Your team still chasesevery insurance claim by hand.AI automation for dental practices and groups, built on the practice software you run. Your front office gets hours back, and you see what each PPO really pays you.
HAIBRID Consulting builds the systems that carry the insurance and admin work of a dental practice or group.
Your team gives its day to patients, short payments are caught before they become write-offs, and you grow the practice on numbers you can trust.
One visit, start to finishFollow one patient from the booked appointment to the bank.
A patient books a 2:00 exam. The x-ray shows a cracked lower molar, tooth 30, and it needs a crown. Before your practice is paid for it and knows what it kept, the work crosses the front desk, the insurer and the ledger.
Example2:00, chair 3Crown, tooth 30PPO plan
The route of one visit, drawn as one line in three rows, one row for each stop. Stop 1, along the top: the front-desk phone, the day's schedule and chair 3, where today calls are missed, the insurance breakdown is blank and accepted treatment leaves with no date; what we build writes the breakdown to the record, flags only the exceptions and books the follow-up. Stop 2, back across the middle: the claim leaving the practice and the insurer, where today claims bounce back and a short payment is written off; what we build checks each claim and sends it the same day with the x-ray attached, rings the short line and drafts the appeal. Stop 3, along the bottom: the ledger and a sheet of what each plan pays, where today claims age and write-offs are never seen by plan; what we build posts every payment, has an agent work the unpaid claims and puts every plan on one sheet.
Example · 2:00, chair 3 · Tooth 30
1The benefits are checked and the patient hears the cost
Today
Someone calls the plan or logs in to its portal, waits, and writes the breakdown out by hand: the maximum, the deductible, the frequencies, the waiting period, the missing tooth clause. The eligibility check you already pay for confirms the patient is active and leaves out most of the rest. The estimate is built from that and a fee schedule that may be out of date, and the patient says yes and leaves without a date.
What we build
Every patient on the schedule is checked ahead of the visit, through the insurers’ electronic connections where they exist and their portals where they do not, and the full breakdown is written onto the patient’s record. Your coordinator sees only the patients with something missing or changed. The estimate comes from the plan’s own rules and your contracted fee, so it holds when the claim is paid, and accepted treatment is followed until it is on the schedule. A missed call goes on a call-back list within minutes.
We measure
Patients with a complete breakdown before they arrive, and treatment completed.
2The claim goes out and the insurer pays short
Today
Claims leave in a batch at the end of the week, one without the x-ray, one with a code the notes do not support. Each comes back weeks later to be done again. The crown on tooth 30 comes back paid as a cheaper one, and the difference is written off, because the appeal takes time nobody has.
What we build
Every claim is checked before it leaves: the code against the clinical note, the tooth against the chart, the frequency against the history, and the attachments that plan asks for. The narrative is drafted from the dentist’s own note for a signature, and clean claims go out the day of treatment. When the plan pays, every line is compared with your contract, a downcode is flagged with the dollar difference, and the appeal is drafted for your office manager to send. The secondary claim goes out with the EOB attached.
We measure
Claims paid on first submission, and dollars paid against dollars contracted.
Example
3The payment is posted and you see what the crown paid
Today
Payments are posted by hand, line by line, from files, faxes and paper, and unpaid claims age on a report someone means to work. Your fee for the crown is $1,400. The plan allows $880, so $520 is written off before anyone pays a cent, and your software files it under adjustments, where no report shows it by plan.
What we build
Each payment is matched to its claim and posted against the procedure it paid for. An agent, AI software you give a job and a set of limits, works the unpaid claims every day and brings your team only the ones that need a person. The patient’s balance goes out the day insurance pays. Production, write-off and collection are defined once and reported the same way every time, by procedure, dentist and plan, and you can ask them a question in plain words.
We measure
Net collection rate, and claims open more than 30 days.
Example
That was one crown. The same three stops run under every procedure on today’s schedule.
