Claim denials are one of the biggest roadblocks to healthy cash flow in dental practices. In 2025, with stricter payer rules and evolving CDT codes, avoiding denials is more important than ever. The good news? Most denials are preventable with the right systems in place.
Here are five actionable strategies every dental office can use to reduce denials and improve reimbursement rates.
1. Strengthen Insurance Verification
Most denials don’t happen at submission — they start at the front desk.
Verify patient eligibility and benefits before treatment
Confirm deductibles, frequency limits, and waiting periods
Use automated verification tools for accuracy
Pro Tip: Prevent surprise bills by giving patients cost estimates upfront.
2. Submit Clean Claims the First Time
A “clean claim” means accurate, complete, and ready for payer approval.
Use the correct CDT codes and modifiers
Attach required documentation (X-rays, narratives)
Double-check demographic and insurance details
Pro Tip: Aim for a first-pass acceptance rate of 95%+ to keep revenue predictable.
3. Train Staff on Coding Updates
Each year, CDT codes change — and outdated coding leads to denials.
Schedule annual training for billing staff
Review payer-specific coding requirements
Keep a coding reference guide at every billing workstation
Pro Tip: Assign one team member to monitor updates from the ADA and major payers.
4. Monitor and Work A/R Consistently
Unworked denials pile up fast. Stay on top of A/R to catch issues early.
Track claims weekly, not just monthly
Follow up within 7–10 days of a rejection
Set benchmarks for A/R days and collection percentages
Pro Tip: Use denial reports to spot trends and fix recurring errors.
5. Consider Outsourcing to Experts
For many practices, handling denials in-house drains staff time. Outsourcing dental billing can:
Improve clean claim rates
Speed up reimbursement timelines
Reduce administrative burden
Pro Tip: Choose a billing partner with HIPAA compliance and dental RCM expertise.
