Frequently Asked Questions
Why should a dental office outsource billing to a dental billing company instead of hiring an in-house biller?
Outsourcing to a dental billing company allows your practice to gain access to a dedicated billing team without the overhead of hiring, training, and managing additional staff. In-house billers often wear multiple hats, which means insurance follow-up and aging accounts can quickly fall behind.
A specialized dental billing company focuses exclusively on revenue cycle management — ensuring claims are submitted promptly, aging claims are actively pursued, and insurance issues are resolved efficiently. This often results in faster reimbursements, improved collections, and less stress on your front office team.
How does outsourcing billing benefit my front office?
Your front office staff already manages a full schedule of responsibilities — patient check-in, phones, scheduling, treatment coordination, and financial arrangements. Insurance follow-up can easily become deprioritized simply due to time constraints.
By outsourcing billing, your team can focus on patient experience and office operations while we handle the time-consuming tasks of insurance follow-up, claim resolution, and aging management behind the scenes.
Will outsourcing billing reduce control over my practice finances?
Not at all. Your practice maintains full visibility and control of your financial data. We work directly within your existing practice management software, allowing you to see all activity in real time.
Our role is to act as an extension of your team — providing consistent follow-up, organization, and communication while ensuring your office remains fully informed.
What makes Steadfast Billing Solutions different from other dental billing companies?
Steadfast Billing Solutions was founded by professionals who have worked inside dental practices from the operatory to the front office.
Our combined experience includes surgical assisting, treatment coordination, office management, and revenue cycle management across oral surgery, orthodontics, general dentistry, pediatric dentistry, and endodontics. This gives us a comprehensive understanding of how clinical documentation, treatment planning, and insurance billing work together.
We approach billing not simply as claim submission, but as a structured revenue process designed to protect your practice’s financial health.
Do you replace my front office team?
No. Our goal is to support your team, not replace them.
Your front office remains responsible for patient interactions, treatment coordination, scheduling, and collecting patient portions. We focus on insurance claims management, follow-up, and aging accounts — the work that often requires dedicated time and persistence.
Together, this creates a more efficient workflow for your entire practice.
How quickly are claims submitted?
Claims are typically reviewed and submitted the next business morning. This allows time for your clinical team to complete documentation and gives your office the opportunity to make any corrections before submission.
This process helps reduce claim errors and ensures claims are supported with proper clinical documentation and attachments.
Do you handle claim attachments and narratives?
Yes. Our team prepares narratives when necessary and submits electronic attachments whenever possible. Proper documentation can significantly improve claim outcomes, particularly for procedures that commonly require additional justification.
What happens if insurance information is inactive or terminated?
If a claim indicates terminated coverage, we make attempts to contact the patient to obtain updated insurance information. Once new coverage is received, we update the patient chart and notify your office so eligibility can be verified.
If updated coverage cannot be obtained after attempts, we notify your team so the account can be transitioned to patient responsibility.
Will my office save money by outsourcing billing?
In many cases, yes.
Hiring an experienced in-house biller involves salary, payroll taxes, benefits, training, and management oversight. Outsourcing provides access to experienced billing professionals at a predictable flat rate without the additional employment costs.
Additionally, consistent follow-up often improves insurance collections and reduces aging accounts, which directly impacts your practice’s profitability.
How is your pricing structured?
We use flat-rate monthly pricing based on practice production, allowing your office to know exactly what to expect each month without percentage-based fluctuations.
This structure provides transparency and predictable costs while ensuring your billing process receives consistent attention regardless of claim volume.
Do you work with all practice management software?
We work within most commonly used dental practice management systems including Dentrix, Open Dental, Eaglesoft, WINOMS, TDO, DSN and others. Our services integrate directly into your existing workflow so there is minimal disruption to your office operations.
What types of dental practices do you work with?
Our experience spans a wide range of specialties including:
- Oral Surgery
- Orthodontics
- General Dentistry
- Pediatric Dentistry
- Endodontics
This allows us to understand the unique insurance challenges and claim requirements within different types of practices.
How is Steadfast different from large dental billing companies?
Many large billing companies operate with high client volume per biller, which can limit the amount of time dedicated to each individual practice.
At Steadfast Billing Solutions, we intentionally maintain a more focused client structure so that every practice receives consistent attention and proactive follow-up. Our goal is not simply to submit claims, but to actively manage the insurance revenue cycle so claims do not quietly age without resolution.
We believe every practice deserves a billing partner who is invested in their long-term financial performance.
Will I be assigned a specific team or person?
Yes. One of the frustrations many practices experience with large billing services is constantly communicating with different representatives.
At Steadfast, our clients work directly with the same team who becomes familiar with their office, providers, insurance patterns, and workflow. This consistency allows us to identify issues faster and maintain clear communication with your office.
Why do some billing companies charge a percentage of collections?
Many billing companies use a percentage-based pricing structure tied to insurance collections. While this model works for some practices, it can also create unpredictable monthly costs — especially during the clean up phase.
Steadfast Billing Solutions uses a flat-rate pricing structure so your practice knows exactly what to expect each month. Our focus remains on improving your insurance processes and collections rather than tying our pricing to production fluctuations.
Can outsourcing billing really improve insurance collections?
Yes — in many cases it does.
Insurance follow-up requires persistence, organization, and time. When offices rely solely on in-house staff who are already managing patients and daily operations, aging claims can easily accumulate.
A dedicated billing partner ensures that claims are consistently tracked, followed up on, and resolved so revenue does not remain tied up in insurance aging reports.
How involved will my office need to be?
We strive to make the process as seamless as possible for your team.
Your office will continue handling patient interactions, treatment coordination, and collecting patient portions. We manage the insurance side of the process — including claim submission, follow-up, and resolution.
We also maintain communication with your team so that any insurance-related issues are addressed quickly and efficiently.
Is outsourcing billing secure for patient information?
Yes. Patient privacy and data security are extremely important.
We operate in compliance with HIPAA regulations and utilize secure systems and processes when accessing practice management software and handling protected health information.
Our goal is to ensure your practice’s data remains safe while providing reliable billing support.
Why does clinical experience matter in dental billing?
Understanding the clinical side of dentistry plays an important role in effective insurance billing. Procedures, documentation, radiographs, and narratives all contribute to how claims are evaluated by insurance carriers.
Because our founders have experience working inside dental practices — from chairside assisting to practice management — we understand how clinical workflows connect to insurance reimbursement. This perspective allows us to support offices more effectively when preparing claims and navigating insurance requirements.
How do we get started?
Getting started is simple.
We begin with a brief consultation to learn about your practice and review your current billing workflow. From there, we guide your office through a secure onboarding process and establish a service start date that aligns with your practice needs.
Still have questions?
Every dental practice operates differently. If you’d like to discuss your office’s specific billing challenges, we’d be happy to help.
