Celebrating National Dental Billers Day: Price Transparency & Billing Ethics
Let’s talk about it—price transparency.
It’s one of the most sensitive topics in dentistry and, honestly, one of the most misunderstood.
At Arevalo Elite Services, we believe that clarity creates trust—and no one plays a bigger role in that than your dental billing specialist.
So today, in honor of National Dental Billers Day, created by industry leader Ericka Aguilar, we’re celebrating the professionals who make dental practices run smoothly and ensure that patients understand exactly what they’re paying for and why.
Why Price Transparency
It’s easy to assume patients “don’t want to know all the details.” But the truth is—they do. They need to. Clear communication around billing isn’t just good practice; it’s ethical and empowering for everyone involved.
We’re not suggesting that you charge patients for every possible thing. The goal isn’t to nickel-and-dime. The goal is to create a complete picture of their care and treatment cost—by tracking everything that happens, even if it’s discounted or written off.
Yes, every single thing.
Because how can we expect patients to see the value of their care—or appreciate any discounts—if they never even see them reflected on their statement?
Even something as small as a $1 adjustment should be posted to the ledger. This helps you:
Show the value of every service
Demonstrate transparency
Protect the practice during audits
Eliminate billing confusion
Build long-term trust with patients
Understanding the Rules Around Discounts and Insurance
Many practices don’t realize that when a patient has dental or medical insurance, the provider is contractually obligated to follow the plan’s fee schedule. That means you can’t reduce the patient portion without also reducing the total fee reflected on the ledger.
In simpler terms—if the patient receives a discount, the insurance company gets one too. That’s why financial documentation must always match what’s billed, and why billing compliance is not just a suggestion—it’s a legal requirement.
Don’t Forget: Missed Appointments and Cancellations Count Too
Did you know there are CDT codes for missed appointments and late cancellations? Posting these codes isn’t about punishing the patient. It’s about educating them on the value of reserved chair time and helping your team maintain consistent documentation.
When properly explained, most patients understand and appreciate these policies—especially when they’re presented as part of a respectful and professional financial conversation.
The Power of Internal Codes
At Arevalo Elite Services, we help offices build internal systems that promote transparency and organization. One of the simplest yet most powerful tools is the creation of custom in-office codes for services that may not be billed to insurance.
Examples include:
Elective upgrades (lab fees)
Non-covered in-office procedures (like whitening)
Dental products (like Peridex, RX toothpaste)
Billing or administrative communication (appeals, records requests, statements)
When every action is posted and accounted for—even at a $0.00 charge—it gives your team clarity and your patients peace of mind.
Celebrating the True Financial Leaders of Your Practice
This National Dental Billers Day, we want to take a moment to spotlight the people who often work quietly behind the scenes—but whose work is essential to every thriving practice.
Dental billers are:
Specialist in coding, compliance, and claim strategy
Advocates for the practice and for the patient
Educators to the team
Interpreters of policy and contract language
And the gatekeepers of revenue, trust, and ethical care
Whether they’re in-house or outsourced, your billing specialist is more than just an admin—they are a vital part of your leadership team.
This is not an entry-level task. Dental billing is a skilled, detail-oriented, and strategic role that should be respected and supported.
Ethical Billing Starts With Clear Leadership
Every practice needs someone overseeing their financial systems—someone who can lead the team with confidence and clarity. This person (whether it’s your dental biller, office manager, or consultant) should help guide the practice in:
Transparent financial discussions
Proper use of codes and adjustments
Consents and disclosures for non-covered & covered services
Insurance verification and policy communication
Ledger accuracy
Patient education around billing and value
When a practice gets this right, it shows. Patients feel respected, staff feel confident, and providers feel supported.
Elective Upgrades & Non-Covered Services: What Does It All Mean?
One of the most important pieces of financial transparency is understanding—and clearly communicating—elective upgrades and non-covered procedures.
Let’s break it down:
Elective Upgrades (Example: Crown Materials & Lab Fees)
Many offices offer premium materials or lab upgrades for crowns, implants, or dentures—things like zirconia/gold vs. PFM, custom shading, or upgraded material for teeth on dentures. These upgrades are patient-paid expenses that may not be covered by insurance.
That’s completely fine—as long as they’re handled correctly.
Here's what matters:
The patient is always in control.
They must be informed of the upgrade, given an alternative, and allowed to decline it without being denied care.
There must be clear documentation and a signed consent form acknowledging the upgrade is optional and patient-elected.
The office should not require the upgrade unless it’s part of a broader clinical standard—and even then, it must be explained transparently.
If your office applies lab or material upgrade fees, you must have a system in place for how this is presented, consented to, and documented.
Arevalo Elite Services specializes in creating ethical, legally sound upgrade protocols. If you need help reviewing your systems, we're here to support you.
Non-Covered Services (Example: Bone Graft on the Same Day as Extraction)
Some procedures, while clinically necessary, may not be covered by insurance depending on timing, diagnosis, or plan limitations. A common example is a bone graft placed on the same day as an extraction—some insurance plans won’t cover it, making it 100% patient responsibility.
Here's the key:
When a service is not covered, especially with government-funded programs like Medi-Cal, Medicaid, or Medicare Advantage, you cannot require it in order to proceed with treatment. You also cannot deny care because the patient refuses to pay out-of-pocket.
Best practice—and the most ethical approach—is to:
Clearly explain which procedures are required for treatment and which are optional or add-ons.
Use financial disclosures and consent forms to document non-covered services.
Avoid pressure. Give patients the ability to decide based on understanding, not fear or confusion.
Always offer an alternative treatment path, even if it’s not optimal, when patients cannot afford the upgraded or uncovered option.
This doesn’t mean changing your clinical judgment. It means separating clinical necessity from financial assumptions. Many patients do choose the premium service when they understand its value—but others simply cannot. And that’s okay.
Our job is to educate, document, and respect patient choice.
At Arevalo Elite Services, we help offices:
Set up clear upgrade and non-covered service workflows
Create patient-friendly consent forms
Train teams to communicate with confidence and care
If you're unsure about how your current systems measure up—or just want to tighten your protocols—reach out to us. It's our specialty.
Final Thoughts from The Dental Detective
If your practice hasn’t prioritized billing transparency, this is your sign to start. You don’t need a complete overhaul—you just need structure, consistency, and a team that’s committed to clarity and care.
And if you don’t already have a dedicated dental billing specialist—or if your current systems need a little cleanup—we’re here to help.
Are you confident your practice is documenting, presenting, and billing for every procedure—electively, ethically, and transparently?
We’ve created a free checklist to help dental teams assess where their systems stand when it comes to price transparency, elective upgrades, non-covered procedures, and more.
Price transparency isn’t just about clean ledgers—it’s about trust. It’s about empowering patients, protecting practices, and ensuring that every dollar, every discount, and every decision is clearly understood.
And today, as we celebrate National Dental Billers Day, there’s no better time to acknowledge the people who make that possible.
Behind every smooth claim, every accurate ledger, and every patient who leaves feeling confident about their care—there’s a dental billing professional working diligently behind the scenes.
At Arevalo Elite Services, we believe ethical billing is leadership. And dental billers? You are the leaders every practice needs.
If you're ready to elevate your systems, protect your practice, and build lasting patient trust—let’s connect.
We’ll help you build internal systems that reflect excellence—because billing isn’t just about getting paid. It’s about building a practice your patients can trust.
