By Medtransic | February 11, 2026 | 14 min read
Quick Summary: Should you outsource your dental billing? This guide covers pricing models (percentage, flat fee, per-claim), what services to outsource vs. keep in-house, how to vet a billing partner, 9 red flags to avoid, a 90-day onboarding timeline, and the KPIs that separate a good partner from a great one.
Dental billing outsourcing means handing the insurance billing workload — claim submission, payment posting, denial management, and AR follow-up — to an external team that works in your practice management software remotely. They connect through a HIPAA-compliant VPN or remote desktop, work your accounts in real time, and handle the hours of phone calls and paperwork that keep your front desk from focusing on patients.
The outsourced team doesn't replace your staff. Your front desk still checks patients in, presents treatment, collects copays, and runs day-to-day operations. What changes is that the tedious, time-consuming backend of insurance billing — the part that requires specialized knowledge and relentless follow-up — moves to people whose entire job is getting claims paid.
This isn't new. Outsourced dental billing has been growing steadily since the mid-2010s, and the shift to remote work accelerated it further. Today, thousands of dental practices across the country use outsourced billing partners, from solo practitioners to multi-location DSOs.
Not every practice needs outsourced billing. But these patterns consistently indicate that your current billing setup is costing you money.
| Outsource | Keep In-House |
|---|---|
| Insurance claim submission and tracking | Patient check-in and checkout |
| Payment posting and EOB reconciliation | Treatment presentation and financial case acceptance |
| Denial management and appeals | Same-day copay and patient payment collection |
| Insurance AR follow-up | Scheduling and appointment confirmation |
| Insurance verification and eligibility | In-person patient billing questions |
| Patient statement generation and mailing | Clinical documentation |
| Pre-authorization and pre-determination | Procedure coding accuracy review |
| Credentialing and fee schedule analysis | Day-to-day office management |
| Model | Range | Best For | Watch Out For |
|---|---|---|---|
| Percentage of Collections | 4%-9% | Established practices | Percentage on gross charges vs actual collections |
| Flat Monthly Fee | $1,200-$3,500/month | Cost predictability | Scope creep |
| Per-Claim Pricing | $4-$8 per claim | High-volume practices | Excluded services |
US-based teams generally have deeper familiarity with regional payer rules, Delta Dental plan variations, state Medicaid dental programs, and CDT nuances.
Offshore teams can be significantly less expensive but quality varies widely.
Most outsourced dental billing companies charge between 4% and 9% of monthly insurance collections.
Insurance verification, claim submission, payment posting, denial management, AR follow-up, patient statements, pre-authorizations, and credentialing support.
No. Outsourced dental billing complements your existing team by handling backend insurance billing work.
Through a HIPAA-compliant VPN or secure remote desktop connection.
Most practices see measurable improvements within 30 to 60 days.
Reputable companies are fully HIPAA compliant with signed BAAs and encrypted connections.
Domestic companies offer deeper knowledge of regional payer rules. Offshore teams can be less expensive but quality varies.
Ready to see what outsourced billing can do for your practice? Contact Medtransic today for a free AR assessment. Call 888-777-0860 or visit our contact page.