Dental Billing Terminology: Printable Reference Guide

Common Terms in Dental Billing

Dental billing involves a specialized vocabulary that every team member should know. Understanding these terms is essential for accurate claims submission, timely payments, and effective communication with insurance companies. Here are some of the most common terms you’ll encounter:

• CDT Codes (Current Dental Terminology): The standardized codes used to describe dental procedures on insurance claims. Each procedure, from exams to extractions, has a unique CDT code.
• EOB (Explanation of Benefits): A statement from the insurance company explaining what procedures were covered, the amount paid, and any patient responsibility.
• AR (Accounts Receivable): The outstanding money owed to the dental practice for services rendered.
• Claim: The formal request sent to an insurance company for payment of dental services provided to a patient.
• Pre-authorization: Approval from the insurance company for a specific procedure before it is performed, ensuring coverage.
• Write-off: The portion of a fee that the provider agrees not to charge the patient, usually due to insurance contract agreements.
• Deductible: The amount the patient must pay out-of-pocket before insurance coverage begins.
• Coordination of Benefits (COB): The process of determining which insurance plan pays first when a patient has more than one policy.

Abbreviations and Acronyms to Know

Dental billing is filled with abbreviations that can be confusing for new staff. Here are some you’ll see often:

• CDT: Current Dental Terminology
• EOB: Explanation of Benefits
• AR: Accounts Receivable
• UCR: Usual, Customary, and Reasonable (fee schedules)
• FSA: Flexible Spending Account
• HSA: Health Savings Account
• PPO: Preferred Provider Organization
• HMO: Health Maintenance Organization
• COB: Coordination of Benefits
• ADA: American Dental Association

Using a Terminology Cheat Sheet in the Office

Having a printable dental terminology cheat sheet in your office is a practical way to support new billing staff and trainees. Here’s how to make the most of it:

• Onboarding: Include the cheat sheet in your new hire packet to accelerate learning and reduce errors.
• Desk Reference: Keep laminated copies at billing stations for quick look-up during claim entry, insurance verification, or patient calls.
• Team Training: Use the cheat sheet during staff meetings or training sessions to review key terms and processes, such as claim appeals or AR follow-up.
• Process Improvement: Encourage staff to add new or frequently misunderstood terms to the cheat sheet, keeping it current and relevant.

For best results, update your cheat sheet annually to reflect changes in CDT codes and insurance policies. This ensures your team always has the most accurate information at their fingertips.

Where to Find More Dental Billing Resources

Staying current in dental billing requires ongoing learning. In addition to your in-office cheat sheet, consider these best practices:

• Regular Training: Schedule periodic training sessions to review updates in dental coding, insurance policies, and billing regulations.
• Professional Associations: Join dental billing or office manager associations for access to webinars, newsletters, and industry updates.
• Internal Audits: Conduct regular audits of your billing processes to identify areas for improvement and ensure compliance with industry standards.

By equipping your team with a comprehensive, printable dental terminology reference and encouraging continuous education, your practice can minimize billing errors, speed up payments, and provide better service to patients.