Dental A Team with Kiera Dent

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Dental A Team

If collections feel heavier than they should, it usually is not because the practice is doing something wrong clinically. It is because the systems behind getting paid are outdated or inconsistent. The good news is this is fixable, and it can improve quickly when the team has a clear process.

Most practices do not need a complicated overhaul. They need a cleaner way for patients to pay and a follow up rhythm the team can run without stress.

Why practices struggle to collect even when production is strong

Production is not the same thing as cash in the bank. A practice can be busy, fully booked, and still feel tight financially if payments are delayed or missed.

When money sits in accounts receivable, it impacts everything. Payroll comfort, hiring decisions, equipment purchases, and even the ability to expand. Strong systems help the practice feel stable, not reactive.

What paper statements are costing the practice

Paper statements used to be normal. Now they often slow the process down.

Patients are not sitting at home with stamps and checkbooks ready to go. Most people pay bills online after hours, between errands, or from their phone while doing something else. If the only payment option requires a call during business hours, balances linger longer than they should.

Why online payments change the collections game

The simpler the payment process, the more likely patients are to follow through. Online payments create convenience, and convenience creates action.

Patients want to pay when it works for them, not when it works for the front desk. When payment can happen in a few clicks, the practice collects faster with less back and forth.

How to set up online payments without overcomplicating it

The fastest starting point is often the credit card processor. Many processors can provide a secure payment page and even a button for the practice website. That alone can make a major difference.

Some practices also choose a tool that integrates with the practice software and allows sending payment links through text or email. Either route works. What matters most is that the team can use it consistently and patients can access it easily.

Why text to pay works better than email for most patients

Text messages get seen. That is why text to pay works so well.

When a patient receives a payment link directly to their phone, the practice is no longer waiting for them to open mail, find a statement, or remember to call. It becomes a quick task instead of a delayed one.

This also reduces the number of phone tag conversations the front office has to manage.

A follow up process that actually gets accounts resolved

Many teams are working hard, but the collection process changes depending on who is working that day. Consistency is what creates results.

A simple flow is to reach out by text and phone first, then send a statement if there is no response. Repeat that rhythm before the second statement. If the account is still unpaid, send a final notice that stands out and communicates urgency.

The point is not to overwhelm patients. The point is to stop letting balances drift with no structure.

Why a final notice stands out and gets action

A final notice printed on a bold color stands out immediately. It communicates urgency without needing a long explanation.

Most patients are not refusing to pay. They are distracted. That visual reminder is often what pushes the account to resolution.

The easiest way to reduce accounts receivable long term

The most effective system is the one that prevents accounts receivable from building in the first place.

Collecting at checkout with accurate estimates protects the practice and reduces the need for follow up. When teams default to we will send a bill, the practice is choosing a harder path.

Even if the estimate is not perfect at first, it improves with repetition. Getting closer over time is better than letting large balances pile up.

A simple 90 day plan to improve cash flow

This can be implemented without chaos. The practice simply needs to focus on the right order of operations.

Start by adding online payment options. Then shift statements to text and email first. Use the same follow up rhythm every month. Train the team to collect confidently at checkout.

Those steps alone can change the financial pressure a practice feels.

Need help building a system that works with the team

If the practice wants support setting this up, training the team, and building a process that runs consistently, Dental A Team is here.

Reach out anytime at Hello@TheDentalATeam.com.

The goal is not just to collect faster. The goal is to create a practice that feels steady, organized, and profitable without the team feeling like they are constantly chasing money. 

If you'd like our expert guidance for your practice, Dental A Team is here to help! Schedule a call with our team.

For more tips, check out our podcast.

Last updated: January 2026

Written by Jacintha Ham, Dental A Team