Dental Claims Cleanup
Implementation PlaybookDSO Β· Group Practice

Dental Claims Cleanup

Step-by-step implementation guide β€” pre-implementation checklist, onboarding, staff training, go-live runbook, and ROI tracking.

Dental Claims Cleanup β€” Implementation Playbook (DSO)

Dental Claims Cleanup Implementation Playbook

Revenue Cycle AI for Dental Support Organizations


1. Executive Summary

What This Tool Does

Dental Claims Cleanup is an AI-powered revenue cycle management solution that automatically scrubs, validates, and optimizes dental claims before submission. The platform identifies coding errors, missing attachments, incomplete documentation, and payer-specific requirements in real-time, dramatically reducing claim denials and accelerating reimbursement cycles.

Why DSOs Benefit from Revenue Cycle AI at Scale

Scale Advantages: With 15–50 locations processing thousands of claims monthly, even a 1% improvement in first-pass acceptance rate translates to hundreds of thousands in recovered revenue annually. AI-driven claims cleanup eliminates the variability of human review across locations and shifts your revenue cycle from reactive denial management to proactive error prevention.

Standardization Value: Revenue cycle performance is notoriously inconsistent across locations due to varying staff expertise, training quality, and local payer nuances. This AI layer creates a standardized "claims intelligence" function that applies consistent validation logic across your entire portfolio, regardless of individual staff tenure or skill level.

Data Aggregation Power: As claims flow through the system across all locations, the AI learns payer-specific patterns, identifies systemic coding issues, and surfaces insights invisible at the single-practice level. This aggregate intelligence becomes a strategic assetβ€”enabling you to benchmark location performance, identify training gaps, and negotiate more effectively with payers.

Expected Implementation Timeline

Phase Timeline Milestone
Decision to Contract Signed 2–3 weeks Vendor selection, legal review, BAA execution
Pre-Implementation & Setup 2 weeks Technical readiness, stakeholder alignment
Pilot Wave (2–3 locations) 4 weeks Validate configuration, refine workflows
Wave 2 (5–8 locations) 4 weeks Expand with lessons learned
Wave 3+ (Remaining locations) 6–8 weeks Full deployment, optimization
Total: Decision to Full Deployment 18–25 weeks Dependent on location count and complexity

2. Pre-Implementation Checklist (Weeks 1–2)

Technical Requirements

Hardware (Per Location)

☐ Verify workstations meet minimum specs (Windows 10/11, 8GB RAM, modern browser) ☐ Confirm dedicated workstation for billing staff with dual monitors (recommended) ☐ Validate printer/scanner functionality for attachment workflows

Software

☐ Current PMS version documented (Dentrix G7+, Eaglesoft 21+, Open Dental 22.1+) ☐ Browser compatibility confirmed (Chrome v90+, Edge v90+) ☐ Clearinghouse integration identified (specify primary: NEA, Tesia, DentalXChange, etc.)

Network

☐ Minimum 25 Mbps upload/download per location (50+ recommended for high-volume) ☐ Firewall rules documented for required outbound connections ☐ VPN configuration mapped if centralized traffic routing exists

Integrations

☐ Clearinghouse API access confirmed or credentials obtained ☐ PMS integration method identified (direct API, HL7, file-based) ☐ πŸ”΅ Vendor integration questionnaire completed and returned

Vendor Onboarding Steps

Step Owner Timeline
πŸ”΅ Kick-off call scheduled with vendor implementation team Central IT Day 1
πŸ”΅ Implementation manager assigned (get direct contact info) Vendor Day 1–2
πŸ”΅ Technical requirements document received and reviewed Central IT Day 2–3
πŸ”΅ Integration scope finalized (which PMS, which clearinghouses) Central IT + Vendor Day 3–5
BAA fully executed and filed Legal/Compliance Day 5–7
πŸ”΅ Project timeline and milestone schedule confirmed Project Lead Day 7

Key Vendor Contacts to Establish

☐ Implementation Project Manager (your primary contact) ☐ Technical Integration Specialist ☐ Training Coordinator ☐ Support Escalation Contact (for go-live) ☐ Customer Success Manager (post-launch)

Data/Access Prerequisites

Credentials & Access

☐ PMS admin credentials for each location (or centralized if enterprise) ☐ Clearinghouse portal admin access ☐ πŸ”΅ Vendor portal accounts created for project team ☐ API keys generated for clearinghouse integration (if applicable) ☐ Test claim data exported from PMS (50–100 claims per location for validation)

