Simple, Seamless, Stress-Free
From onboarding to ongoing support, we've designed our process to make insurance billing effortless for your practice.
Three Steps to Better Billing
We've streamlined everything so you can start seeing results fast.
You Complete Appointments
Focus on providing exceptional patient care. Complete your daily appointments as usual in your practice management system.
Complete your daily appointments as usual in your practice management system.
We Submit & Follow Up
Our team handles claims submission, attachments, narratives, and aggressive follow-up with insurance companies.
Money Arrives Faster
Insurance payments deposit directly into your bank account. You get more money, faster, with less effort.
What Happens at Each Stage
Here's how we ensure every claim is handled with expert precision
Expert Team Integration
Our specialists seamlessly connect with your practice management software using secure, HIPAA-compliant protocols. We work remotely with your EHR on revenue cycle management.
Integration with all major pediatric dental PMS platforms
Zero disruption to your daily workflow
Complete security and HIPAA compliance maintained
Rigorous Quality Checks
Every claim undergoes multiple verification steps before submission. Our proprietary system catches errors that commonly lead to denials.
Automated error detection for coding and billing
Manual review by pediatric billing specialists
Insurance eligibility verification before submission
Aggressive Follow-Up
We don't just submit and forget. Our team actively tracks every claim and follows up with carriers to ensure timely payment.
Automated tracking from submission to payment
Proactive outreach to insurance companies on pending claims
Expert handling of denials and resubmissions with narratives
Complete AR Management
We don't stop at insurance claims. Our team also manages accounts receivable follow-up to ensure maximum collections.
Systematic patient balance follow-up and collection
Professional, empathetic communication with families
Detailed reporting on all outstanding balances
Direct Deposit & Reconciliation
Insurance payments are posted to patient accounts and EOBs deposited directly into your bank account via EFT—typically within 2-3 weeks.
EFT setup for fastest possible payment processing
All EOBs accurately posted to patient accounts
Complete transparency with real-time reporting access
We've Heard These Questions Before
What is the onboarding process like after signing the agreement?
Once you sign the service agreement, you’ll receive a Welcome Email from our Intake Manager. This email will include:
. A request for any remaining information we need from you
. Questions about your current IT setup
. Next steps tailored to your practice’s system
Onboarding Timeline:
Cloud-Based Practice Management Software (PMS):
If your office uses a cloud-based PMS, we can typically complete onboarding within 7 business days, depending on how quickly we receive the required information from you.
Server-Based PMS:
For server-based systems, onboarding usually takes around 10 business days. We’ll ship pre-configured mini PCs to your office. Your IT team will then connect these devices to your network and install the necessary software with our guidance.
We aim to make the transition as smooth and efficient as possible, with minimal disruption to your daily operations.
How does PDIB access our practice management software (PMS)?
Our method of accessing your PMS depends on whether your system is cloud-based or server-based:
Cloud-Based PMS
. You will create user accounts for our billing team within your PMS.
. Provide us with the login credentials and the URL to access the system.
. Our team will securely log in and begin working within your existing setup.
Server-Based PMS
You have two options:
1. Using Your Spare Computers
. You provide dedicated, in-office computers for our team’s use.
. We connect to your PMS through these machines using Splashtop, a secure, end-to-end encrypted remote access software.
2. Using Our Mini PCs
. We ship pre-configured Mini PCs to your office.
. Your IT team installs the necessary PMS software and connects the devices to your network.
. Our team then accesses the system remotely via Splashtop.
We prioritize security, compliance, and minimal disruption to your daily operations in every setup.
Does PDIB communicate directly with our patients?
No, we do not communicate directly with your patients.
All patient communication—including billing questions, appointment reminders, and insurance inquiries—is handled exclusively by your in-house office staff.
Our role is to support your team behind the scenes by managing insurance claims, follow-ups, and billing processes efficiently and accurately.
How am I billed for PDIB services?
We bill your office based on your monthly insurance collections. Here's how it works:
Standard Rate:
Our fee is 2.5% of your total monthly insurance collections.
