Step 1: How to Create an Insurance Claim in Dentrix

Everything starts in the patient’s ledger.

Before you create a claim, make sure:

• Procedures are already posted
• The patient’s insurance is attached correctly

Once that’s done, you can create a claim in two ways:

• Use the Insurance menu in the top toolbar
• Or use the quick icons for Today’s Procedures or Selected Procedures

Pro tip:
Most offices create claims as patients are seen throughout the day instead of waiting until the end.

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Step 2: Batching Insurance Claims in Dentrix

When you create a claim, Dentrix automatically batches it for you.

You’ll see:

• All procedures grouped into a single claim
• The claim ready for submission

You can:

• Batch all procedures from today, or
• Batch only selected procedures

This gives you flexibility depending on your workflow.

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Step 3: How to Send Insurance Claims Electronically

At the end of the day, you’ll want to send everything out.

To do that:

1. Go to Office Manager
2. Open the Batch Processor
3. Look for claims with a “Not Sent” status
4. Click the Electronic Claim Submission (lightning bolt icon)
5. Choose:
   
   • Send selected claims, or
   • Send all claims in the batch

If your system is set up correctly, this sends claims directly to insurance.

If not, you can also:

• Print claims and mail them manually

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Step 4: Run a Report to Catch Missed Claims

This is one of the most underrated steps—and one of the most important.

To double-check your work:

• Go to Office Manager → Reports → Ledger
• Run “Procedures Not Attached to Insurance”

This report shows:

• Any procedures that were completed
• But NOT attached to a claim

Why this matters:
Busy days = missed steps. This report catches mistakes before they turn into lost revenue.

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Step 5: How to Post Insurance Payments in Dentrix

Once you receive the EOB (Explanation of Benefits), it’s time to post the payment.

Here’s how:

1. Open the insurance claim in the ledger
2. Click Enter Payment
3. Select Itemize by Procedure

Then:

• Enter the amount paid per procedure
• Follow the EOB exactly

This keeps your ledger accurate and avoids billing issues later.

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Step 6: Enter Payment Details, Deductibles & Adjustments

After itemizing, you’ll finalize the claim details:

Payment Info

• Payment type (check, EFT, credit card)
• Check number (if applicable)

Deductibles

• Enter deductible amounts (standard, preventative, etc.)

Write-Offs / Adjustments

If you’re in-network:

• Adjust the difference between billed and allowed amount
• Use write-offs so the patient isn’t billed incorrectly

This is critical for accurate patient balances and clean accounting.

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Step 7: Finalize and Post the Payment

Once everything matches the EOB:

• Click OK / Post

Dentrix will:

• Apply the payment
• Adjust balances
• Update the ledger

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Simple Daily Workflow (What This Looks Like in Real Life)

If you want a system that actually works, keep it simple:

During the day:

• Post procedures
• Create insurance claims

End of day:

• Batch + send claims
• Run “Procedures Not Attached” report

When EOBs come in:

• Post payments
• Enter adjustments correctly

That’s it. Clean, repeatable, and efficient.

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Final Thoughts

Insurance workflows in Dentrix don’t have to feel overwhelming.

Once you understand:

• How claims are created
• Where they’re batched
• How payments are applied

…it all starts to connect.

If you’re consistent with your process, you’ll avoid:

• Missed claims
• Incorrect balances
• Frustrated patients

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Watch the Full Video Tutorial

If you want to see exactly how this works step-by-step inside Dentrix, watch the full walkthrough here:

Dentrix Ledger Series

• Part 1: Posting Procedures, Payments & Adjustments
• Part 2: Insurance Claims & Payments (this guide)
• Part 3: Payment Plans & Agreements (coming next)