Historical Data (If Applicable)

☐ 🟣 Decision: Will historical claims be imported for trend analysis? ☐ If yes: Export format confirmed with vendor (CSV, X12, proprietary) ☐ Date range for historical import defined (typically 6–12 months)

Internal Stakeholder Alignment

🟣 Approval Required

Decision Approver Target Date
Budget authorization for implementation CFO/Finance Week 1
Scope confirmation (locations, timeline) VP Operations Week 1
Data governance and security sign-off Compliance Officer Week 1
Staff time allocation for training Regional Managers Week 2

Inform/Align (No Formal Approval Needed)

Stakeholder Communication Method Message Focus
Board/Investors 🟣 Brief at next meeting or written update Strategic rationale, expected ROI
Chief Dental Officer 1:1 briefing Clinical workflow impact, provider experience
Regional Managers Group call or webinar Rollout timeline, their role, location support
Office Managers (all locations) Email + FAQ document What's coming, why it matters, training expectations
Billing Staff Email from Office Manager Positive framing, timeline, training details

Baseline Metrics to Capture BEFORE Go-Live

⚠️ Critical: Without baseline metrics, ROI cannot be measured. Invest the time here.

Standardized Metrics (Measure Identically Across All Locations)

Metric Definition Source Measurement Period
First-Pass Acceptance Rate % of claims accepted on initial submission Clearinghouse reports 90 days pre-launch
Claim Denial Rate % of claims denied (any reason) Clearinghouse reports 90 days pre-launch
Days in A/R Average days from claim submission to payment PMS aging report 90 days pre-launch
Denial Rework Time Average hours spent per denial Manual time tracking 2-week sample
Cost Per Claim Total RCM labor cost / claims submitted Payroll + volume data 90 days pre-launch
Top 5 Denial Reason Codes Frequency ranking of denial reasons Clearinghouse reports 90 days pre-launch
Claims Submitted Per FTE Monthly claim volume / billing FTE PMS + payroll 90 days pre-launch

How to Standardize Measurement

☐ Create a shared reporting template (Excel/Google Sheets) with exact formulas ☐ Assign one central analyst to validate data from each location ☐ ⚠️ Ensure date ranges are identical across locations ☐ Document any location-specific anomalies (e.g., recent clearinghouse change, staff turnover)

Enterprise-Level Requirements

Network Standards Across Locations

☐ Confirm network segmentation policy (does claims data traverse separate VLAN?) ☐ Document egress filtering rules that may block vendor connections ☐ Identify locations with non-standard network configurations

Hosting Model Decision

🟣 Executive Decision Required:

Option Pros Cons
Centralized/Cloud Simplified management, single configuration, better analytics Dependent on internet connectivity
Hybrid (Cloud + Local Cache) Some offline capability More complex support

Recommendation: Cloud-hosted is standard for this tool category and recommended for DSOs.

Identity & Access Management

☐ SSO integration scope defined (Okta, Azure AD, Google Workspace) ☐ πŸ”΅ Vendor SSO capabilities confirmed ☐ Role-based access model mapped:

  • Super Admin (Central IT)
  • Regional Admin (Regional Managers)
  • Location Admin (Office Managers)
  • User (Billing Staff)
  • Read-Only (Executives, Analysts)

Centralized Credentialing

☐ Provider NPI database current and centralized ☐ Location-level tax IDs and billing NPIs documented ☐ Payer enrollment status verified for all locations


3. Location Readiness Assessment

Scoring Framework

Rate each location on the following factors using a 1–5 scale:

Factor 1: IT Infrastructure Maturity

Score Criteria
5 Fiber internet (100+ Mbps), hardware <3 years old, current PMS version, IT support on-call
4 High-speed internet (50+ Mbps), hardware <5 years old, PMS 1 version behind, responsive IT
3 Adequate internet (25+ Mbps), mixed hardware ages, PMS 2 versions behind
2 Inconsistent internet, aging hardware (5+ years), outdated PMS, limited IT access
1 Frequent connectivity issues, hardware failures common, PMS significantly outdated