For example, if your office collects $50,000 in insurance payments in a month, your bill would be:
2.5% of $50,000 = $1,250
Minimum Monthly Fee:
If your monthly insurance collections fall below $40,000, a minimum monthly fee of $1,000 applies.
For example, if your office collects $20,000, you would be billed the minimum fee of $1,000 for that month.
This model ensures that our billing aligns with your practice’s performance while maintaining consistent support.
Does our office need to scan checks and EOBs, or can we use EFTs?
It depends on how the payments are received:
For Check and Virtual Credit Card (VCC) Payments:
Yes, your office will need to:
. Scan all Explanation of Benefits (EOBs) and any insurance correspondence received by mail.
. Include payments made via checks and VCCs.
. Organize and upload the scanned files to either:
. A SharePoint cloud folder (for cloud-based PMS), or
. A shared drive on your server (for server-based PMS).
Once uploaded, our team will post the payments within 24 hours, allowing your staff to deposit the checks the next day and reconcile the balances.
For EFT (Electronic Funds Transfer) Payments:
No scanning is required.
Our team will:
. Pull remittances and EOBs directly from the insurance portals.
. Post the payments promptly without any action needed from your staff.
This hybrid approach ensures efficient processing while minimizing the workload on your front desk team.
Do I work with the same team member when I have issues?
Yes, you will always work with the same dedicated Customer Success Manager (CSM) whenever issues arise.
Your CSM serves as your main point of contact and works closely with our internal team—including your assigned posters, billers, and AR specialists—to ensure smooth communication, quick resolutions, and consistent support tailored to your practice.
This continuity helps us build a strong relationship with your team and deliver more personalized service.
What systems are in place to ensure my claims are handled properly?
At PDIB, we’ve developed proven workflows and custom-built automations designed specifically for pediatric dental billing. Here’s how we ensure your claims are managed accurately and efficiently:
Tried-and-Tested Processes:
Our workflows have been refined over years of experience, ensuring that every claim is tracked, followed up, and resolved without falling through the cracks.
Custom Automations:
We’ve built automation tools that streamline claim management, allowing our team to work faster and more accurately—without missing deadlines or details.
Beyond Basic Dental Software:
Most dental software is built to create and submit claims, but not to manage Accounts Receivable (AR) effectively. That’s where we come in.
Our systems are designed to fill that gap, giving you full visibility and control over your outstanding claims and collections.
With PDIB, you’re not just getting a billing service—you’re getting a complete claims management system built for pediatric dentistry.
Is this service secure and HIPAA compliant?
Yes, absolutely. We take data security and HIPAA compliance very seriously. Here’s how we protect your practice and patient information:
Secure Remote Access
. We use Splashtop, an end-to-end encrypted remote access software, to securely connect to your office systems.
. Our team logs in using multi-factor authentication (MFA) to ensure only authorized personnel can access your data.
Data Storage & Management
. We use the Enterprise version of Smartsheet, hosted on AWS servers in the U.S., to manage certain claim-related data.
. Access to Smartsheet is controlled through OKTA, a secure identity management platform with multi-authentication protocols.
HIPAA Compliance
. We sign a HIPAA Business Associate Agreement (BAA) with your office, ensuring full compliance with federal privacy and security regulations.
Your data is handled with the highest standards of confidentiality, integrity, and security.
Does PDIB work with general dentists?
No, PDIB exclusively serves pediatric dental practices.
Our services, pricing, and expertise are specifically tailored to the unique needs of pediatric dentistry.
We do not work with general dentists, and we only offer services related to:
. Insurance Billing
. Payment Posting
. Accounts Receivable (AR) Management
This focused approach allows us to deliver highly specialized and efficient support to pediatric dental offices.
Am I locked into a long-term commitment, or can I cancel at any time?
No, you are not locked into a long-term contract with PDIB.
. You can cancel our services at any time by providing just a 30-day written notice.
. There are no cancellation fees and no hidden charges.
. Our agreement is non-binding - it simply outlines the terms of service and includes a HIPAA-compliant Business Associate Agreement (BAA) to ensure your data is protected.
We believe in earning your trust through performance, not contracts.
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Most practices recover enough lost revenue in the first month to cover our fees for the entire year.
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