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Clinic delays dental statements after Athena Dental errors; aged receivables edge up
Summary
Staff told the finance committee that a software error in Athena Dental delayed patient statements, contributing to a rise in aged accounts receivable. The committee reviewed AR totals, self‑pay balances, and ongoing payment plans and collections activity.
Clinic staff told the finance committee that patient statements for dental services were delayed because Athena Dental produced incomplete statements; the clinic will mail corrected statements in the next cycle and include a letter to patients explaining the delay.
Why it matters: staff reported the clinic’s total aged accounts receivable (AR) is $154,008.68. A notable portion of that AR is dental billing that was not yet mailed because the statements lacked explanatory detail; staff said the statements previously contained only CPT codes and dollar amounts with no description, which would likely have generated calls from patients. Staff said the Athena Dental formatting issue has been fixed and bills will go out in the next cycle.
The committee reviewed the AR aging breakdown in the packet: the self‑pay line shows $88,555 in outstanding balances, of which roughly $57,940 is over 180 days and is likely in collections or on repayment plans. Staff said approximately $29,578 of debt is currently on active repayment plans with credit cards on file and being paid regularly. The collections report shows $31,735 currently in collections.
Committee members asked for clarification of specific note terminology — for example, a “late drop” phrase appears in the notes but staff did not have an immediate definition and committed to get a precise explanation from billing and coding staff. Staff also noted that dental insurance tends to pay less than primary‑care insurance and that patients should expect out‑of‑pocket responsibility; the presenter said a cover letter will accompany mailed statements to reduce confusion.
Staff emphasized that much of the self‑pay AR over 180 days represents arrangements that are already on repayment plans or in collections, so the committee should not interpret the gross AR number as entirely collectible revenue. “A large portion of it is in payment plans,” staff said regarding the over‑180‑day balances.
The committee asked staff to provide a follow‑up report that defines note terms (including “late drop”), lists which aged balances are on active repayment plans versus in collections, and shows month‑to‑month AR trends once March data are fully closed.
