How to Update Dental Insurance Addresses and Contact Details

Why Keeping Insurance Contact Information Updated Matters

Accurate insurance payer information is essential for smooth dental billing operations. Outdated addresses or contact details can lead to claim denials, delayed payments, and unnecessary accounts receivable (AR) follow-up. When dental offices submit claims to the wrong address or use outdated payer contacts, Explanation of Benefits (EOBs) may not arrive on time, and appeals or additional documentation requests can be missed. Keeping payer information current ensures that claims are processed efficiently, reducing administrative headaches and maintaining a healthy revenue cycle.

How to Change Address Information with Major Dental Insurers

Most dental insurance companies periodically update their claims mailing addresses and contact details. Here’s a step-by-step approach used by successful dental offices to ensure payer information is always up to date:

• Monitor Payer Bulletins: Regularly review payer newsletters, bulletins, and provider portals for address changes or updated contact information.
• Update Practice Management Software: As soon as new information is received, update the payer profiles in your dental software or clearinghouse system to reflect the new address and phone numbers.
• Communicate with Your Team: Notify all billing and administrative staff about the changes to prevent claims from being sent to old addresses.
• Confirm with the Insurer: If you’re unsure about an address, call the insurer’s provider relations department to verify the correct claims mailing address and contact details before submitting claims.
• Document the Change: Maintain a log of when and why payer information was updated, including the source of the new information. This helps with future audits and troubleshooting.

Example: Updating Delta Dental's Address

Delta Dental is one of the largest dental insurers, and their claims addresses can vary by state and plan. Here’s how to handle a Delta Dental claim address change:

• Identify the Correct Delta Dental Entity: Delta Dental operates through regional member companies. Always confirm which Delta Dental group (e.g., Delta Dental of California, Delta Dental of Illinois) your patient’s plan is associated with.
• Check for Recent Updates: Visit the Delta Dental provider portal or review recent EOBs for address changes. Delta Dental often announces updates via provider communications.
• Update in Your System: Enter the new claims address and any updated contact numbers into your practice management software. Double-check for accuracy, as even a small typo can cause claim rejections.
• Notify Staff: Send an internal memo or update your billing procedures manual to reflect the new Delta Dental address, ensuring all team members are aware.
• Test the Change: For the first few claims sent to the new address, track their status closely to confirm timely processing and payment.

Example: If Delta Dental of California updates its claims address, update all patient records and payer profiles associated with that entity. If you receive a returned claim or delayed EOB, immediately verify the address and follow up with Delta Dental’s provider services.

Verifying Changes and Communication with Insurers

After updating payer information, it’s crucial to verify that claims are being received and processed correctly:

• Monitor EOBs and Payment Cycles: Watch for any disruptions in payment timelines or missing EOBs after an address update.
• Follow Up Promptly: If claims are delayed or denied due to address issues, contact the insurer’s provider relations team immediately. Document your communications for reference.
• Schedule Regular Reviews: Set a quarterly reminder to review all payer contact details and addresses in your system, ensuring ongoing accuracy.

Clear, proactive communication with insurers and within your team helps prevent costly billing errors and keeps your dental office’s revenue cycle running smoothly.