Stop printing 50-page aging reports and highlighting names with a marker. Use the “Collections Manager” module the way it was designed, and recover your revenue without wrecking your end-of-day reports.
Why Dentrix Users Choose Collect911:
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We Know the “Collections Manager”: Most offices underutilize this powerful module. We help you set up the perfect “View” to filter accounts in seconds.
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Ledger Integrity: Our One-Way Transfer ensures that your “Production vs. Collection” reports always match your bank deposits. No third-party software writing back to your ledger and creating ghost payments.
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Fixed-Fee Recovery: Send accounts for a flat fee (e.g., $15). You keep 100% of what is collected.
Based in Virginia Beach, Collect911 serves dental practices across all 50 states. We understand the difference between a “Guarantor” and a “Patient” in Dentrix, ensuring we never aggressively pursue a child when the parent is the responsible party.
The “No-Typing” Transfer Method
Dentrix can be notoriously difficult to export data from if you don’t know the tricks. We have simplified the process to a few clicks.
Two Ways to Submit Accounts:
1. The “Collections Manager” Method (The Pro Way)
Did you know the Collections Manager (in the Office Manager module) allows you to create a custom “View”?
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Our “Secret” Setting: We provide a 1-page guide on how to set your filters to “Over 90 Days” + “Last Payment Date < 30 Days Ago”.
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The Result: You generate a clean list of only the patients who need to be sent, which can be printed to a PDF or exported to a file in minutes.
2. The “Provider Aging” Report
If you prefer standard reporting, simply run the Provider Aging Report (not the standard aging report, which is less detailed).
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Why this report? It separates balances by provider (Dr. Smith vs. Dr. Jones), ensuring you credit the recovery to the correct producer in your system.
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Simple Upload: Save the report as a PDF or CSV and drag it into our portal. Our system parses the data automatically.
Why “One-Way” Sync is Safer for Dentrix
Many “integrated” apps try to write data back into Dentrix, which often causes ledger corruption, duplicate payments, or messed-up adjustments.
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Our Approach: We use a secure One-Way Transfer (You -> Us).
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The Benefit: When we recover funds, the patient pays you directly (or we send you a check). You post the payment in the Ledger window manually, ensuring your Day Sheet and Deposit Slip match perfectly every single time.
Pricing Designed for Private Practice
We offer flexible options to fit your revenue cycle:
Option 1: Fixed-Fee Service (The “Soft Nudge”)
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Cost: $15.00 per account.
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What You Get: A systematic campaign of 5 diplomatic letters and professional phone calls.
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The ROI: If we collect a $1,200 crown balance, you keep all $1,200. You only paid $15.
Option 2: Contingency Service
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Best for: Accounts over 120 days, “ghost” patients, or skipped accounts.
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Cost: We charge a percentage only if we collect. No Recovery, No Fee.
Protecting Your “Guarantor” Relationships
In Dentrix, the “Head of Household” (Guarantor) often manages the bills for spouse and children.
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Family-Level Logic: Our system recognizes family grouping. We won’t send three separate letters to the same mom for three different kids. We consolidate the communication, which is more professional and less annoying for the patient.
Recent Recovery Results:
General Dental Office — Fixed Fee — 68% Recovered
A general dental office cleaned up its Dentrix aging report and identified $16,250 in patient balances that had received statements but had seen no recent payment activity.
Instead of having the front desk continue making calls, the eligible accounts entered the fixed-fee collection program.
Placed: $16,250
Recovered: $11,050
Recovery Rate: 68%
The practice kept the recovered payments while removing a large block of routine follow-up from its staff’s workload.
Prosthodontic Practice — Contingency — 54% Recovered
A prosthodontic office had a very different problem: $38,900 in substantially aged balances, many connected to higher-value treatment plans and patients who had already ignored repeated internal outreach.
Those accounts went directly into contingency collections.
Placed: $38,900
Recovered: $21,006
Recovery Rate: 54%
Because these were older, harder accounts, the practice paid collection fees only when recovery occurred.
Pediatric Dental Group — Fixed Fee to Contingency — 47% Recovered
A pediatric dental group used its Dentrix records to separate active family payment arrangements from accounts where payments had stopped. It placed $24,750 in genuinely delinquent balances.
Fresher accounts started in the fixed-fee program, while unresolved balances later received more intensive contingency follow-up.
Placed: $24,750
Recovered: $11,632.50
Recovery Rate: 47%
The practice avoided treating every overdue family the same way while still creating a defined path for accounts that remained unpaid.
Frequently Asked Questions:
Can I control which Dentrix accounts are transferred to collections?
Yes. A dental practice does not have to send every overdue Dentrix account automatically. Collect911’s Dentrix utility allows the practice to define collection rules such as the minimum outstanding balance, how many days an account must be past due, and how long it has been since the patient’s last payment. Practices can also choose to review and select individual accounts rather than transferring accounts automatically. This gives the office control over which balances move into fixed-fee or more intensive collection stages.
How can I avoid sending a Dentrix balance to collections while insurance is still pending?
Before placing an account, separate the guarantor or patient portion from the insurance portion. Dentrix’s Collections Manager includes an option to skip accounts with pending insurance claims and can also apply a minimum patient-portion threshold. Dentrix’s Insurance Aging Report can be used separately to identify balances that are still expected from insurers. This helps prevent an unresolved insurance claim from being mistaken for a delinquent patient balance.
What happens if a patient pays my dental office after the Dentrix account has already been sent to collections?
The Collect911 Dentrix utility is designed to check for payments subsequently posted inside Dentrix and reflect that payment information in the Collect911 workflow. This reduces the need for dental staff to manually report every direct payment and helps prevent collection activity from continuing based on an outdated balance. Your team should still post patient payments promptly and accurately in Dentrix.
Should I use the Dentrix Collections Manager or Provider Aging Report before sending old accounts to collections?
They serve different purposes and can work well together. The Collections Manager is useful for filtering accounts by factors such as balance, account age, insurance status, last payment, and payment arrangements. The Provider Aging Report can show balances by provider and aging brackets extending beyond 180 days, making it easier to identify seriously aged receivables that may need outside collection assistance.
Can accounts with active Dentrix payment agreements be kept out of collections?
Yes, and they generally should be reviewed separately from patients who have stopped paying altogether. Dentrix’s Collections Manager can filter accounts according to missed payments and existing payment agreements. A practice can therefore distinguish a patient who is honoring an agreed payment plan from one who has missed payments or stopped responding before deciding whether collection placement is appropriate.
Does connecting a collection workflow to Dentrix give the collection company permission to change my patient records?
Not with the Collect911 utility described on this page. Collect911 states that its web-based Dentrix utility is read-only and cannot alter data inside the Dentrix system by itself. Its purpose is to extract the information required for eligible collection accounts and identify relevant payment updates. Because patient billing information can contain protected health information, the collection relationship must still be structured to meet applicable HIPAA requirements. HHS recognizes debt collection as a healthcare payment activity and requires applicable business-associate and minimum-necessary safeguards.
Ready to Clean Up Your Aging Report?
Don’t let technical hurdles stop you from getting paid. Partner with the agency that understands your software.