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

📥 Subscribe to The Truth Decay Podcast on your favorite platform so you never miss an episode.

📧 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

Dental friendos: Is your treatment coding aligned with today’s opportunities, or stuck in last year’s rules and denials?

If your team is stuck appealing the same zero-pays over and over, wasting hours on claims that will never get paid, it’s time to rethink your coding processes.

In this episode of The Truth Decay Podcast: Talking Dollars and Sense, Sara Baker and LaRae McMullen share a real-world story of a periodontal office that spent countless hours fighting appeals for codes that were never payable in the first place. The problem wasn’t effort — it was their expectations.

Points we discuss include:

• Why appealing every denial isn’t productive (and what to do instead)
• How to make coding reflect clinical truth and financial reality
• The importance of keeping your CDT book updated every year
• Finding codes you’re missing — hidden revenue opportunities you may not be billing
• Building “bundled” or “exploding” codes in your PMS to save time and reduce errors
• Why documentation and billing must align to make your records audit-proof

✨ One of the most effective ways to save time and money is to educate your team and automate coding where possible. Stop asking “What can we bill?” and start asking “What did we do?”

📺 Watch the full episode on YouTube: https://youtu.be/VSNEJC_VsyA

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

We’d love to hear from you! Visit us at sddentalsolutions.com or send us an email at hello@thetruthdecaypodcast.com. Whether you have questions, stories, or just want to say hi — we’re here, and we’d love to connect.

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

Dental friendos, please ask yourself: Do you have a culture of avoidance, or a culture of accountability in your practice? If you’re afraid to ask — or if you don’t know — you maaaay already have your answer. And it could be costing you far more than money.

Ultimately, ethical billing isn’t just about compliance — it’s about protecting your practice, your patients, and your profits. (Dolla dolla bills y'all)

In this episode of The Truth Decay Podcast: Talking Dollars and Sense, Sara Baker and LaRae McMullen share a real story of a practice where lack of oversight led to fraud, $75K in paybacks (yiiikes), and broken patient trust. More importantly, they unpack how it could have been avoided with systems, accountability, and leadership from the top down.

Points we discuss include:

• Why legality and ethics are not the same thing
• How unchecked reports and missing oversight create red flags
• Simple safeguards: daily daysheet review, deposit verification, and audit trails
• Building a culture of accountability and ethical decision-making
• Why leadership, not good intentions, drives ethical systems

✨ Start today: Review your daysheets, match deposits, and make your stance on accountability crystal clear to your team.

📺 Watch the full episode on YouTube: https://youtu.be/gd6_tgry7Rg

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

And don’t forget to grab our free Billing Oversight Questions List and 3-Minute Ethical Billing Checklist at thetruthdecaypodcast.com.

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

Dentist friends! Collections don’t have to feel like a battlefield — and they don’t have to hurt your patient relationships. (No for real)

If your AR follow-up feels like conflict or avoidance, it’s time for a better system. Like, yesterday.

In this episode of The Truth Decay Podcast: Talking Dollars and Sense, Sara Baker and LaRae McMullen talk about how to manage final patient balances and AR follow-up in a way that protects both your cash flow and your reputation. From financial policies to staff scripts, they’ll walk through how clarity, consistency, and tone can transform your collections process.

Points we discuss include:

• Why avoidance or aggression both create AR chaos
• How upfront financial conversations prevent surprise balances
• Systems for proactive billing and patient AR follow-up
• Scripts and training to empower staff with confidence
• Best practices for tone, communication, and escalation

✨ Want to protect both your revenue and your patient relationships?

Listen now on your favorite podcast platform or watch the full episode on YouTube: https://www.youtube.com/watch?v=jgTxAQmtQyU

And hey! Don’t forget to grab our free Collections Communication Script Guide at thetruthdecaypodcast.com

Finally, come visit us at sddentalsolutions.com — questions, thoughts, topics, that you want to hear about, anything. We would love to hear from you!

#truthdecaypodcast #dentalbilling #dentalpodcast #collections #dentistrybusiness #practiceprofits #officemanagerlife #dentalpractice #dentaladmin

So, dental practice administrators: does your insurance aging report make you want to look the other way?

If your 90+ claims column is lurking in the shadows, getting bigger and more overwhelming every single day... we see you. You're not alone! And ignoring it is costing you real money.

In this episode of The Truth Decay Podcast: Talking Dollars and Sense, Sara Baker and LaRae McMullen explain how insurance aging reports go buck wild, why it’s not about negligence but overload and disorganization, and how to finally take control without losing your mind.

Points we discuss include:

• The telltale signs of a bloated insurance aging report
• Why unresolved claims = “easy money” that often goes uncollected
• The 5-step clean-up blueprint (segment, dedicate, track, prioritize, systematize)
• Insider tips from our experienced insurance aging specialists
• Action steps to start regaining control today

Listen now on your favorite podcast platform or watch the full episode on YouTube: https://youtu.be/5MZnpnqtXok

Visit us at thetruthdecaypodcast.com for our free downloads:

• Insurance Aging Clean-Up Blueprint, and
• Insider Tips from the SDDS Billing Team at sddentalsolutions.com.

#truthdecaypodcast #dentalbilling #dentalpodcast #dentalcollections #insuranceaging #dentistrybusiness #officemanagerlife #dentistlife #practiceprofits #dentalpractice

Did you know that the average dental practice is only collecting 91% of what is owed to them? You might be losing thousands every month — without even realizing it.

For a $200K-producing office, that’s $18,000 gone. Every. Single. Month.

In this episode of The Truth Decay Podcast: Talking Dollars and Sense, Sara Baker and LaRae McMullen uncover the “missing 9%” hiding in your AR. They share the four most common reasons collections fall short, why it’s not always neglect (but often overwhelmed, under-supported teams), and how surprises — not dentistry’s price tag — are the real killer of your collections.

Some of the points we discuss include:

• How even “good” collection months can hide thousands in lost revenue
• The four biggest AR killers we see in dental practices
• Why overwhelmed teams avoid statements (and how that hurts collections)
• The connection between patient surprises, trust, and payment delays
• How defined, documented systems protect both revenue and relationships

Listen now on your favorite podcast platform or watch the full conversation on YouTube. Download the free Where’s Your Missing 9%? checklist to audit your own process and start putting that lost revenue back where it belongs — in your practice.

#truthdecaypodcast #dentalcollections #adjustedproduction #revenuecycle #dentalbilling #practiceprofits #dentistlife #officemanagerlife #dentalofficemanagement #insuranceaging #dentalpodcast #dentistrybusiness