Insurance Verification Overload? Full Breakdown vs. Targeted Approach

Why Full Breakdowns Aren’t Always Smart—Try Targeted Instead

Is your insurance verification process leaving you overworked and underpaid?

In this first of a two-part deep dive, Sara Baker and LaRae McMullen unpack one of the most overused, misunderstood, and inefficient processes in dental billing: the Exhaustive Full Breakdown. If your team is spending 30 minutes gathering insurance info before every new patient visit—only to get burned later—you’re not alone.

But there’s a smarter way: the Targeted Appointment Approach (TAA).

This episode covers:

• Why full breakdowns feel safe—but often waste time and payroll
• What actually goes into a targeted, effective verification process
• How to time your verification for accuracy and impact
• How to reduce unpaid balances by getting estimates right before the visit
• Why even preventive appointments deserve real verification

You’ll also hear:

• Common mistakes practices make with tools like Trojan or AI-based plan readers
• How to use your practice management software as a live, dynamic estimation engine
• What to do if your treatment plan is months old—and how to flag changes before the patient walks in

If you’ve ever found yourself asking, “WHY are we still writing off fluoride?”—this one’s for you.

Actionable tips, mindset shifts, and a better path forward for your front office team—all inside this episode.

Don’t miss Part 2, where we dig into how better verification builds long-term patient trust and compliance.

🎥 Watch full episodes on our YouTube channel → https://www.youtube.com/watch?v=Obikq7h2Kpg

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📧 Got questions? Want us to cover something specific? Reach out to us at hello@thetruthdecaypodcast.com

🌐 Learn more at sddentalsolutions.com

My dental friendos: when a practice is struggling with collections, insurance aging, or accounts receivable, we find that it’s easy to assume the front desk just isn’t doing their job. But in our experience, it isn't usually a people-problem... It’s typically a system problem. Or lack thereof. (yiiiiikes)

In this episode of The Truth Decay Podcast: Talking Dollars and Sense, Sara Baker and LaRae McMullen share a client story that tells this tale: a dental office was convinced their front desk staff was the issue. However, once we got inside, we discovered a different perspective: their team was working hard, but without structure, guidance, or the right tools.

Today's conversation explores why even talented, dedicated staff can’t thrive without clear systems — and how the right processes can transform your collections, efficiency, and morale.

What you’ll learn in this episode:

• Why front desk burnout is often caused by broken workflows, not bad employees
• How outdated fee schedules and missing processes quietly derail collections
• The essential reports you should be running (and what they reveal)
• Two simple ways to start uncovering what your team really needs to succeed
• How systems create accountability, clarity, and consistent results

💡 Takeaway: Your front office isn’t failing. Your systems are. And the good news? Systems can be fixed.

📺 Watch the full episode on YouTube: https://www.youtube.com/watch?v=QpA2NA-STNk

🎧 Or listen on Apple, Spotify, or any major podcast platform — just search The Truth Decay Podcast.

💬 Got questions or want to share your story? Reach out at hello@thetruthdecaypodcast.com or connect with us at sddentalsolutions.com.

#truthdecaypodcast #dentalbilling #dentalpodcast #frontdesk #dentistrybusiness #practiceprofits #officemanagerlife

“Waaait, Dr. Dentist Office... why did you send me this bill? But I paid everything I was supposed to! You TOLD me I wouldn’t have to pay anything else!”

If that conversation sounds familiar, you’re not alone. Confusion about patient portions is one of the biggest sources of billing disputes, frustrated patients, and lost revenue in dental practices.

In this episode of The Truth Decay Podcast: Talking Dollars and Sense, Sara Baker and LaRae McMullen explain how to talk about patient portions clearly, consistently, confidently, and why they are not optional (wait, WHAT).

Because again, here’s the truth: patients aren’t upset that dentistry costs money… they’re upset when that bill is a surprise (and like, not the good kind). Why set up a situation where patient portions are some weird mystery? It can be straightforward. Let's get you set up for success!

Points we discuss include:

• The 3 key definitions to understanding patient portions: deductible, co-insurance, and co-pay (though in dentistry, one is a lil' loosey goosey, let's be real - listen and let us know if you agree!)
• Why writing off patient portions isn’t just bad policy—it’s a compliance violation
• How surprises kill trust (and your AR) while clear estimates build stronger relationships
• The 5 steps to making patient portions simple:
  1. Verify benefits early
  2. Let your PMS work for you
  3. Check benefits per appointment
  4. Use the same scripts every time
  5. Get 👏 it 👏 in 👏 writing

✨ To make this even easier, we’ve created a free resource: 5 Steps for Making Patient Portions Simple. Download it at thetruthdecaypodcast.com and use it to train your entire team.

📺 Watch the full episode on YouTube: https://www.youtube.com/watch?v=Lk364o8-UNQ

🎧 Or listen on Apple, Spotify, or any major podcast platform — just search The Truth Decay Podcast.

💬 Got a question or story about patient portion struggles? We’d love to hear it. Reach out at hello@thetruthdecaypodcast.com or connect with us at sddentalsolutions.com.

#truthdecaypodcast #dentalbilling #dentalpodcast #patientportions #practiceprofits #dentistrybusiness #dentistlife #officemanagerlife #dentaladmin