Patient Registration and Information Collection for Dental Billing
Published by the American Dental Coders Association
Why Patient Registration Matters in Dental Billing
Accurate patient registration is the foundation of successful dental billing. Errors or omissions at this stage can lead to claim rejections, payment delays, and compliance issues. Ensuring that all required demographic, insurance, and consent information is gathered upfront helps practices stay efficient and profitable.
Key Information to Collect During Patient Registration
During the patient intake process, dental billers and front office staff should gather and verify the following details:
- Full Legal Name
- Date of Birth
- Social Security Number (optional but useful for insurance verification)
- Address, Phone Number, and Email
- Emergency Contact Information
- Employer Information (for coordination of benefits)
- Primary and Secondary Insurance Details (ID numbers, group numbers, policyholder info)
- Subscriber relationship to the patient
- Consent to Treat and Financial Responsibility Signatures
Insurance Card and ID Verification
Always request and scan copies of the patient’s insurance card (front and back) and a photo ID. Verifying benefits before the appointment helps avoid billing surprises and increases payment accuracy.
Coordination of Benefits (COB)
COB details are essential when a patient has more than one insurance. Determine the primary vs. secondary payer and document this in the patient’s record. Failing to do this upfront can lead to claim denials or missed revenue.
Use of Electronic Forms
Modern practices use secure, HIPAA-compliant digital intake forms that patients can complete online prior to their visit. This improves accuracy, reduces wait times, and integrates easily into practice management systems.
Common Registration Errors That Impact Billing
- Misspelled names or incorrect birth dates
- Mismatched subscriber information
- Missing signatures on consent or financial forms
- Failure to verify current insurance eligibility
Tips to Improve Patient Registration Accuracy
- Double-check spelling and ID numbers while the patient is present
- Use insurance portals to confirm active coverage
- Update forms annually or after any insurance or demographic changes
- Train front office staff on insurance coordination rules and documentation requirements
Conclusion: Registration is More Than Paperwork
Patient registration is a critical part of the dental revenue cycle. When done correctly, it sets the stage for accurate billing, faster payments, and better patient experiences. Dental billers and front office teams must treat this step with as much care as the coding and submission process itself.
For more training, tools, and certification in dental billing, visit the ADCA Education Center.