We build them as one system, from three of our services. Workflow Automation carries the checking, the drafting and the chasing. Systems Integration keeps your practice software, your clearinghouse, your phones and your books in step. Business Intelligence turns the ledger and the remittances into numbers you can act on. You add a chair, a dentist or a location without the insurance work growing at the same pace, and more of what you produce reaches the bank.
Your numbersThree numbers show what the insurance work costs you.
1Treatment completed
Dentistry49%
Your practice: treatment completed, counted before we build.yours
Average case completion, January to June 2026, across more than 5,200 Denticon practices (47% in 2025). Average acceptance is 61%.
Planet DDS, 2026 mid-year outlook
2Claims denied or pending
Dentistry20 to 30%
Your practice: claims denied or pending, counted before we build.yours
Planet DDS says the average dental group leaves 20 to 30% of submitted claims denied or pending at any given time.
Planet DDS, 2026 mid-year outlook (vendor statement)
3Net collection rate
Dentistry90%+
Your practice: net collection rate, counted before we build.yours
63% of practices in the survey collect at least this much of what they are owed, largely through manual work.
Zentist, 2026 Dental RCM Trends and Insights report
We count yours from your own practice software, claims and remittances before we build anything.
A sheet of five plans, Plan A to Plan E, each a bar showing what was billed, what the contract allowed, what was paid and what was written off. Plan C writes off the most and carries a tag: schedule last updated 2016. The sheet opens Plan C code by code, splits each plan by dentist and location with how long it takes to pay, removes Plan C and moves the totals, and marks the place where Plan B started paying a crown short.
Example · Five plans, last twelve months
The PPO questionStay in network, renegotiate or leave. Decide it with your own numbers.
We start most practices here. The first build only reads: your ledger, your fee schedules and what the insurers sent back. Nothing is written into your software and nobody’s day changes. The Proof Sprint, our short paid first phase, ends with these numbers in your hands, and they show which stop of the visit to build next.
What each plan pays, code by code
For your busiest procedures: your fee, the contracted fee, what was paid, and how often it was paid short.
What each plan’s patients bring in
Production, write-off and collection by plan, by dentist and by location, with how long each plan takes to pay.
What a change would do
Raise a fee, renegotiate a schedule or leave a network, and see the effect on last year’s actual visits before you sign anything.
A watch on every contract
An agent reads each remittance against the schedule and tells you the week a plan pays a code short or changes its fees.
You, or the negotiator you hire, sit down with the insurer’s own payments on the table.
By practiceGeneral, pediatric, orthodontic, specialty or group: each has paperwork of its own, and we build for it.
General and family
Hygiene recall booked before the six months are up. In-house membership plans billed and renewed without a spreadsheet. Benefit reminders sent before the year runs out.
Pediatric
Medicaid eligibility checked for every child on the schedule, because it can change from one month to the next. Consent and health-history forms signed on a phone before the visit.
Orthodontics
Payment contracts collected on schedule, with a missed payment followed the same day. Insurance billed in its installments for as long as treatment runs.
Oral surgery, endodontics and periodontics
Referrals logged the moment they arrive, with the x-rays and the note attached. Pre-determinations on large cases sent and chased, and the report back to the referring office sent the day of treatment.
Groups, and any practice adding a dentist
Each dentist’s credentials kept current in CAQH, the shared credentialing database, and every insurer enrolment chased until the effective date is in writing. Licences and DEA registrations tracked, and every location reported on the same numbers.
Swipe for each kind of practice
The trace of the tooth 30 claim: a signed business associate agreement and a lock above a strip of stamped entries. Each entry has a time, an action, the rule that decided it or how sure the system was, and a tick or a set of initials. The narrative, drafted at 0.82 sureness, below the line of 0.90, branches to a person; the dentist's and the office manager's initials sit on the entries they approved. A magnifier runs down the strip and opens each entry's record: the note, the x-ray, the narrative, the signature, the send date, the EOB, the appeal and the ledger posting.
Example · The tooth 30 claim, traced
Checked and loggedPatient records are involved, so nothing runs out of sight.
