Why Insurance Claim Attachments Matter

Many dental procedures require supporting documentation before an insurance company will approve payment. Depending on the treatment being performed, you may need to attach bitewing or periapical X-rays, a full-mouth series or panoramic image, intraoral photos, periodontal charting, narratives, or other supporting documents. Sending all of the required documentation with the initial claim can help reduce delays, minimize requests for additional information, and improve the chances of faster claim processing.

Step 1: Open the Insurance Claim

Start by opening the patient’s Ledger. Once the insurance claim has already been created, simply double-click the claim to open it. If you need help creating an insurance claim from the beginning, be sure to check out my complete Dentrix insurance claims tutorial, where I walk through the entire process from creating the claim to submitting it electronically.

Step 2: Open the Claim Information Window

With the claim open, double-click the Claim Information section. This window contains all of the claim details, including the area where insurance attachments are managed. In the middle of the window, you’ll find the Attachments section.

Step 3: Select the Number of Attachments

Before you can attach any files, you’ll first need to tell Dentrix how many attachments you’re including. For example, you may be sending two radiographs, two intraoral photos, and one periodontal chart. After selecting the appropriate number of attachments, the Include Attachments button will become available. Click this button to open the attachment manager.

Step 4: Attach Your Supporting Documents

At the top of the attachment window, you’ll see the Attach From drop-down menu. This allows you to choose where the files are stored so you can attach them to the claim. Depending on your office’s setup, you may be able to pull documents from a periodontal chart, Dexis, Smart Image, Doc Center, File Acquire, or another imaging system that’s integrated with Dentrix. Simply choose the source that contains the documentation you want to include.

Attaching a Periodontal Chart

If you’re submitting a claim for periodontal treatment, such as scaling and root planing, you’ll often need to include a periodontal chart. Select Perio from the drop-down menu, choose the appropriate exam, and click OK. Your periodontal chart will then be added as an attachment to the claim.

Attaching X-Rays

If your office uses Dexis, choose it from the Attach From menu to open your patient’s images. Select the X-rays you want to send and click the Add (+) button. Repeat this process for any additional radiographs you want to include.

If your office uses another imaging software that’s integrated with Dentrix, the process will be very similar. If your software isn’t integrated, you can typically save the images first and attach them using File Acquire or retrieve them from Doc Center.

Attaching Intraoral Photos

Adding intraoral photos works much like adding X-rays. Select the photos you’d like to send and click Add. If you’re attaching multiple images, Dentrix will ask whether you’d like to send them as separate files or as a composed series. Many offices prefer sending them as separate files so each image can be viewed individually by the insurance company.

Confirm Your Attachments

Before closing the attachment window, take a moment to review everything you’ve added to ensure the correct files are attached. Once everything looks good, click Close, then OK to return to the claim.

You’ll notice that the claim is now labeled Non-Standard, indicating that attachments have been successfully added.

Submit the Claim

At this point, you’re ready to submit the claim just as you normally would. Whether your office sends claims immediately, uses the Batch Processor, or prints paper claims, Dentrix will include both the insurance claim and all of its associated attachments.

If you’re using the Batch Processor, you’ll also notice an “A” next to the claim, indicating that attachments are included.

Tips for Successful Insurance Claims

Before submitting your claim, it’s always a good idea to do one final review. Make sure you’ve attached the correct documentation, verified that your images are clear and easy to interpret, confirmed that your periodontal chart is current, included narratives when appropriate, and ensured that all required attachments have been added. Spending an extra minute reviewing your claim can help prevent delays and reduce the chances of receiving requests for additional information from the insurance company.

Watch More Tutorials

If you’d like to see the entire process demonstrated step by step inside Dentrix, be sure to watch the accompanying video. I walk through exactly how to attach periodontal charts, X-rays, intraoral photos, and other supporting documents so your insurance claims are ready to send electronically.

If you’re looking to become more efficient with Dentrix, don’t forget to explore the rest of my tutorials covering scheduling, treatment planning, insurance workflows, charting, reports, and many other tips designed to help dental teams work more efficiently every day. on my YouTube Channel.