Factor 2: Staff Tenure and Adaptability

Score Criteria
5 Low turnover (<10%/year), billing team 3+ years tenure, history of successful tech adoption
4 Moderate turnover (10–20%/year), billing lead 2+ years tenure, generally positive about tech
3 Average turnover (20–30%/year), mixed tenure, neutral toward new technology
2 High turnover (30–40%/year), recent billing staff changes, some tech resistance
1 Very high turnover (40%+/year), new billing team, demonstrated tech resistance

Factor 3: Patient Volume (Impact vs. Risk)

Score Criteria
5 High volume (800+ patients/month), experienced team can handle change, high ROI potential
4 Moderate-high volume (600–800/month), stable operations, good ROI potential
3 Moderate volume (400–600/month), balanced risk/reward
2 Lower volume (200–400/month), limited ROI impact, but lower risk for piloting
1 Very low volume (<200/month), minimal impact, deprioritize unless strategic reason

Note: For pilot selection, moderate volume (score 3) may be preferable to reduce risk while still validating.

Factor 4: Existing Tech Stack Compatibility

Score Criteria
5 PMS and clearinghouse on vendor's "certified integration" list, no custom workflows
4 PMS on certified list, clearinghouse requires minor configuration, minimal customization
3 PMS compatible with standard integration, some workflow adaptation needed
2 PMS requires custom integration work, clearinghouse not directly supported
1 Legacy PMS, significant integration barriers, heavy custom workflows

Factor 5: Local Champion Availability

Score Criteria
5 Office manager or lead provider is tech-forward, explicitly volunteered to pilot
4 Office manager comfortable with technology, willing to lead implementation
3 No clear champion, but no resistance; will need external support
2 Office manager hesitant, will require significant change management support
1 Active resistance from location leadership, recommend deferring deployment

Composite Scoring

Location IT (1-5) Staff (1-5) Volume (1-5) Tech Stack (1-5) Champion (1-5) Total (25)
Example: Maple St 4 5 3 4 5 21
Example: Downtown 3 3 5 4 2 17
...

Wave 1 Pilot Selection Criteria

Select 2–3 locations that meet ALL of the following:

  • Composite score β‰₯ 18
  • Champion score β‰₯ 4
  • Tech Stack score β‰₯ 4
  • Volume score of 3 (moderateβ€”enough to validate, not so high that issues are catastrophic)
  • Geographic diversity (if locations span regions, include one from each to test regional support model)

Wave 2 Selection Criteria

  • Composite score β‰₯ 15
  • Tech Stack score β‰₯ 3
  • No Factor below 2
  • Include at least one high-volume location to stress-test

Wave 3+ (Remaining Locations)

  • All remaining locations in descending composite score order
  • Locations scoring ≀ 10 require remediation plan before deployment:
    • IT upgrades
    • Staff training/replacement
    • Champion identification or external support assignment

4. Rollout Strategy

Wave Location Count Duration Selection Criteria
Wave 1: Pilot 2–3 locations 4 weeks Highest readiness (β‰₯18), strong champions, moderate volume
Wave 2: Expansion 5–8 locations 4 weeks High readiness (β‰₯15), validated playbook, include one high-volume
Wave 3: Scale 10–15 locations 4 weeks Moderate readiness (β‰₯12), leverage champion network
Wave 4: Completion Remaining 4–6 weeks All remaining, remediation complete for low scorers

Buffer Between Waves

🟣 Allow 1 week between waves for:

  • Lessons learned documentation
  • Training material refinement
  • Configuration adjustments
  • Support process optimization

Wave 1 Pilot Design

Pilot Location Selection Rationale

Choose locations that: βœ“ Are set up for success (reduce risk of false negative) βœ“ Represent your broader portfolio (include different PMS versions, payer mixes) βœ“ Have champions who will provide candid feedback βœ“ Are not your "flagship" locations (avoid political pressure to succeed prematurely)

Pilot Timeline (4 Weeks)

Week Activities
Week 1 Configuration, integration testing, champion training
Week 2 Staff training, parallel run begins (AI scrubs claims, humans review before submit)
Week 3 Full go-live, daily check-ins, issue resolution
Week 4 Performance assessment, documentation, go/no-go decision

Go/No-Go Criteria

To Advance from Wave 1 to Wave 2:

Criteria Threshold Measurement
System Availability β‰₯ 99% uptime Vendor dashboard
Integration Stability Zero critical integration failures in final 7 days Support tickets
User Adoption β‰₯ 90% of claims processed through system PMS/vendor volume comparison
First-Pass Rate No degradation from baseline (improvement not required for pilot) Clearinghouse data
Staff Satisfaction Average rating β‰₯ 3.5/5 on training effectiveness Pulse survey
Champion Confidence All champions recommend proceeding Direct feedback

