The Importance of Timely Filing in Dental Insurance (And How to Stay Ahead of It)

Avoid Costly Rejections, Speed Up Reimbursements & Strengthen Your Bottom Line

In the world of dental billing, timing isn't just everything, it’s the difference between getting paid and writing off thousands. One of the most common and costly billing issues practices face is timely filing denials. Understanding what timely filing is and how to avoid it is essential for protecting your revenue and operating efficiently.

Let’s break it down.

What Is Timely Filing in Dental Insurance?

Timely filing refers to the deadline that dental insurance carriers set for submitting claims after services have been rendered. Each carrier has its own deadline, which can range from 90 days to up to 12 or 18 months, depending on the plan. If a claim is submitted after this deadline, it may be automatically denied, and the practice is usually left to absorb the cost.

Why Is Timely Filing Important?

Timely filing isn’t just a “best practice”, it’s an insurance requirement. Missing that window can result in:

• Unpaid claims

• Increased patient balances

• Revenue loss

• More time and resources spent on appeals

In short, failing to submit on time can hurt your cash flow, frustrate patients, and overwhelm your team.

Top Reasons Claims Get Rejected (That Lead to Timely Filing Issues)

• Incorrect Patient Demographics

  • Wrong birth date, name spelling, insurance ID, or missing subscriber info.

• Insurance Ineligibility at the Time of Service

  • Services provided after coverage ended or before it began.

• Misuse of CDT Codes

  • Using outdated or incorrect codes or failing to match codes with documentation.

• Missing Attachments or X-rays

  • Especially with procedures like crowns, buildups, or perio scaling.

• Incorrect Payer ID or Address

  • Submitting claims to the wrong payer portal or mailing address.

Each of these errors causes delays. And every delay pushes your claim closer to the timely filing deadline.

How to Avoid Timely Filing Issues

✅ Verify Eligibility Before Every Visit. Don't assume the patient's insurance is the same—verify benefits every time.

✅ Double Check Demographics. Ensure patient name, DOB, insurance group and ID number are accurate and up to date.

✅ Use the Correct CDT Codes and Attachments. Stay current with annual coding updates and know which procedures require narratives or images.

✅ Track Claim Status Weekly. Follow up on claims within 10-14 days of submission to catch rejections early.

✅ Appeal Quickly and Thoroughly. If a claim is denied or rejected, resubmit or appeal right away—with proper documentation.

✅ Know Each Carrier’s Deadline. Keep a master list of timely filing deadlines for each payer—this avoids surprises.

Why Outsourcing Your Insurance Department Can Help

Outsourcing to an experienced dental billing company doesn’t just save time, it can dramatically reduce claim rejections and timely filing write-offs. Here’s how:

• Trained Specialists Handle Claims Daily

  • Your outsourced team knows what to look for, how to catch errors early, and how to follow up aggressively.

• Faster Turnaround & Re-submissions

  • Rejections are worked right away to avoid missing deadlines.

• Regular Reporting & Transparency

  • Know your collections rate, aging breakdown, and rejection stats at a glance.

• Reduction in Staff Overwhelm

  • Your front desk can focus on patient care while billing experts focus on reimbursements.

• Stronger Revenue Performance

  • Fewer timely filing denials means more money collected and fewer write-offs.

    
    

Tip: Don’t Rely Solely on Your PMS

While practice management software helps with tracking, it isn’t always enough. Claims can still fall through the cracks without human oversight. Timely filing isn’t just about knowing the rules—it’s about building consistent systems and accountability into your billing process.

Timely filing deadlines don’t wait, and insurance companies rarely make exceptions. By understanding the causes of claim rejections and setting up reliable systems, your practice can collect what is rightfully owed without the stress.

But you don’t have to do it alone! At Arizona Dental Billing, our expert team works alongside your practice to ensure claims are submitted on time, appeals are handled quickly, and rejections are reduced—dramatically.