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 15β50 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 assetβenabling you to benchmark location performance, identify training gaps, and negotiate more effectively with payers.
Expected Implementation Timeline
| Phase | Timeline | Milestone |
|---|---|---|
| Decision to Contract Signed | 2β3 weeks | Vendor selection, legal review, BAA execution |
| Pre-Implementation & Setup | 2 weeks | Technical readiness, stakeholder alignment |
| Pilot Wave (2β3 locations) | 4 weeks | Validate configuration, refine workflows |
| Wave 2 (5β8 locations) | 4 weeks | Expand with lessons learned |
| Wave 3+ (Remaining locations) | 6β8 weeks | Full deployment, optimization |
| Total: Decision to Full Deployment | 18β25 weeks | Dependent on location count and complexity |
2. Pre-Implementation Checklist (Weeks 1β2)
Technical Requirements
Hardware (Per Location)
β Verify workstations meet minimum specs (Windows 10/11, 8GB RAM, modern browser) β Confirm dedicated workstation for billing staff with dual monitors (recommended) β Validate printer/scanner functionality for attachment workflows
Software
β Current PMS version documented (Dentrix G7+, Eaglesoft 21+, Open Dental 22.1+) β Browser compatibility confirmed (Chrome v90+, Edge v90+) β Clearinghouse integration identified (specify primary: NEA, Tesia, DentalXChange, etc.)
Network
β Minimum 25 Mbps upload/download per location (50+ recommended for high-volume) β Firewall rules documented for required outbound connections β VPN configuration mapped if centralized traffic routing exists
Integrations
β Clearinghouse API access confirmed or credentials obtained β PMS integration method identified (direct API, HL7, file-based) β π΅ Vendor integration questionnaire completed and returned
Vendor Onboarding Steps
| Step | Owner | Timeline |
|---|---|---|
| π΅ Kick-off call scheduled with vendor implementation team | Central IT | Day 1 |
| π΅ Implementation manager assigned (get direct contact info) | Vendor | Day 1β2 |
| π΅ Technical requirements document received and reviewed | Central IT | Day 2β3 |
| π΅ Integration scope finalized (which PMS, which clearinghouses) | Central IT + Vendor | Day 3β5 |
| BAA fully executed and filed | Legal/Compliance | Day 5β7 |
| π΅ Project timeline and milestone schedule confirmed | Project Lead | Day 7 |
Key Vendor Contacts to Establish
β Implementation Project Manager (your primary contact) β Technical Integration Specialist β Training Coordinator β Support Escalation Contact (for go-live) β Customer Success Manager (post-launch)
Data/Access Prerequisites
Credentials & Access
β PMS admin credentials for each location (or centralized if enterprise) β Clearinghouse portal admin access β π΅ Vendor portal accounts created for project team β API keys generated for clearinghouse integration (if applicable) β Test claim data exported from PMS (50β100 claims per location for validation)
Historical Data (If Applicable)
β π£ Decision: Will historical claims be imported for trend analysis? β If yes: Export format confirmed with vendor (CSV, X12, proprietary) β Date range for historical import defined (typically 6β12 months)
Internal Stakeholder Alignment
π£ 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 | π£ 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
β οΈ 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
β Create a shared reporting template (Excel/Google Sheets) with exact formulas β Assign one central analyst to validate data from each location β β οΈ Ensure date ranges are identical across locations β Document any location-specific anomalies (e.g., recent clearinghouse change, staff turnover)
Enterprise-Level Requirements
Network Standards Across Locations
β Confirm network segmentation policy (does claims data traverse separate VLAN?) β Document egress filtering rules that may block vendor connections β Identify locations with non-standard network configurations
Hosting Model Decision
π£ 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
β SSO integration scope defined (Okta, Azure AD, Google Workspace) β π΅ Vendor SSO capabilities confirmed β 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
β Provider NPI database current and centralized β Location-level tax IDs and billing NPIs documented β Payer enrollment status verified for all locations
3. Location Readiness Assessment
Scoring Framework
Rate each location on the following factors using a 1β5 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 (10β20%/year), billing lead 2+ years tenure, generally positive about tech |
| 3 | Average turnover (20β30%/year), mixed tenure, neutral toward new technology |
| 2 | High turnover (30β40%/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 (600β800/month), stable operations, good ROI potential |
| 3 | Moderate volume (400β600/month), balanced risk/reward |
| 2 | Lower volume (200β400/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 |
| ... |
Recommended Rollout Sequence
Wave 1 Pilot Selection Criteria
Select 2β3 locations that meet ALL of the following:
- Composite score β₯ 18
- Champion score β₯ 4
- Tech Stack score β₯ 4
- Volume score of 3 (moderateβenough 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 β€ 10 require remediation plan before deployment:
- IT upgrades
- Staff training/replacement
- Champion identification or external support assignment
4. Rollout Strategy
Recommended Wave Structure
| Wave | Location Count | Duration | Selection Criteria |
|---|---|---|---|
| Wave 1: Pilot | 2β3 locations | 4 weeks | Highest readiness (β₯18), strong champions, moderate volume |
| Wave 2: Expansion | 5β8 locations | 4 weeks | High readiness (β₯15), validated playbook, include one high-volume |
| Wave 3: Scale | 10β15 locations | 4 weeks | Moderate readiness (β₯12), leverage champion network |
| Wave 4: Completion | Remaining | 4β6 weeks | All remaining, remediation complete for low scorers |
Buffer Between Waves