🟣 Go/No-Go Decision Meeting

  • Attendees: VP Operations, Project Lead, Pilot Champions (video), Vendor Implementation Manager
  • Timing: Wave 1 Day 25 (5 days before Wave 2 scheduled start)
  • Output: Formal decision documented, communicated within 24 hours

Rollback Plan

If a Wave Fails (Does Not Meet Go/No-Go Criteria):

Immediate (Within 24 Hours): ☐ Vendor escalation call scheduled ☐ Root cause analysis initiated ☐ Affected locations notified (Office Managers, billing staff) ☐ Wave 2 start date postponed

Short-Term (Days 2–5): ☐ Decision: Fix and retry vs. partial rollback vs. full wave rollback ☐ If full rollback: Revert to pre-implementation workflow ☐ Staff communication: "We've paused to address [issue], not canceling" ☐ Timeline for re-attempt established

Rollback Does NOT Affect Other Waves:

  • Already-deployed locations continue operating
  • Upcoming waves pause until root cause resolved
  • Each wave operates independently

5. Configuration & Integration (Weeks 2–3)

Practice Management System Integration

Dentrix Integration (Step-by-Step)

Step Action Owner Time Notes
1 πŸ”΅ Request Dentrix API documentation from vendor Vendor 1 day
2 Enable Dentrix API access in Office Manager Central IT 30 min Requires admin credentials
3 Generate API key in Dentrix Central IT 15 min Document key securely
4 πŸ”΅ Provide API key to vendor via secure portal Central IT 15 min Never email credentials
5 πŸ”΅ Vendor configures connection Vendor 1–2 days
6 Validate connection with test claim Central IT + Vendor 1 hour ⚠️ Use real-looking test data
7 Verify patient data mapping (name, DOB, insurance) Central IT 2 hours Spot-check 20 records
8 Verify procedure code mapping Central IT 2 hours Confirm CDT codes translate correctly
9 ⚠️ Test insurance eligibility lookup Central IT 1 hour Common failure point
10 Document any field mapping exceptions Central IT 1 hour

Eaglesoft Integration (Step-by-Step)

Step Action Owner Time Notes
1 πŸ”΅ Confirm Eaglesoft version compatibility Vendor 1 hour v21+ required
2 Install Eaglesoft API bridge (if required) Central IT 2 hours πŸ”΅ Vendor provides installer
3 Configure Patterson API credentials Central IT 30 min Through Patterson account
4 πŸ”΅ Vendor establishes secure connection Vendor 1–2 days
5 Run connection diagnostic Central IT 30 min πŸ”΅ Vendor provides tool
6 Map insurance tables Central IT 3 hours ⚠️ Eaglesoft insurance naming varies
7 Validate claim export format Central IT 1 hour
8 Test end-to-end claim flow Central IT + Vendor 2 hours

Open Dental Integration (Step-by-Step)

Step Action Owner Time Notes
1 Enable Open Dental API in Setup > Miscellaneous Central IT 15 min
2 Create API user with limited permissions Central IT 30 min Read claims, write status only
3 πŸ”΅ Provide API endpoint URL to vendor Central IT 15 min
4 πŸ”΅ Vendor tests connection Vendor 1 day
5 Configure program link (if using bridge) Central IT 1 hour
6 Validate insurance plan mapping Central IT 2 hours Open Dental's subscriber system is unique
7 Test claim scrubbing on 10 sample claims Central IT 2 hours

Clearinghouse Integration

Step Action Owner Time
1 Document current clearinghouse (NEA, Tesia, DentalXChange, other) RCM Team 1 hour
2 πŸ”΅ Vendor confirms clearinghouse compatibility Vendor 1 day
3 Obtain clearinghouse API credentials RCM Team 1–3 days
4 πŸ”΅ Vendor configures clearinghouse connection Vendor 1–2 days
5 ⚠️ Test claim submission through new workflow RCM Team 2 hours
6 Test ERA/835 receipt (if applicable) RCM Team 2 hours
7 Validate payer-specific routing RCM Team 3 hours

