Dental Collection Agency | HIPAA Compliant & Fixed Fee

10 out of 10 dentists recommend us!

★ 4.85/5 average, 2,200+ Google reviews — trusted by dental practices nationwide.

Our HIPAA compliant, patient-sensitive service is built for dental practices that want their unpaid balances resolved without risking the patient relationship. Our objective is a near-zero complaint rate throughout the collections process, protecting your reputation while you focus on running your practice.

We’ve built this to be extremely simple for your front-office team to use.

Our persistent, diplomatic, yet firm approach aims for maximum recovery on your accounts while fully attempting to preserve your relationship with your patients. All calls are recorded and randomly reviewed, ensuring every collector stays compliant and your dental office reputation stays protected throughout the process.

Tell us approximately how old the accounts are, and we’ll help you determine whether fixed-fee or contingency collection is the better route.

We are Dental Collection Experts Serving hundreds of dentists nationwide: Contact us

Why Dental Practices Need a Different Approach

Dental collections require a deep understanding of the dentist-patient relationship. Even through no fault of the dentist’s own, a single upset patient can damage a practice’s reputation in several ways:

1. Posting negative reviews on Google, Yelp, or social media
2. Spreading negative word of mouth
3. Filing a legal complaint alleging a debt-collection-law violation

Dentists already face rising competition, a shifting regulatory environment, and day-to-day business complexity. On top of all that, reduced cash flow from non-paying past-due accounts can become a real roadblock to growing the practice.

Dental Precision in Pricing: $15 Fixed-Fee vs. Contingency

We offer two distinct recovery paths, built around the margins of modern practice management:

• Fixed-Fee Reconciliation ($15): The “soft nudge” for accounts 60–180 days past due. For a flat $15 per account, we run a professional demand phase where the patient pays you directly, and you keep 100% of what’s recovered.
• Performance Contingency (40%): Our no-recovery, no-fee model for aged or complex balances. We take on the cost and effort of deep-data skip tracing and professional mediation. If we don’t bring your money home, you don’t pay.

Built for Dental Practice Management

We integrate directly with the software many dental offices already run on:

Dentrix & EagleSoft Integration — submit and manage accounts without re-keying patient data or switching between systems. If your practice runs on a different platform, ask us; we’re expanding integrations regularly.

Combined with 24/7 online account access, this is meant to make handing us an account closer to a few clicks than a paperwork project.

The Collect911 Advantage

Compliance & Security

• Full Regulatory Compliance — HIPAA, GLBA, TCPA, and FDCPA govern every account we touch, with all calls recorded and randomly reviewed for quality and compliance.
• Extra Debtor Checks — address updates, bankruptcy status, and litigation history are checked before we escalate an account.
• Credit Bureau Reporting (on request) — available where legally permitted; we keep this current as reporting rules for medical and dental debt continue to evolve.

Technology & Software Integration

• Dentrix & EagleSoft Integration — see above.
• 24/7 Account Access — submit and monitor accounts anytime through our online portal.

Transparent & Flexible Pricing

• No Expiration on Fixed-Fee Accounts — unlike many agencies, accounts purchased with us don’t expire, so you can batch-submit without worrying about unused accounts going to waste.
• No Hidden Fees — pricing is clear from the start.
• Combo Package Discount — a 30% discount is available when Step 1 (fixed-fee) and Step 2 (contingency) services are combined.

Recovery Tactics That Work

• Enhanced Collection Letters — printed in color, since patients tend to take them more seriously than a standard black-and-white notice.
• Dental-Specific Expertise — we specialize in dental collections and track regulatory changes specific to the field.

HIPAA – We never forget!

Dental collection agencies may receive protected health information needed to collect patient balances. Collect911 uses processes designed to comply with applicable HIPAA Privacy and Security requirements and can execute the appropriate business associate documentation when required.

Real Life Scenario

A multi-location dental practice had roughly 80 patient accounts sitting between 60 and 200 days past due, mixed in with a handful of long-stalled balances from patients who’d moved. Instead of processing everything the same way, the recent accounts went through the $15 fixed-fee demand phase, most resolved within a few weeks, while the older, harder-to-locate balances moved to contingency, where skip tracing found updated addresses for most of them. Splitting the batch by age, rather than treating all 80 accounts identically, resolved the bulk of the recent accounts almost immediately while still giving the older ones a real shot at recovery.

Recent Recovery Results

Success Story 1: The Multi-Chair Family Practice

• The Challenge: A thriving 4-chair family dental practice in the Midwest was sitting on over $45,000 in accumulated patient balances between 60 to 180 days past due. The office manager spent hours every week chasing patients with phone calls and standard past-due billing statements, but patients were ignoring the letters and screening calls. The practice was hesitant to send them to a traditional agency for fear of aggressive collectors alienating families in their tight-knit community.

• The Collect911 Solution: The practice utilized Collect911’s $15 Fixed-Fee Reconciliation service for their aged accounts. Because the program uses a professional, diplomatic demand phase where patients pay the dental office directly, it completely eliminated the fear of burning bridges.

• The Result: Within 45 days, the practice successfully recovered $24,500 directly from patients who had previously gone silent—retaining 100% of those recovered funds and maintaining a 0% complaint rate.

Success Story 2: The Specialty Orthodontics Clinic

• The Challenge: An orthodontics practice was dealing with high-ticket patient payment plans where clients stopped paying after getting their braces off. They had roughly $85,000 in deeply aged accounts (over 6 months old) that their internal staff had completely written off as uncollectible.

• The Collect911 Solution: The clinic turned these hard-to-collect accounts over to Collect911’s Performance Contingency (40%) program. Leveraging advanced skip-tracing, credit bureau reporting options, and a firm, compliant mediation approach, the recovery team tracked down unresponsive guarantors.

• The Result: Collect911 successfully recovered $37,200 of capital the clinic thought was entirely lost. Because of the “No Recovery, No Fee” model, the practice paid nothing upfront and instantly turned a write-off into a massive cash flow win.

Frequently Asked Questions

How do you collect unpaid dental bills without triggering negative Google or Yelp reviews?

Tone and documentation do most of the work. Every call is recorded and randomly reviewed for compliance and professionalism, our collection letters are factual rather than aggressive, and the goal on every account is resolution, not confrontation. Most patients who are treated respectfully during collections don’t associate that experience with the dental practice itself, which is the outcome we’re aiming for.

Does your dental collection system integrate with Dentrix and EagleSoft?

Yes. Accounts can be submitted and managed through both platforms without re-keying patient data into a separate system, which is built specifically to cut down on the administrative overhead of assigning accounts.

Are your dental collections fully HIPAA compliant?

Yes. Every account is handled inside a HIPAA-compliant process, and we operate under the relevant federal and state regulations governing medical and dental debt collection, including GLBA, TCPA, and FDCPA.

Do patients pay you directly, or do they pay the dental practice?

It depends on the pricing track. Under the fixed-fee model, patients pay the practice directly and the practice keeps 100% of what’s recovered. Under the contingency model, we manage the recovery process end to end, and the practice receives the balance after our fee.

What’s the difference between the $15 fixed-fee track and the contingency track?

Fixed-fee is built for newer accounts, generally 60 to 180 days past due, where a professional demand letter and outreach are often enough. Contingency is built for older or more complicated balances that need deeper skip tracing and negotiation, and it only costs something if money is actually recovered.