π£ 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: β Are set up for success (reduce risk of false negative) β Represent your broader portfolio (include different PMS versions, payer mixes) β Have champions who will provide candid feedback β 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 |
π£ 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): β Vendor escalation call scheduled β Root cause analysis initiated β Affected locations notified (Office Managers, billing staff) β Wave 2 start date postponed
Short-Term (Days 2β5): β Decision: Fix and retry vs. partial rollback vs. full wave rollback β If full rollback: Revert to pre-implementation workflow β Staff communication: "We've paused to address [issue], not canceling" β 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 2β3)
Practice Management System Integration
Dentrix Integration (Step-by-Step)
| Step | Action | Owner | Time | Notes |
|---|---|---|---|---|
| 1 | π΅ 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 | π΅ Provide API key to vendor via secure portal | Central IT | 15 min | Never email credentials |
| 5 | π΅ Vendor configures connection | Vendor | 1β2 days | |
| 6 | Validate connection with test claim | Central IT + Vendor | 1 hour | β οΈ 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 | β οΈ 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 | π΅ Confirm Eaglesoft version compatibility | Vendor | 1 hour | v21+ required |
| 2 | Install Eaglesoft API bridge (if required) | Central IT | 2 hours | π΅ Vendor provides installer |
| 3 | Configure Patterson API credentials | Central IT | 30 min | Through Patterson account |
| 4 | π΅ Vendor establishes secure connection | Vendor | 1β2 days | |
| 5 | Run connection diagnostic | Central IT | 30 min | π΅ Vendor provides tool |
| 6 | Map insurance tables | Central IT | 3 hours | β οΈ 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 | π΅ Provide API endpoint URL to vendor | Central IT | 15 min | |
| 4 | π΅ 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 | π΅ Vendor confirms clearinghouse compatibility | Vendor | 1 day |
| 3 | Obtain clearinghouse API credentials | RCM Team | 1β3 days |
| 4 | π΅ Vendor configures clearinghouse connection | Vendor | 1β2 days |
| 5 | β οΈ 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
β Test environment URL confirmed (separate from production) β Test user accounts created (mirroring production roles) β Sample data loaded (50 claims minimum per location type) β All integrations connected to test systems (not production PMS/clearinghouse) β Test claim submission pathway verified (does NOT submit to real payers) β β οΈ 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
π£ Decision Required: Will historical claims be imported?
If Yes:
| Step | Action | Owner | Time |
|---|---|---|---|
| 1 | Export historical claims per vendor specification | RCM Team | 4β8 hours |
| 2 | π΅ Vendor imports to staging environment | Vendor | 2β5 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 | β | Signed document | Legal |
| SOC 2 Type II report reviewed | β | Current report | Compliance |
| Data encryption at rest confirmed | β | Vendor attestation | IT Security |
| Data encryption in transit confirmed (TLS 1.2+) | β | Technical verification | IT Security |
| Access logging enabled | β | Sample log review | IT Security |
| User access termination process documented | β | Written procedure | IT Security |
| Data retention policy confirmed | β | Vendor documentation | Compliance |
| Breach notification terms reviewed | β | BAA section confirmed | Legal/Compliance |
| PHI use limitations documented | β | Data use agreement | Compliance |
| Subprocessor list reviewed | β | 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, 1β2 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:
β Have been at the location β₯ 1 year β Are respected by peers (formal authority not required) β Demonstrate technology comfort (not necessarily expertise) β Are patient and effective communicators β Will be present during go-live week β Ideally: Office Manager or Senior Billing Coordinator
Champion Responsibilities
| Responsibility | Time Commitment | Support Available |
|---|---|---|
| Attend central train-the-trainer session | 4 hours (virtual) | π΅ Vendor-led |
| Pass certification assessment | 30 min | Assessment provided |
| Deliver local staff training | 3β4 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 | π΅ 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:
- Why we're implementing (5 min)
- How claims flow changes (10 min)
- System login and navigation (10 min)
- Claim validation workflow (30 min)
- Reading and acting on AI alerts (20 min)
- Handling exceptions and overrides (15 min)
- Reporting and tracking (10 min)
- Getting helpβwho 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 valuableβthe 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 staffβwe're reducing denial rework so you can focus on higher-value work" |
Day 1 Cheat Sheet (Billing Staff):
βββββββββββββββββββββββββββββββββββββββββββββββββββββββββββββββββββββββ
β DENTAL CLAIMS CLEANUP - BILLING STAFF QUICK REFERENCE β
βββββββββββββββββββββββββββββββββββββββββββββββββββββββββββββββββββββββ€
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
βββββββββββββββββββββββββββββββββββββββββββββββββββββββββββββββββββββββ
Front Desk / Office Manager (Secondary Users)
Training Time: 45 minutes
Training Format: Video (15 min) + Champion walkthrough (30 min)
Content:
- Overview of what the tool does (5 min)
- How to access basic reports (10 min)
- Understanding billing team's new workflow (15 min)
- Patient communicationβwhat changes (5 min)
- Supporting your billing team (5 min)
- Escalation paths (5 min)
Common Resistance Points & Responses:
| Concern | Response |
|---|---|
| "I don't want to learn another system" | "Your role is minimalβmainly viewing reports and supporting billing staff" |
| "How do |
AI-generated implementation guide based on public vendor information. Verify specifics directly with Dental Claims Cleanup.