The aging report says $38,000 is over 90 days. Half of it is three carriers, one of which says it never received the claims. The other half is patient balances that were never asked for at check-out. Meanwhile a payment from Tuesday has been deleted and re-entered and the owner wants to know why. This page is about seeing all of that in one place, before the owner asks.
The week as it runs today
Monday: post the weekend’s electronic remittances, match EOBs to claims, write off the contractual portion. Tuesday: the aging report, worked from the biggest balance down, with phone time on the carriers’ hold music. Wednesday: statements, and the patient portions that should have been collected at the visit. Thursday: claims that bounced for a missing attachment or a wrong subscriber ID. Friday: the adjustment report, if anyone runs it, and the deposit reconciliation.
The reports are in the software. Dentrix’s Aging Report and Insurance Claim Aging Report, Open Dental’s Outstanding Insurance Claims report and Aging of AR, Eaglesoft’s aging and claim reports. What they lack is a daily version with the dollar total at the top and the changes since yesterday.
What Calibic gives a billing coordinator
The Insurance and AR card (LIVE) shows claims over 30, 60 and 90 days as dollar totals with the claim list behind each, sorted by amount. Claims created and never sent are listed separately, because they are the easiest money in the building. Open Dental keeps claim status in claim; Dentrix and Eaglesoft hold the equivalent, and Calibic reads them without writing.
Adjustments by type and by user (LIVE) separates contractual PPO write-offs from courtesy discounts and bad debt, and shows who posted each. A courtesy adjustment pattern on one user is usually a training point; occasionally it is more, and either way the owner sees it from the data rather than from a hunch. The write-off report guide explains the categories.
Protect (LIVE) flags deleted and edited payments and adjustments the day they happen, with the workstation and the time and the before and after values. For a billing coordinator this protects you: the re-entered Tuesday payment has a record that shows the declined card and the re-run, and the question answers itself.
The benefits list (LIVE) shows each patient’s remaining annual maximum against their open treatment, which is only as accurate as the claim posting. When a July claim is still unposted, the list shows the patient with more benefit than they have, so it doubles as a check on posting.
Collections against collectable production (LIVE) is on the owner dashboard, and the collection rate calculator shows how it is worked out.
What stays in your practice software
Calibic is read-only. Claims are created, sent, posted and corrected in Open Dental, Dentrix or Eaglesoft exactly as now. Calibic does not submit claims, take payments or send statements, and it does not text patients about balances; outreach is ROADMAP. It is built for HIPAA, and a Business Associate Agreement is sent with every sign up.
A Thursday with it
8:15, the AR card: claims over 90 days $38,420, down $2,100 since Monday after Tuesday’s carrier calls. Two claims show created and not sent since last Friday; they go out before the first patient. 10:00, the adjustment view shows a courtesy write-off of $180 posted yesterday by the front desk; it was a hygiene patient whose insurance lapsed, and the note is already in the chart. 3:30, Protect shows nothing to review today, which is the usual day. 4:45, benefits list: 42 patients, $37,800 at risk by December, passed to the treatment coordinator.
The treatment coordinator’s side of the same list is on the treatment coordinator page. The product page is insurance benefits, claims and AR, and the Dentrix AR report guide covers the manual version.