Welcome, friends! I’m thrilled to share this next-level approach to uncovering hidden revenue in your dental or medical practice. Today, we’re talking about chart audits, a topic that’s often overlooked but can transform your practice from the inside out. This free training introduces the process and value of chart audits, and I invite you to listen to the latest episode of Dentistry Support the Podcast for a deeper dive into real-life scenarios, lists, and actionable strategies.
Ready to see how a small change can yield big rewards? Let’s get into it.
Understanding Chart Audits: A Revenue and Growth Booster
If the term "chart audit" gives you a bit of a chill, you’re not alone. But imagine what’s at stake if you’re losing revenue because of minor errors that go unnoticed. I’ve found that chart audits are about so much more than compliance or documentation—they’re about realizing potential, reclaiming revenue, and caring for your patients in a way that builds trust and loyalty.
At their core, chart audits are a simple way to review patient records to ensure accuracy in every detail, from billing codes to treatment notes. This straightforward practice can uncover significant revenue and ensure your patients’ experiences align with your highest standards. If your practice hasn’t implemented regular chart audits, now is the time! And if you’re ready to learn more, join me in this week’s podcast episode for an in-depth look.
Why Regular Chart Audits Are Non-Negotiable
Let’s look at some hard facts. According to the American Dental Association, 68% of dental practices that skip regular audits miss out on significant revenue due to minor errors in coding and documentation. Practices that perform consistent audits, however, see a revenue boost of 12% to 15% on average. If you’re producing $100,000 a month, that means an extra $12,000 to $15,000, just by ensuring everything is accurate.
And it's not just about money—audits also protect your practice from compliance issues. Insurance companies scrutinize records, and even small documentation gaps can lead to costly penalties. By performing regular audits, you’re safeguarding your practice financially and legally.
Does this sound too good to be true? Join us on the podcast for real-life success stories and insights into how chart audits could revolutionize your practice.
How Hidden Revenue Can Slip Through the Cracks
Let me share a couple of examples to show you what can happen when revenue slips away without anyone noticing.
Take the case of Jane Doe. Jane had a $250 outstanding balance after her last visit, and when I looked into her records, I noticed a pattern. Her insurance benefits hadn’t been verified properly, resulting in an unexpected amount due that the office hadn’t followed up on. Additionally, there were no clinical notes from a previous visit, meaning the practice couldn’t track important discussions about her treatment options. And to top it off, Jane had a financial concern regarding a planned crown and root canal, but no one offered her payment plan options to make it feasible.
The solution? We identified these gaps through a thorough chart audit, set up a follow-up process, and trained the team on best practices. Now, Jane has paid her balance, she’s scheduled for future treatments, and she’s getting the care she needs. This is what I call a win for both the practice and the patient.
These gaps in follow-up and communication can impact not only revenue but also patient trust and satisfaction. If this story resonates with you, listen to the full episode to hear more about how chart audits turn these challenges into growth opportunities.
Setting the Tone: Pre-Audit Training for a Unified Team
The word “audit” can make teams feel judged or nitpicked, but it doesn’t have to be that way. Audits are about improvement, not criticism, and with the right approach, your team will see them as an opportunity for growth. I recommend a pre-audit roundtable discussion where the goal isn’t to highlight errors, but to inspire your team with the possibilities of a better, more streamlined practice.
In our pre-audit training, we ask questions like, What do you want your patient experience to look like? and What are the core values we want to infuse into every step of our process? This approach shifts the audit from a critique to a shared mission to improve the practice together.
If you’re struggling to create this positive culture around audits, listen to the podcast for insights on preparing your team with pre-audit training. I promise you, this mindset shift can make all the difference.
Steps to Start Chart Audits in Your Practice
So how do you get started with chart audits? I’ve broken down a basic outline below, but I also encourage you to download our Chart Audit Guide (Promo Code: freetraining100) for more detailed steps.
Select Your Sample: Choose a mix of recent charts. Aim for a range of services, procedures, and cases to get a holistic view of your practice.
Document Review: Look for missing or inaccurate documentation, from coding issues to unrecorded treatments.
Financial Follow-Up: Identify outstanding balances and ensure patient accounts are up-to-date.
Training Based on Findings: Once you’ve completed the audit, provide feedback and training to the team to prevent similar issues in the future.
Remember, this is a high-level overview, and each step deserves a deeper look. Download the guide for more specifics, and if you need help implementing it, I’d love to chat with you about how I can assist your practice with audits.
Third-Party Audits and the Value of an External Perspective
I get it—sometimes it’s hard to ask your team to step up without feeling like you’re pointing fingers. This is where third-party audits can help by allowing a professional to identify areas for growth without personal bias. Having an external partner conduct the audit not only adds credibility but also gives you a boundary that allows you to work with your team, not against them.
When I conduct audits, my goal is to be an advocate for your success, providing objective insights that make it easy for everyone to get on the same page. We’ll celebrate what’s going well and outline practical improvements without singling out individuals. If this sounds like what you need, let’s connect—I’d love to be that resource for you.
A Growth Mindset in Auditing: Embracing Continuous Improvement
Audits aren’t a “one-and-done” process. Quarterly audits allow you to address seasonal changes, new hires, evolving best practices, and patient needs. When done regularly, these audits create a culture of continuous improvement and keep your practice moving forward.
In the podcast, I talk about the benefits of setting up regular audits to keep your team aligned and your practice agile. If you’re ready to step into this proactive approach, I encourage you to tune in and hear how consistent audits can create momentum and growth.
Empower Your Practice with Our Free Digital Guide
Download and use promo code: freetraining100 and you get this guide for FREE
Getting started with chart audits can feel daunting, but you don’t have to go it alone. Download our Chart Audit Guide to help streamline the process, from choosing charts to reviewing notes, following up on financials, and everything in between. This guide is a practical tool to help you create immediate, actionable improvements in your practice.
Ready to take it a step further? Schedule a complimentary intro call with me where we can discuss your practice’s unique needs and find out how chart audits can empower your growth journey.
Your Practice is Just One Audit Away from Transformation
The potential of your practice is only one audit away. Chart audits aren’t just about finding mistakes; they’re about uncovering hidden opportunities to improve patient care, streamline processes, and boost your bottom line.
As Jaime Kern Lima says, “You cannot change what you refuse to confront.” Facing the reality of what’s happening in your practice can be the best gift you give to your business, your team, and your patients. And the numbers speak for themselves—consistent audits lead to increased revenue, better compliance, and a stronger practice overall.
For a deeper dive into the power of audits and real-life insights, listen to this week’s episode of Dentistry Support the Podcast. Together, we can confront these hidden areas in your practice and turn them into stepping stones for success.
Let’s keep growing, friends! Download your guide, schedule a call, and make audits a powerful part of your growth strategy. I’m here to support you every step of the way.
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.
References
American Dental Association (ADA). (2023). "Revenue Impact of Chart Audits on Dental Practices." ADA Journal, 54(3), 214-229.
This article highlights the financial benefits of regular chart audits in dental practices, noting that practices conducting quarterly audits see an average revenue increase of 12-15%.
Dentistry Today. (2022). "Compliance Risks and Billing Errors in Medical and Dental Practices." Dentistry Today Journal.
This publication reviews common compliance risks in dental practices, including billing and documentation errors, which can lead to significant penalties and revenue loss.
Kern Lima, Jamie. (2021). Believe It: How to Go from Underestimated to Unstoppable. New York: Simon & Schuster.
Referenced for the quote, “You cannot change what you refuse to confront,” reinforcing the mindset behind embracing audits as a growth tool.