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NEW! We opened 13 years ago and were initially in network for all PPO insurances and we have now decided to get out of network with insurance. I know you have mentioned in your videos that your offices are out of network with most insurance companies. Are you also out of network with Delta Dental? In Wisconsin, if you are out of network with them, they mail the check directly to the patient. Do you deal with this and if so, how? I am fearful of how to handle this transition. Can you offer any advice but specifically on how to handle checks getting mailed to patients? I appreciate all the advice you can offer as we transition to a fee for service office.
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Hi Laura, I am new to office administration and trying to figure out how to maximize our hygiene schedule to meet our goals. Is there a way to assign colors per dollar value with high, medium, low, possibly to aid in scheduling? How do you recommend making sure the hygiene goal is met per day? Hygienists do most of the scheduling in their rooms. They are putting in treatment for next visit before they leave now so we know what the value of that appointment will be. I would appreciate any input you could help me with.
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I am brand new to the front office and I have a question about verifying dental insurance. Can you explain exactly how I go about doing that and what information I should be looking for?
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I am opening a start up oral surgery office. I am working on building a new referral base. Do you have any tips?
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I was watching the hygiene scheduler video today and have a question. Regarding recall and past due recall, how would you handle a situation where some of these people that are past due and may have been erroneously placed on the "inactive" list but we're not exactly sure what their status is, did they move, leave, or what?
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I was watching the confirmation call video and you mention RevenueWell, which we also use. My question to you, what is your general opinion regarding automated appointment reminder systems? Is there a danger of relying on these too much? In other words, have these systems replaced phone calls and is there a danger that some offices may rely on them too much?
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I am the office manager and need your advice on team work – working as a team and not just with one person in the front office. I have an employee who tends to only want to work with one other employee and not as a whole team. When I am there covering, she never offers help – only when her preferred person is working the front. I always have to ask her to help or step in. Can you help me figure out who to get someone to help the entire team more?
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We do a lot of financing in our office since most of our patients are uninsured. This includes Care Credit and in-house financing (tracked through Comprehensive Dental Finance). We also offer an in-house Dental Savers Plan for our uninsured patients. As a result, we have found this complicates each patient’s, account and it is not always straightforward figuring out balances owed. We are trying to streamline the post-treatment-plan acceptance phase where we enter and track the data about each individual’s balance and where it comes from so figuring out the amount owed before the patient arrives isn’t a project in forensic accounting. Do you have any recommendations for how to track these financial arrangements and monitor them on an ongoing basis? Our goal is that everyone at the front desk should be able to determine the amount owed for any given patient on the schedule after a minute or two of research max.
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Hi Laura. My question is this... We work Monday to Thursday. On Thursday we confirm patients for Monday, the system also sends a text the day before. Still we have a lot of cancellations and no shows on Mondays. What do you suggest?
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What types of marketing have you found to be effective in attracting new patients? Also, so you have a system to rotate pieces? I saw the accountability for new pt numbers on your goals and would like more information on what you do. Thank you.
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How do you handle predetermination in your office? Do you have a flow document and way to track it? Do you send pre-d on the same day as it was recommended or do you have one assigned day for handling them? What is the reason for selecting the way you are doing it?
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If after treatment is prescribed and presented to the patient, they still decide not to schedule, how should our office handle the phone call follow up and pursue case acceptance?
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I know my staff needs to make follow up calls for recare and unscheduled treatment, but it seems to be their least favorite thing to do and I do not think the staff is proficient at making the calls. How can I hire someone to successfully run these systems?
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How do you guys do it for the financing part when it comes to the office fees? For example, if you sell a case for $3,680.00 and you put them on 18 months with no interest, but we have to pay the finance charge of $496.80… How can I charge more or charge the patient the finance fee? How does your office handle this?
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We are looking for a good narrative for SRP. We have found that many of our claims to Delta Dental, although they tell us when we call for benefits, that they allow for all 4 quads in the same visit with documentation, then, deny it stating that they don’t find it necessary by consultant review. We only submit for SRP with probing depths over 4mm and we send the periodontal chart, the chart notes and x-rays. We often even submit with intraoral photos showing calculus build up and inflammation but they still seem to deny many of our claims for SRP to Delta Dental. We aren’t seeing that for all other insurance companies but want to make sure we are safeguarding ourselves. Please let us know if you have a great narrative that you can share with us.
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Help! 85% of our new patients show up either at their “appointment time” or even a few minutes late without their paperwork even filled out. Obviously this causes a slight amount of chaos in the office and also detracts from the new patient experience. We verbalize to the patient (multiple times) and it is spelled out in the new patient email (multiple times) we send the patient that they must arrive 10 minutes early for us to process their paperwork (if they’ve filled it out), and 20 minutes early if they have been unable to fill out their paperwork. Any tips or verbiage that you can offer that will help us better communicate this information to our patients, because we are missing the boat!
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How do you address cell phone use in the office? We have an employee in the back who is always texting on her phone. We have never had issue with this before. Just wondering the best way to deal with this.
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How do you handle lab cases in your office?
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