The Top 5 Open Dental Billing Mistakes We Fix for New Clients

Written By Rebecca Cook

You’re using Open Dental. You’ve got solid production. So why are collections still unpredictable?

Here at CDT Professionals, we specialize in billing support for Open Dental users. And when new clients come to us, we usually see the same handful of issues—small gaps that lead to big revenue problems.

Here are the top 5 mistakes we fix first—and how to keep them from creeping back in.

1. Claims Are Sent—But Never Followed Up

Open Dental makes it easy to submit claims. But if no one’s tracking whether they’re paid (or why they’re not), money sits in limbo.

Fix it:
 Use the Outstanding Claims report regularly, and add clear internal notes after each follow-up call. If the same claims are still open in 30 days, escalate.

2. Narratives Are Missing or Generic

“See attached” isn’t a narrative. Neither is blank space.

Fix it:
 Every claim that needs supporting info should include clear, customized narratives. Bonus: create templates in Open Dental so your team isn’t starting from scratch every time.

3. Verifications Aren’t Documented in the Right Place

Too often, VOBs are stored in email inboxes, random sticky notes, or someone’s head.

Fix it:
 Store all VOB info in the Insurance Plan Notes or Patient Note section. This keeps it accessible for billing, treatment coordination, and appeals—no more guessing.

4. Adjustments Are Posted Without Reviewing the EOB

When adjustments are made without cross-checking against what was actually paid, write-offs get inflated—and you lose revenue you should’ve collected.

Fix it:
 Always post from the EOB, not the estimate. And if something seems off, pause and double-check before writing it off.

5. Aging A/R Isn’t Reviewed Until It’s Too Late

If your A/R report gives you anxiety, you’re not alone. Most practices wait until the end of the year—or until cash flow drops—to dig in.

Fix it:
 Set a 30-minute time block weekly to review and clean up A/R. You’ll be surprised what can be caught early with consistent review.

Rebecca’s Take:

“You don’t need a total billing overhaul. You just need someone who knows Open Dental and knows what to look for. That’s what we do every day—clean, consistent systems that keep your numbers on track.”

Want Us to Take a Look?
 We offer quick, judgment-free billing assessments for Open Dental practices. Whether you need full-service support or just a one-time audit, we’re here to help.

CDT Professionals. Clean claims. Clear systems. Confident collections.


Rebecca Cook