Dental billing services built around the work your office already has to finish.

Automated billing engine

The automated billing engine is Dental Consultant Services’ licensed revenue-cycle service. Your office receives the work, the reports, and clear staff instructions. DCS keeps ownership of the engine and methods.

Eligibility and benefits

We verify coverage before care is billed, including primary and additional plans when the office has that information, and we leave a clear benefits picture for the team — remaining estimates, frequency limits, and the date the information was checked.

Next-day and upcoming-appointment checks

We work through upcoming appointments so eligibility and benefits issues are flagged before the patient is in the chair, not after a claim is denied.

Claim preparation and submission

We prepare claims with the attachments, narratives, and documentation the payer requires, batch them through the office’s authorized path, and confirm that a receipt exists before a claim is treated as filed.

Rejections, denials, and resubmissions

Returned claims are worked, not left in a report. We use the payer’s reason codes and instructions, then correct and resubmit or appeal along the proper path.

Aged insurance follow-up

Older outstanding claims are verified, documented, and resubmitted or appealed when that is still appropriate. This is a defined recovery workflow, not a promise that every old claim will pay.

Payment posting and reconciliation

Insurance payments are posted from official remittances (ERA/EOB), matched to the claim, and checked against the deposit. Mismatches, takebacks, and unmatched payments are flagged for review. We do not post guesses.

Patient balances and statements

We prepare copay and balance statements and a follow-through list for your staff. DCS is not a debt collection agency. Your office keeps the patient conversation and any collection policy decisions.

Prior authorizations and pre-estimates

We prepare and track pre-determinations and prior authorizations for treatment plans the dentist has already recommended, then report status back to the team.

Reporting you can check

You receive itemized, verifiable reporting — claims created, submitted, accepted, paid, posted, and exceptions with an owner and a next step. If a figure cannot be verified, we will say so rather than invent a zero or a target.

Quality controls around the work

Before claims go out, we look for that payer’s common preventable issues (missing attachments, frequency limits, provider setup, coordination of benefits) and fix them first. Unusual adjustments, write-offs, and refunds follow your office’s approval rules.

Installed desktop assistant

The desktop assistant is the part of the service that works on your office’s own billing workstation, in your practice software and the payer portals you authorize.

What it is

After a signed service agreement and BAA, we install a DCS-branded, BAA-covered remote-access assistant on the billing workstation. It runs in the background so our billing team can do the work in the same systems your office already uses, rather than asking you to export your day into a portal we control.

Where it works

We verify the software that is actually installed, including:

• Dentrix Desktop
• Dentrix Ascend
• Dentrix Enterprise
• Open Dental
• Eaglesoft
• Curve Dental
• Other systems, when we can verify them during onboarding

It also works in authorized payer portals, including Michigan CHAMPS for Medicaid, and in the clearinghouse or eClaims tools your office already uses when those are the correct path.

How access is protected

• Written consent for remote access, plus a BAA
• Multi-factor sign-in for DCS accounts
• Encrypted remote sessions
• Protected health information stays on the office workstation and in authorized, BAA-covered systems — it is not copied into ads, social tools, or unapproved apps
• Passwords and security challenges are completed by authorized staff or through the office’s approved process; we do not ask you to paste credentials into a chat
• Full-disk encryption on the billing workstation is part of the install standard

What we set up on the workstation

• A dedicated billing-workstation setup so the computer is ready for scheduled billing work, including outside usual chairside hours when the office wants that
• Confirmed practice-software version and claim-routing settings
• A clear folder and report routine for the office
• A staff instruction sheet for what the assistant does, what staff still approve, and how to reach us

What the assistant does not do

It does not diagnose, change clinical notes, or sign for a dentist. It does not merge patient charts on its own. It does not bill a Medicaid patient for a balance that is not allowed. It does not replace your responsibility for office policy, refunds, or write-off approvals.

Michigan Medicaid CHAMPS billing

CHAMPS is Michigan’s Medicaid portal, and Michigan Medicaid dental claims follow rules that are different from most commercial payers. We bill Michigan Medicaid as a flat fee, not a percentage of payments, consistent with federal restrictions on percentage arrangements for Medicaid billing.

The work covers claim submission in CHAMPS, status checks, corrections, remittance posting, and reconciliation, with a clear record of what was filed and what was paid.

Read how CHAMPS billing works ↗

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Practice operations support (optional modules)

Some offices also want help around the billing workflow. These are scoped separately and only when they are a fit:

• Daily huddle support so the team sees eligibility, copays, and outstanding pre-authorizations before the day starts
• Office-manager reporting and KPI reviews from the practice’s own systems
• Front-desk and recall routines that affect whether billable visits actually get completed
• Credentialing dates and fee-schedule reviews presented to the owner for approval — we do not change fees or provider enrollments on our own

We do not claim a practice is “fully automated,” and we do not publish performance targets as if they were typical results.

