Even in 2025, with all the technology and training available, many dental offices still struggle with insurance-related pitfalls that eat away at revenue, slow down cash flow, and frustrate staff. These issues don’t just affect your back office – they can also lead to confused or upset patients and result in negative reviews that hurt your reputation.

Here are five common mistakes we still see – and how to avoid them:

1. Not Verifying Insurance Before Every Visit

Benefits change constantly. Patients may switch plans, lose coverage, or experience changes without realizing it. Skipping verification – even for long-term patients – leads to denied claims and awkward financial conversations.

2. Assuming PPO Plans All Work the Same

Not all PPOs reimburse the same way. Some have fee schedules that differ drastically, and others require pre-authorizations for services that seem routine. Don’t make assumptions – check each plan’s rules.

3. Missing Timely Filing Deadlines

Every payer has its own window for submitting claims. Miss it, and you’re left with a write-off – no exceptions, no second chances (shout out to you, Ameritas and Regence). Having a system in place to flag aging claims is crucial to protect your bottom line.

4. Overlooking Coordination of Benefits (COB)

If a patient has dual coverage, not getting the COB information up front can delay payment for months. Always ask and document which plan is primary and which is secondary before treatment.

5. Ignoring Unpaid Claims Until It’s Too Late

Too many offices only spot problems once AR is out of control. Regular follow-ups on unpaid claims should be part of your weekly workflow – not an afterthought.

Avoiding these mistakes takes time and training, but it pays off.

If your team is struggling to keep up or you’re unsure where to start, it might be time to outsource to experts who live and breathe dental billing. Your revenue (and sanity) will thank you.