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Minimize Patient Data Errors to Maximize Your Time

How to make sure your dental practice is keeping your data clean

Posted by Joy Murphy on Sep 12, 2019

Perhaps you’ve heard the phrase “good data in, good data out,” or its negative counterpart. Essentially it means that when you clean up the way your dental practice inputs new patient data, you will be able to draw more accurate conclusions about your business. Data is not only for your dental practice to keep track of your records, it actually saves you money. 

Good patient data ensures the quickest path to reimbursement from an insurance company and lowers the amount of time lost on reprocessing claims. Since electronic claim submission requires exact matches to insurance carrier records, we can minimize the number of initial rejections received by maintaining up-to-date insurance data for all patients. For example, if an insurance company has Jane A Doe on file, claims submitted with only Jane Doe, without the middle initial, may be rejected because they do not exactly match the carrier’s records. Let’s look at simple processes to gather and maintain patient data that is free of errors.

Reassess your intake process

To minimize typos and mis-entry, create an easy intake form that is simple to read. The key is to verify that all of the information is accurate from the start. Directly inputting form into your practice management software via automation, will help minimize manual entry errors.


Update old patient data 

Periodically, verify insurance information with patients to ensure that you are submitting correct data. Making this routine will prevent unintended mistakes and help your office from wasting time on resubmitting claims. The beginning of the year and qualifying life events are the most common times for updates in insurance coverage. 


Double check your work 

Verify on the insurance information how patient’s names are spelled, birthdates, subscriber ID numbers, and subscriber addresses. This will keep a steady flow of good data coming into your office and ensure you are on the same page with the insurance company. Having mismatching information could result in needlessly rejected insurance claims. 

These processes might seem tedious but taking a moment to build a precedent could end up saving you hours of work down the line. In fact, most dental practices don’t realize that each claim resubmission costs an additional processing fee. With Remote Lite powered by rPractice, there is only a flat rate of $49.95 per month that your office pays for unlimited claims — even duplicate claims from incorrect data. We recognize that even the best superheroes make mistakes now and then.