What we do not do

• We do not provide dental treatment or clinical advice
• We do not guarantee that a claim will be paid or that collections will increase
• We are not a debt collection agency
• We are not a law firm, an accounting firm, or a HIPAA certification body
• We do not buy, sell, or broker practices

Paid advertising and general growth consulting may still be discussed on a consultation if you want them, but they are not the lead offer on this site.

Everything our billing team handles

Dental Consultant Services supports the full administrative life of a dental practice: from the moment a patient books, through eligibility and benefits verification, claims, payment posting, and patient balances, to the reports an owner needs to run the office. Work can be scoped as individual modules or as a complete bundle. We work alongside your staff, follow your office’s policies, and route clinical, financial, and patient-facing decisions to the right person for approval.

Billing and claims

• Prepare and submit dental claims with the supporting documents, attachments, and narratives each payer expects
• Confirm payer acceptance before a claim is treated as filed, and work rejections promptly
• Track open claims against timely-filing limits so nothing ages out unnoticed
• Review ledgers and claim records for billing errors, missing primary explanations of benefits, and secondary claims that still need to be sent
• Verify and resubmit aged or unpaid claims, and prepare appeals for denials and underpayments
• Support government and state Medicaid dental programs, including Michigan CHAMPS claim submission, status checks, adjustments, and program-specific patient-balance protections
• Review missed claims and write-offs so lost work can be identified and, when still appropriate, followed up

Eligibility and benefits

• Verify insurance eligibility and benefits ahead of scheduled visits, including next-day schedules and same-day additions
• Handle primary, secondary, and tertiary coverage, and determine the correct coordination-of-benefits order
• Capture frequencies, deductibles, maximums, remaining benefits, waiting periods, and plan limitations
• Leave a dated benefits note for the front desk
• Flag inactive coverage, plan changes, and other exceptions for staff review rather than resolving them automatically
• Support Medicaid, managed-care, and dual-eligible plan specifics

Prior authorizations and pre-estimates

• Build a worklist of clinician-approved treatment plans that need authorization or a pre-determination
• Assemble clinically supported packets with the documentation each payer requires
• Submit through verified, authorized channels and track every request through to a decision
• Follow up on pending requests and alert the team when an approval, denial, or expiration needs action

Payment posting and insurance A/R

• Post insurance payments from electronic remittances and paper explanations of benefits, matched line by line before posting
• Apply contractual adjustments and write-offs according to office policy, then re-check the ledger
• Investigate denials, underpayments, missing remittances, credit balances, and aged insurance receivables
• Reconcile deposits against posted payments and close each batch cleanly

Patient statements

• Confirm that a patient balance is accurate and appropriate to bill once insurance has processed
• Prepare clear patient statements and secure payment options, and share approved payment-plan information
• Follow the office’s own aging and collection policy, and contact patients only through approved channels and hours
• Support printing and secure storage of statements for office follow-through

Dental Consultant Services is not a debt collection agency. Your office keeps the patient conversation and any collection policy decisions.

Front desk and scheduling support

• Coordinate appointment requests, confirmations, cancellations, and no-shows
• Check the fit of each appointment before booking, and help fill open chair time in priority order
• Support digital forms and check-in intake, including secure capture of insurance information
• Check for duplicate charts and identity gaps, and alert staff to missing information
• Escalate clinical and emergency needs to the appropriate team member at once

Recall and reactivation

• Review hygiene reappointment and pre-appointment patterns before any outreach begins
• Build daily due and overdue recall worklists and support same-day reappointment
• Run approved reactivation follow-up for patients who are overdue for care

Case acceptance follow-up

• Track clinician-approved, unscheduled treatment plans and follow up in plain, approved language
• Share approved scheduling and financing options, and record each patient’s decision accurately

KPI reporting

• Coordinate front desk, recall, intake, treatment follow-up, authorizations, posting, collections, and reporting as one connected operation
• Produce morning huddle, end-of-day, weekly, and month-end key performance indicator reports for the office manager and owner
• Provide itemized, verifiable reporting: every figure traces to its source record, and anything that cannot be confirmed is clearly marked as not verified
• Deliver printable daily front-desk fix lists, open-claims reviews, and billing-by-user reports

HIPAA-aware handling

• HIPAA-aware handling of protected health information at every step, with minimum-necessary access
• A Business Associate Agreement (BAA) is available for client offices
• Encryption of data in transit and at rest, and access-controlled storage for reports
• Patient identifiers are masked in reports, and protected information is kept out of general chat and email
• Human approval gates for patient communication, financial actions, and anything outside office policy
• A complete audit trail for every action taken