Test Environment Setup

Validation Checklist

☐ Test environment URL confirmed (separate from production) ☐ Test user accounts created (mirroring production roles) ☐ Sample data loaded (50 claims minimum per location type) ☐ All integrations connected to test systems (not production PMS/clearinghouse) ☐ Test claim submission pathway verified (does NOT submit to real payers) ☐ ⚠️ Test data does NOT contain real PHI (use synthetic data)

Testing Protocol

Test Case Expected Result Pass/Fail
Single claim validation Errors flagged, clean claims pass
Batch claim validation (10+) All processed within 60 seconds
Missing attachment detection Alert generated, submission blocked
Invalid CDT code detection Specific error message displayed
Payer-specific rule application Correct rules applied based on payer ID
Integration timeout handling Graceful error, retry option
Concurrent user access (3+ users) No performance degradation

Data Migration / Historical Ingestion

🟣 Decision Required: Will historical claims be imported?

If Yes:

Step Action Owner Time
1 Export historical claims per vendor specification RCM Team 4–8 hours
2 πŸ”΅ Vendor imports to staging environment Vendor 2–5 days
3 Validate import accuracy (sample 100 claims) RCM Team 4 hours
4 Approve migration to production RCM Lead 1 hour

If No: Document decision; baseline analytics will build from go-live date forward.

Security and HIPAA Compliance Verification

Enterprise-Level Checklist

Requirement Status Evidence Owner
BAA executed ☐ Signed document Legal
SOC 2 Type II report reviewed ☐ Current report Compliance
Data encryption at rest confirmed ☐ Vendor attestation IT Security
Data encryption in transit confirmed (TLS 1.2+) ☐ Technical verification IT Security
Access logging enabled ☐ Sample log review IT Security
User access termination process documented ☐ Written procedure IT Security
Data retention policy confirmed ☐ Vendor documentation Compliance
Breach notification terms reviewed ☐ BAA section confirmed Legal/Compliance
PHI use limitations documented ☐ Data use agreement Compliance
Subprocessor list reviewed ☐ Vendor documentation Compliance

DSO-Specific Configuration

Standardized Configuration Template (Centrally Managed)

These settings should be IDENTICAL across all locations:

Setting Standardized Value Rationale
Claim scrubbing rules [Vendor default + DSO custom] Consistent error prevention
Denial reason code mapping [Standardized coding] Cross-location reporting
Alert thresholds [Same across locations] Comparable metrics
User role permissions [Standard RBAC model] Security consistency
Audit log retention [Per compliance requirement] Regulatory compliance
Report templates [Standard template set] Executive reporting
API timeout settings [Standard values] Predictable behavior

Location-Specific Configuration (Local Discretion Allowed)

Setting Varies By Who Decides
Primary payer preferences Payer mix at location Regional Manager
Alert notification recipients Local staff Office Manager
Work queue prioritization Volume patterns Office Manager
Provider-specific preferences Individual provider workflow Office Manager + Provider
Hours of operation (for scheduling) Local hours Office Manager

Testing Approach

Recommended: Centralized test environment with location-specific configurations

Approach When to Use
Single central test environment Initial Wave 1 validation, integration testing
Per-location test instance Final validation before each location's go-live (brief, 1–2 days)

6. Team Training Plan

Train-the-Trainer Model

Champion Selection Criteria

Each location needs ONE certified champion who will train their team. Select individuals who:

☐ Have been at the location β‰₯ 1 year ☐ Are respected by peers (formal authority not required) ☐ Demonstrate technology comfort (not necessarily expertise) ☐ Are patient and effective communicators ☐ Will be present during go-live week ☐ Ideally: Office Manager or Senior Billing Coordinator

Champion Responsibilities

Responsibility Time Commitment Support Available
Attend central train-the-trainer session 4 hours (virtual) πŸ”΅ Vendor-led
Pass certification assessment 30 min Assessment provided
Deliver local staff training 3–4 hours total Training materials provided
Be primary contact during go-live week 2 hours/day incremental Regional support on-call
Escalate issues appropriately Ongoing Escalation guide provided
Support new hire training 1 hour/new hire Evergreen materials

Champion Certification Process

Step Action Timeline
1 Champion nominated by Office Manager Wave planning
2 πŸ”΅ Champion attends central training (live, virtual) 2 weeks pre-go-live
3 Champion passes certification quiz (β‰₯ 80%) Same day
4 Champion receives training materials package 1 week pre-go-live
5 Champion conducts dry-run training (optional) 3 days pre-go-live
6 Champion certified and listed Documented centrally

