Teledentistry Billing and Verification: A Complete Guide for Dental Teams

By Sarah Beth Herman, CEO of Dentistry Support®

Abstract

Teledentistry, or dental telehealth, has reshaped how dental practices deliver care, enabling accessibility for patients while maintaining high standards of clinical excellence. This article outlines proper billing codes, documentation standards, and verification of benefits procedures for teledentistry. It also includes Dentistry Support®’s proven dental billing best practices for maintaining healthy cash flow, such as submitting claims within 24 hours, monitoring adjudication within 48 hours, and ensuring minimal aging beyond 30 days.

Understanding Teledentistry and Its Purpose

Teledentistry refers to the provision of dental care and consultation through secure digital communication technologies. According to the American Dental Association (ADA, 2023), teledentistry supports the delivery of diagnostic and consultative services using either synchronous or asynchronous formats.

1. Synchronous (Real-Time) – The dentist and patient interact live via video or audio.

2. Asynchronous (Store-and-Forward) – Patient data such as images, radiographs, or notes are transmitted securely for later review by a dentist.

Both formats expand access to oral healthcare while maintaining professional and ethical standards of care.

Teledentistry CDT Codes and Correct Usage

The ADA developed two Current Dental Terminology (CDT) codes to identify teledentistry encounters (ADA, 2023):

• D9995 – Teledentistry; synchronous (real-time encounter).Narrative example: “Teledentistry consultation via real-time video for dental evaluation.”

• D9996 – Teledentistry; asynchronous (information stored and forwarded for later review).Narrative example: “Teledentistry review of forwarded dental records and patient images.”

These codes are add-on procedure codes and must be reported in addition to the primary service performed, such as an exam or consultation (MouthWatch, 2023).

Common Billing Combinations

Clinical Situation	Code Combination	Notes
Limited exam via live video	D0140 + D9995	For emergency or limited evaluations.
Comprehensive exam, store-and-forward	D0150 + D9996	For reviews of transmitted data.
Post-operative check via video	D0171 + D9995	Used for short-term follow-ups.
Specialist consultation using forwarded images	D9310 + D9996	Use when a general dentist forwards data to a specialist.

Only one teledentistry code should be billed per patient per day, and the supervising dentist is the provider of record (American Teledentistry Association, 2022).

Documentation and Compliance Standards

All teledentistry encounters must include:

1. Patient Consent: Written or verbal acknowledgment documented in the chart.

2. Encounter Details: Date, time, location, and telehealth platform used.

3. Type of Encounter: Specify synchronous or asynchronous delivery.

4. Clinical Notes: Include all data reviewed and recommendations made.

5. Provider Information: Include provider name, license number, and physical location during the encounter.

All patient data must be stored in a HIPAA-compliant system to ensure privacy and meet state regulatory standards.

Verification of Benefits (VOB) for Teledentistry

Before scheduling a virtual visit, every patient’s benefits must be verified. The verification team should document the following details:

1. Confirmation that teledentistry is a covered service.

2. Accepted CDT codes (D9995 and D9996).

3. Requirements for pre-authorization or referrals.

4. Place-of-service (POS) codes or modifiers accepted (typically 02 for telehealth).

5. Provider eligibility within the patient’s state.

6. Patient financial responsibility (deductibles, co-pays, or coinsurance).

7. Date, time, and name of insurance representative.

Verification should be completed and recorded before every appointment.

Dentistry Support® Billing Best Practices

At Dentistry Support®, our gold standard is that all dental claims are submitted within 24 hours of the completed appointment. This rapid submission ensures that insurance companies can adjudicate claims efficiently and your practice maintains steady revenue flow.

24-Hour Claim Submission Rule

• Every claim should be entered and submitted within 24 hours of service completion.

• Claims must include proper CDT codes, narratives, and attachments (e.g., radiographs, images, or periodontal charting).

• Delayed claim submission directly affects your cash flow and increases aging reports.

Claim Follow-Up Cycle: Every 10 Days

Once a claim is submitted, it should be reviewed and followed up every 10 days until payment is received. This ensures no claim is left unattended or unmonitored in accounts receivable.

Our benchmark:

• Adjudication Timeline: Most payers adjudicate clean claims within 48 hours.

• Payment Timeline: Payments are typically mailed within 7 days after adjudication.

• Goal: Maintain little to no claims aging beyond 30 days.

Monitoring this timeline helps practices catch delays early, re-submit missing documentation, and maintain a consistent cash-flow rhythm.

Dentistry Support®’s Billing Mindset

Efficiency and consistency matter. When your team follows the 24-hour rule and maintains the 10-day follow-up rhythm, you build a proactive billing environment instead of a reactive one. This system reduces claim denials, improves collections, and strengthens the financial stability of your dental practice.

Submitting and Tracking Teledentistry Claims

When submitting teledentistry claims, remember these essentials:

1. List the primary procedure first (e.g., D0140), followed by D9995 or D9996 on a separate line.

2. Use the correct POS code (typically 02 for telehealth).

3. Include a clear narrative and all supporting documentation.

4. Track claims daily to confirm electronic acceptance and payer processing.

5. Document all follow-up activity inside your billing system.

Reducing Denials and Aging Claims

Common denial causes include missing narratives, wrong POS codes, or missing patient consent. To avoid these:

• Verify every claim line before submission.

• Require proof of benefit coverage before the appointment.

• Reconcile EOBs daily and adjust ledgers immediately after payment posts.

• Use reporting tools to identify claims over 20 days old and schedule follow-up before they reach 30 days.

A well-organized billing process reflects the professionalism of your practice and aligns directly with your patient experience.

The Role of Leadership in Billing Accountability

As leaders, it’s our responsibility to ensure that our teams understand the “why” behind every billing expectation. A claim submitted within 24 hours represents more than speed—it reflects the integrity of systems, discipline in follow-through, and respect for the business side of dentistry.

At Dentistry Support®, we believe that excellence in billing equals excellence in patient care. When revenue cycles are healthy, the entire practice functions at its highest potential.

Conclusion

Teledentistry and telehealth in dentistry are not temporary trends—they are part of the future of dental care. Proper billing, documentation, and benefit verification make these services sustainable and profitable. By following the 24-hour claim submission standard, tracking claims every 10 days, and maintaining little to no aging beyond 30 days, your office will operate at the same professional level Dentistry Support® models every day.

Your patients deserve modern care, and your business deserves modern systems. Teledentistry, when paired with solid billing structure, allows both to thrive.

References

American Dental Association. (2023). Understanding and documenting teledentistry events: CDT codes D9995 and D9996. ADA Publications.

American Teledentistry Association. (2022). Teledentistry implementation and coding guidelines.

MouthWatch. (2023). Billing and coding for teledentistry: Understanding CDT D9995 and D9996.

Dentistry Support®. (2025). Internal billing standards and performance benchmarks. Dentistry Support® Leadership Training Manual.

Disclaimer:

To learn more about Sarah Beth Herman, the author of all free training content you can read her bio here. These materials are intended to provide helpful information to dentists and dental team members. They are in no way a substitute for actual professional advice based on your unique facts and circumstances. This content is not intended or offered, nor should it be taken, as legal or other professional advice. You should always consult with your own professional advisors (e.g. attorney, accountant, or insurance carrier). To the extent, Dentistry Support ®has included links to any third-party website (s), Dentistry Support ® intends no endorsement of their content and implies no affiliation with the organizations that provide their content. Further, Dentistry Support ® makes no representations or warranties about the information provided on those sites. You can view our privacy policy and terms and conditions by clicking those pages in the footer of our website.

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