Before we see a record
We sign a business associate agreement first. You have it in writing where patient data is stored, which services process it and who is accountable for it. The system gets only the access its job needs, and your patients’ data trains no one’s model.
What is checked
Where a rule can decide, a rule decides, the same way every time. Where reading is needed, the system rates how sure it is, and anything below the line you set goes to a person. It is proved on a fixed set of your own past claims before it touches a live one.
What waits for a person
Anything that moves money or leaves the practice under your name: an appeal, an adjustment, a narrative, a statement. The dentist signs what is clinical. You decide when a step has earned less review, and you keep the off switch.
What is logged, and who can follow it
Every step records what was read, what was decided, by which rule or how surely, and who approved it. When an insurer audits a claim two years later, your office manager or accountant follows it from the breakdown to the deposit, with the note, the x-ray, the narrative and the signature in one place.
Why HAIBRID, for a practiceWe have built the hard parts already, for other businesses and for our own.
You will not have to explain a missing tooth clause to us. Before we wrote this page we read more than 1,100 comments from dentists and dental teams, the published prices of the firms practices already pay for this work, and the industry’s own reports.
One of ours · Stop 1 and stop 313
Paper read into the record in about 23 seconds
A build of ours reads a scanned accident report into a law office’s case software in about 23 seconds and marks every field high, medium or low for how sure it is. The same intake takes a person 30 to 60 minutes. It also records which step ran, how long it took and how it scored. A faxed breakdown and a paper EOB are the same kind of document.
One of ours · Stop 22
A morning’s decisions cleared in five to ten minutes
For a manufacturer’s sales team we built a pipeline that did the research overnight and put 20 to 30 scored decisions on the sales lead’s phone each morning, each one a card with four buttons. Your office manager’s appeals work the same way: the packet is drafted, and the decision is one tap.
One of ours · Every stop123
A firm that runs this way itself
HAIBRID’s own research, marketing, lead generation and client delivery run on teams of agents we built.
Our founder started his career in the finance operations of a large health insurer and later approved and signed contract pricing at a Fortune 250 enterprise, which is why the contract sits at the centre of what we build for a practice. More about him
“We already pay for Dentrix and an eligibility add-on. Why isn’t that enough?”
Your practice software holds the chart and the ledger, and the add-on tells you a patient is active. Neither makes the calls for frequencies and history or works the short payments. We switch on what you already pay for and are not using, and build the rest around it.
“Does it write back into the chart, or is it one more login nobody checks?”
It writes back. The breakdown lands on the patient’s record, the payment on the ledger and the note on the claim, in the software your team has open all day.
“Does this work with our practice software, or should we switch first?”
We build on the software you run, whether that is Dentrix, Eaglesoft, Open Dental, CareStack, Denticon or Curve Dental: through the software’s own data connection where it has one, its reports and exports where it does not, and its screens when that is the only way in. When a switch is the right call, we run a test conversion on a copy and count every patient, balance, treatment plan and image across before anything real changes.
“I don’t want AI anywhere near clinical decisions.”
It is not. Everything we build for a practice is business work: benefits, estimates, claims, payments and reports. The dentist writes the clinical note and signs the narrative.
“What changes for my office manager?”
The hold time, the retyping and the chasing go. The judgment stays with the person who has it: which claim to fight, which patient to call, what to bring to the dentist. We build it with your office manager, around the way your front office already runs.
“We already send our billing out.”
Then you know what the work is worth. A billing company does it for a monthly fee or a share of your collections, for as long as you pay. We build the system once and you own it. Your own team can run it, or your billing company can.
“What does it cost?”
Every project is priced against a number from your own practice: the short payments it catches, the hours it gives back, or the fee you pay to have the work done today. You see a first build working on your own claims before you commit to anything larger.
“Who looks after it once you’ve handed it over?”
We hand it over working, with a written record of how a visit was handled before and how it is handled now, so the process does not live in one person’s head. We keep watch for 60 days. You own all of it, including the code.
Find out what the insurance work is costing your practice.
Get your Operations X-ray, our free first look at your operation. Or book a call and walk us through one patient visit.
