Todaro Dental: 28% faster collections, with insurance and patient payments automated.
Todaro Dental runs all three ScoutIQ modules: insurance billing, patient billing and AI Analytics. Days in A/R fell 28%, what patients and insurance owe fell by a third, 98% of electronic insurance dollars match automatically, and the front desk went from keying about 122 card payments a month to none or one.
One office, Open DentalWorth to the practice, per location
- a year
- $32K
- a month
- $2.7K
- staff hours back a year
- 388
- Insurance Billing Automation
- Patient Billing Automation
- AI Analytics + Atlas Assistant
“I love using Atlas. I could spend hours in it. I don’t have to understand the data, it just tells me what’s wrong before I even ask. My staff always knows what to do next, and we’ve booked thousands of dollars in treatment from its patient fill list.”
Meet Todaro Dental.
Todaro Dental is a family practice in Livonia, Michigan, led by Dr. Terri Todaro: general, cosmetic and holistic dentistry in one office on Open Dental. It is a busy practice with loyal patients, and a front desk that does everything: checking in, collecting, posting and keeping the schedule full.
The challenge
Collections chased by hand
Overdue balances meant calls and statements, worked by the same front desk that checks patients in.
Patient payments reconciled by hand
Every payment was matched to Open Dental and to the bank by hand, one deposit at a time.
Every EOB judged and posted by hand
Each insurance claim was read from its EOB and keyed line by line.
What changed
Patient payments on autopilot
Card terminals at the desk, a payment link, card by phone and card on file. 89% of patient payments now come through ScoutIQ, and all 546 posted to Open Dental with no one keying them.
Insurance posted from the EOB
ScoutIQ reads each EOB and posts it to the claim in Open Dental the way the team would, a median of six minutes after it arrives: 330 claims and 772 procedure lines so far. 76% of all insurance payments now go through ScoutIQ.
Cash reconciled to the bank
Every deposit is matched to what was posted. 98% of electronic insurance dollars match on their own, all 49 card payouts, $152,083, tie to the bank with every payment inside them, and the books reconcile four ways at 96%. The matching turned up 7 insurance deposits, $4,358, that had reached the bank but were never posted.
Recall lists every morning
Atlas builds the recall and fill lists the team works each day, and tells Dr. Todaro what changed before she asks.
The outcome
Days in A/R fell 28%, to 13.3. What patients and insurance owe fell by a third, to $30.9K. Card payments keyed by hand went from about 122 a month to none or one, 35% more lapsed patients came back for a cleaning, and the net collection rate rose to 99.3%.
Paid through ScoutIQ, fully automated
- Patient payments
- $123,821546 patient payments
- Insurance payments
- $72.7K330 claims
The results.
From Todaro Dental’s own Open Dental records and ScoutIQ payment records, measured over 90 days from the first payment through ScoutIQ, against as many days the office was open before ScoutIQ.
- faster collections, Days in A/R at 13.3
- 28%
- 5.3 days fewerBefore ScoutIQ: 18.6
- of electronic insurance dollars matched automatically, 178 of 185 deposits
- 98%
- of card payouts matched to the bank, 49 of 49, $152,083
- 100%
- reconciled four ways to the general ledger
- 96%
- of all insurance payments through ScoutIQ, 330 claims since go-live
- 76%
- +76 pointsBefore ScoutIQ: 0%
- of patient payments through ScoutIQ, posted with no keying
- 89%
- +89 pointsBefore ScoutIQ: 0%
- less owed by patients and insurance, $30.9K
- 33%
- $15.1K lessBefore ScoutIQ: $46.0K
- net collection rate
- 99.3%
- +1.7 pointsBefore ScoutIQ: 97.6%
- more lapsed patients back for a cleaning, 93
- 35%
- +24 patientsBefore ScoutIQ: 69
Questions about these results.
Days in A/R at Todaro Dental, one office in Livonia, Michigan on Open Dental, fell 28%, from 18.6 to 13.3. What patients and insurance owe fell by a third, to $30.9K, and new patient balances under 31 days old fell 65% against a year earlier.
89% of patient payments, 131 of 147 in the latest 30 days. Card terminals at the desk, online, phone and card-on-file payments all post to Open Dental with no keying, 546 of 546, and desk card payments keyed by hand went from about 122 a month to none or one.
Todaro’s net collection rate rose to 99.3% with ScoutIQ, from 97.6% before, while patients paid 86.2% of each visit’s share within 30 days, against 83.5%.
Todaro runs all three modules: $32K a year and 388 staff hours a year on Todaro’s own volumes, insurance posting included. 35% more lapsed patients came back for a cleaning as the Atlas recall lists ran.
“Insurance payments and patient payments post themselves into Open Dental now, and my team only handles the exceptions. We get paid about five days sooner, 98% of our electronic insurance dollars match on their own, and the Atlas reports show us where the money is and which patients to bring back.”
How it was measured.
ScoutIQ’s standard definitionsMeasured in Todaro’s own Open Dental records and ScoutIQ payment records. Open Dental was connected to ScoutIQ well before reminders started, so before and with ScoutIQ are read from the same records the same way.
Before holds as many days the office was open as the period with ScoutIQ: Todaro takes payments Monday to Thursday and closes on holidays. The two periods fall in different seasons.
Overdue means 31 or more days past due, patient portion, families owing more than $5. Balances are rebuilt from Open Dental’s own ledger with its aging rules, the same way on both sides. Days in A/R is what patients and insurance owe over a day of net production in the 90 days before; faster is the fall in Days in A/R.
Overdue balances were small when reminders started, so no old-balance recovery is claimed. Newer balances were paid faster, and that cash, $8.8K at a day of net production, is counted once in the value so far.
Lapsed patients back counts patients whose last cleaning was 8 to 24 months before. The rise coincided with the Atlas recall lists; cleanings overall held level, so some of those visits may have taken a slot another patient would have used, and the value counts half to all of the rise.
Yearly value is worked out on Todaro’s own volumes, the latest 30 days of payments and staff time at $32 to $40 an hour; each figure is the 75th percentile of the conservative-to-realistic range, rounded up.
The terms, defined: days in A/R, net collection rate, write-off vs adjustment, payment reconciliation, ERA vs EOB.
Prepared by ScoutIQ from Todaro Dental’s own practice and payment records. The yearly value is worked out on the practice’s own volumes. Results vary by practice.
More results and products
- Customer results Polish Dentistry: $20,475 in old balances paid, and posting on autopilot Polish Dentistry turned on ScoutIQ Patient Billing reminders and online payments. Overdue families paid 2.3 times as much of what they owed, 34% faster. The net collection rate reached 99% and the patient collection rate 86.9%, and what patients owe fell 45%. Read the results
- Product Patient Billing Automation Balances collected by text, email and mail, every payment posted to the PMS and reconciled. See the product
- Product AI Analytics + Atlas Assistant Recall and unscheduled-treatment lists, morning briefings and plain-English answers. See the product
- Guide Fill last-minute cancellations The ranked fill lists behind Atlas, and how to work them before a chair sits empty. Read the guide
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