, it’s easy for things like claim follow-up or unpaid patient balances to fall through the cracks. Unfortunately, when those get delayed, so does your cash flow.
2. Patients Are Still Confused About What They Owe
You know the drill—you explain a treatment plan, insurance kicks back a weird amount, and the patient has no clue why they owe more than expected. They’re not trying to skip out on the bill; they’re just genuinely confused. And confused patients pay slower.
3. You’re Probably Still Mailing Paper Statements
If you’re still relying on snail mail and manual payments, you’re leaving money on the table. Digital tools can automate reminders, speed up insurance checks, and let patients pay on their phones. It’s easier for everyone, especially your team.
So, How Do You Get Paid Faster?
Here’s what’s actually working in dental offices right now:
1. Talk Money Early
Have the financial conversation upfront. It doesn’t have to be awkward—just walk patients through what their insurance might cover, what they’ll owe, and how/when they can pay.
Our Tip: Have every new patient sign your financial policy during their first visit. That way, if there’s ever confusion, your team has something to refer back to.
2. Look for Patterns in Your AR
Don’t just pull aging reports once a month and hope for the best. Look for trends.
Is there a certain insurance company dragging their feet? Are patients slower to pay during summer months?
Use your practice software to spot the slowdowns and fix them faster.
3. Don’t Wait a Month to Follow Up
If you’re only reviewing accounts receivable (AR) once a month, you’re already behind. Make it a weekly habit. Focus on the bigger balances, organize them by how late they are, and assign specific team members to follow up.
Some offices even automate reminder emails and texts to patients with overdue balances.
4. Make It Easier for Patients to Pay
Think about your own life—do you prefer paying bills online or mailing a check? Exactly. Your patients are no different.
Here’s what works great right now:
- Online payment portals
- Text-to-pay after appointments
- Payment plans for big procedures
- Integrating with CareCredit or Sunbit for financing
5. Invest in Your Front Desk
Collections aren’t just about systems—they’re about people. Your front office team needs to feel confident talking about money, handling tough conversations, and working with your billing software. A little training can go a long way toward fewer awkward conversations and better results.
What Other Practices Are Doing That Works
Here are a few examples from other dental offices we’ve worked with:
💡 Upfront Deposits: A pediatric dentist in Texas started asking for a 30% deposit on treatments over $500. It cut cancellations by 40% and made cash flow way more predictable.
💡 Patient App: A general practice in Ohio started using a patient app that lets patients view treatment plans and pay from their phone. Collections jumped 22% in three months.
💡 Supply Savings: Some dentists are easing financial stress by negotiating lab and supply costs. It doesn’t solve collections, but it creates breathing room.
Collections Don’t Have to Be a Nightmare
Improving collections isn’t about being pushy—it’s about setting clear expectations, following up, and making it easier for patients to pay.
And you don’t have to fix everything at once. Start small: maybe it’s reviewing AR weekly or switching to a better billing system.
Here at Virjee Consulting, we help dentists with exactly this kind of stuff every day – tightening up collections, improving cash flow, and getting the business side of things working just as smoothly as your clinical care.
Want help figuring out what’s slowing you down? Let’s talk.
We’ll look at what’s going on behind the scenes and help you map out a plan that fits your practice.
Simply use the form below to book a call with our team. We’re always here to help.
Until next time!
