When I worked in my dental practice years ago, one of my least favorite tasks was sending out billing statements. Back then, we did it monthly, and it always felt like a monumental project. I’d sit with stacks of statements, manually sort through them, add notes, fold, stuff, and lick envelopes. Then, I’d mail them out and brace myself for the incoming flood of phone calls a week later: “What is this charge?” “Why am I getting this statement now?” The process was inefficient, overwhelming, and stressful. But everything changed when I discovered the power of sending daily billing statements in Dentrix on a daily basis. Let me tell you why this small shift can save you a ton of headaches.
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Why Monthly Statements Are a Problem
If you’re still doing monthly statements, you know the pain I’m talking about. Waiting until the end of the month makes billing feel like a massive chore. Patients receive statements weeks, sometimes months, after their appointments, leading to confusion and frustration. By the time they get their statement, the details of their visit are often long forgotten. Worse, if there’s an unresolved insurance claim, patients may not even realize it’s their responsibility to follow up.
This delay can damage patient relationships and cash flow. Patients expect transparency and timely communication about their accounts. That’s why sending daily billing statements in Dentrix will save you a ton of headaches—for you, your team, and your patients.
The Benefits of Daily Billing Statements
1. Timely Communication
When you send billing statements daily, patients receive their statement closer to the date of service or the date their insurance claim processes. If someone forgets their credit card or checkbook at the time of their visit, they’ll get a statement within a few days, keeping the balance fresh in their minds. This immediacy improves your chances of getting paid promptly and avoids those “I forgot” scenarios.
2. Enhanced Patient Transparency
Daily billing statements keep patients informed about their account status. For example, if an insurance claim remains unpaid after 30 days, the statement can include a note prompting the patient to follow up with their insurer. This proactive approach empowers patients to take action and reduces misunderstandings.
3. Even Cash Flow
One of the biggest perks of daily statements is how it evens out your practice’s cash flow. Monthly statements often result in a surge of payments all at once, followed by a slow trickle for the rest of the month. With daily billing, payments are spread more evenly, which helps your practice maintain financial stability and avoids the need to transfer funds to cover payroll or other expenses.
Why Dentrix QuickBill Makes It Even Easier
If you’re thinking about transitioning to daily billing statements, electronic delivery is a must. Mailing paper statements is expensive, slow, and untrackable. Dentrix QuickBill streamlines this process beautifully. Here’s why I’m a huge fan:
- Automation: QuickBill automatically generates statements for patients who haven’t received one in 30 days.
- Tracking: You can see whether patients have opened their statements and viewed them. You also have access to the history of the status for easy search.
- Efficiency: Payments made through QuickBill are posted directly to the ledger, saving you time and reducing errors.
QuickBill ensures your billing process remains efficient and accurate, unlike some third-party systems that don’t update last-statement dates in your Dentrix ledger.
Daily Billing Statements Are Not Just for Collections
It’s important to clarify that billing statements are not an accounts receivable management tool. They’re a courtesy to patients, keeping them informed about their accounts. Even if a patient has pending insurance claims, it’s crucial to send statements regularly—every 30 days at a minimum. This practice prevents situations where patients receive a statement months later and are caught off guard by a large balance.
If an insurance claim remains unpaid after 60 days, I recommend coaching your patients to call their insurance company directly. Provide them with the insurer’s contact information and guidance on what to say. This not only speeds up claim resolution but also shows patients you’re on their side.
Final Thoughts
Why sending daily billing statements in Dentrix will save you a ton of headaches isn’t just about making life easier for your team—it’s about improving the overall patient experience. Patients appreciate timely, transparent communication about their accounts, and daily billing makes this possible. By incorporating Dentrix QuickBill into your workflow, you’ll save time, reduce stress, and keep your cash flow steady.
Ready to make the switch? Start sending daily billing statements today and watch how it transforms your practice’s efficiency and patient satisfaction.
If you’d like more tips on streamlining your practice’s financial processes, be sure to download my free infographic on the four daily accounting tasks every dental practice should follow. Let’s make your practice a high-performing team—one step at a time!
