Have you had your practice's approved AI draft an insurance narrative from your notes?

AI can turn your chart notes into a clear narrative that answers what the plan needs. Use only a BAA-covered tool, and check every fact.

How to automate it

How to automate “send claims and chase unpaid or denied insurance claims”

Here are 3 ways to spend less time on this, best first. Each comes with steps you can follow today and, for AI fixes, a prompt to copy.

60 min

typically, every day

55%

of the time can be automated

Some setup

to set up

Fix 1 of 3

Software featureBest fix

Send claims electronically with attachments in one step

Electronic claims with X-rays, perio charts and narratives attached through your clearinghouse go out complete the first time, instead of being denied for "missing information" and resent.

Typically saves about 40% of the time1 h to set up

1Check that your clearinghouse attachment service is connected to your practice system (for example DentalXchange or Vyne Dental).
2Create a cheat sheet of which codes need which attachments for your main plans.
3Attach images and narratives at the time of the claim, not after a denial.
4Track rejections weekly and fix the cause.

Tools: DentalXchange · Vyne Dental · Your practice management system (Dentrix, Eaglesoft, Open Dental, Curve, Denticon, CareStack or similar)

Fix 2 of 3

Process fix

Work the claims aging report every week, oldest and largest first

A fixed weekly hour on the outstanding claims report, sorted by age and amount, catches problems at 30 days instead of 90 and shows which plans and codes keep getting denied.

Typically saves about 30% of the time30 min to set up

1Block one hour a week for the outstanding claims report.
2Work claims over 30 days, largest first: check status in the payer portal before calling.
3Note the denial reason for each and tally the top three each month.
4Fix the cause upstream (missing attachments, wrong frequency, eligibility) with the team.

Tools: Your practice management system (Dentrix, Eaglesoft, Open Dental, Curve, Denticon, CareStack or similar) · Payer portals

Fix 3 of 3

Have approved AI draft insurance narratives and referral letters from your notes

AI turns your chart notes into a clear narrative that answers what the dental plan needs (tooth, findings, why this procedure) or a tidy referral letter. Use only your practice's BAA-covered AI for anything with patient details.

Typically saves about 45% of the time10 min to set up

1Gather the chart note, the procedure code and what the plan usually asks for (fracture, decay extent, existing restoration age, pocket depths).
2Use only your practice's approved, BAA-covered AI tool. If you do not have one, remove all patient identifiers first.
3Use the prompt below.
4Check every clinical fact, then attach the narrative with the X-rays and photos.

Prompt to copy

Draft a [DENTAL INSURANCE NARRATIVE / REFERRAL LETTER] for [PROCEDURE AND CDT CODE] on tooth [TOOTH #]. Clinical findings from my notes: [PASTE NOTES]. For a narrative: state the diagnosis, the clinical findings that support it (fracture, decay extent, failing restoration age, pocket depths, symptoms), why a lesser treatment is not suitable, and which images are attached. For a referral: the reason for referral, relevant history and what I am asking the specialist to do. Under 150 words, factual. Mark anything missing as [MISSING]. Do not invent findings.

Tools: Your practice's approved, BAA-covered AI assistant

Quick wins

Have you tried…

Have you had your practice's approved AI draft an insurance narrative from your notes?: AI can turn your chart notes into a clear narrative that answers what the plan needs. Use only a BAA-covered tool, and check every fact.

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Dental office manager / treatment coordinator

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