Standardized Training Materials

Centrally Created (Do Not Modify)

Material Format Usage
"What's Changing" overview video 5-min video All staff
System walkthrough video 15-min video Billing staff
Quick reference card (per role) 1-page PDF Printed at workstation
FAQ document 3-page PDF Champion reference
Troubleshooting flowchart 1-page PDF Champion reference
Training completion attestation form Web form Compliance tracking

Champion Customizes Locally

Element What to Customize
Examples used Local payer names, common procedures
Q&A session Address location-specific concerns
Timing Fit within location's schedule
Hands-on practice Use local test claims

Role-Specific Training Outlines

Billing/Insurance Staff (Primary Users)

Training Time: 2 hours (split: 1 hour video/demo + 1 hour hands-on)

Training Format:

  • Day 1: Watch system walkthrough video (individual)
  • Day 2: Group hands-on session led by Champion (live)

Content:

  1. Why we're implementing (5 min)
  2. How claims flow changes (10 min)
  3. System login and navigation (10 min)
  4. Claim validation workflow (30 min)
  5. Reading and acting on AI alerts (20 min)
  6. Handling exceptions and overrides (15 min)
  7. Reporting and tracking (10 min)
  8. Getting helpβ€”who to contact (5 min)

Common Resistance Points & Responses:

Concern Response
"This will slow me down" "For the first week, yes. By week 3, you'll be faster because you won't be reworking denied claims"
"I already know what's wrong with claims" "Your expertise is valuableβ€”the AI catches things across all payers. You'll still review and override when needed"
"What if it's wrong?" "You remain in control. The AI flags, you decide. Nothing submits without your approval"
"Is my job at risk?" "We're not reducing billing staffβ€”we're reducing denial rework so you can focus on higher-value work"

Day 1 Cheat Sheet (Billing Staff):

β”Œβ”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”
β”‚ DENTAL CLAIMS CLEANUP - BILLING STAFF QUICK REFERENCE              β”‚
β”œβ”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€
β”‚ 1. LOGIN: [URL] β†’ Use your standard SSO credentials                β”‚
β”‚                                                                     β”‚
β”‚ 2. DAILY WORKFLOW:                                                  β”‚
β”‚    β€’ Open work queue each morning                                   β”‚
β”‚    β€’ Claims in RED = errors to fix before submitting                β”‚
β”‚    β€’ Claims in YELLOW = warnings (review, but can submit)           β”‚
β”‚    β€’ Claims in GREEN = ready to submit                              β”‚
β”‚                                                                     β”‚
β”‚ 3. TO FIX A RED CLAIM:                                              β”‚
β”‚    β€’ Click claim β†’ See specific error message                       β”‚
β”‚    β€’ Fix in PMS β†’ Claim auto-refreshes                              β”‚
β”‚    β€’ Or click "Override" if you disagree (requires reason)          β”‚
β”‚                                                                     β”‚
β”‚ 4. COMMON ERROR CODES:                                              β”‚
β”‚    ATT-01: Missing attachment (add X-ray/narrative)                 β”‚
β”‚    CDT-03: Invalid code for payer (check payer requirements)        β”‚
β”‚    ELG-02: Eligibility expired (verify patient insurance)           β”‚
β”‚                                                                     β”‚
β”‚ 5. HELP:                                                            β”‚
β”‚    β€’ First: Check FAQ (link in system)                              β”‚
β”‚    β€’ Then: Ask [Champion Name] (local champion)                     β”‚
β”‚    β€’ If still stuck: [Support email/phone]                          β”‚
β”‚                                                                     β”‚
β”‚ 6. END OF DAY: Submit all GREEN claims before logging off           β”‚
β””β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”˜

Front Desk / Office Manager (Secondary Users)

Training Time: 45 minutes

Training Format: Video (15 min) + Champion walkthrough (30 min)

Content:

  1. Overview of what the tool does (5 min)
  2. How to access basic reports (10 min)
  3. Understanding billing team's new workflow (15 min)
  4. Patient communicationβ€”what changes (5 min)
  5. Supporting your billing team (5 min)
  6. Escalation paths (5 min)

Common Resistance Points & Responses:

Concern Response
"I don't want to learn another system" "Your role is minimalβ€”mainly viewing reports and supporting billing staff"
"How do

AI-generated implementation guide based on public vendor information. Verify specifics directly with Dental Claims Cleanup.