Can You Outsource XLDent Billing and Front Office Work?
Yes. Dedicated HIPAA-trained dental teams work inside your own XLDent system, covering insurance verification, scheduling and recall, predeterminations, claims and attachments, posting, and patient statements. Flat weekly pricing from $299 per FTE (volume based), with a trained backup included at no charge. Live in 14 days.
The Work Your Team Does in XLDent, We Staff
What Is XLDent?
XLDent is a dental practice management suite from a Minnesota company that has served dental offices since 1971 and built its modern reputation on Tablet PC and wireless workflows: XLChart for treatment charting, XLCheckIn for tablet-based patient check-in, XLNotify for interoffice messaging, and an eSolutions layer that handles electronic claims, eligibility checks, ePrescribing, and appointment reminders. Practices can run it on their own server or through XLDent Cloud. In 2019 XLDent joined Valsoft Corporation, the Montreal software group, which later added DentalMate to the same dental portfolio.
The daily reality for an XLDent front desk is the same set of queues every dental office fights: benefits to verify before tomorrow’s schedule, recall lists to work, predeterminations to chase, claims that need x-rays and narratives attached, and EOBs waiting to be posted. XLDent gives your team the screens; someone still has to sit in them for hours a day. That is the gap this service closes.
Who Is This For?
Dental practices that run on XLDent and are losing chair-side attention to administrative work: solo general dentists whose front desk owns both the phones and the insurance queue, group practices adding operatories faster than admin staff, and offices where one experienced biller carries claims, posting, and appeals alone. It fits a single office that needs one trained XLDent assistant and a multi-doctor practice that needs a full remote billing desk.
Where XLDent Practices Lose Time and Money
Full benefits breakdowns mean payer portals, hold music, and frequency and downgrade questions the eligibility ping rarely answers. Done properly, tomorrow’s schedule is hours of work.
See the fixDowngrades, missing tooth clauses, and annual maximums turn a confident estimate into an awkward balance-due call weeks later. Patients remember the quote, not the clause.
See the fixRecall lists exist in the system, but outbound calls are the first task dropped on a busy day. Unworked recall quietly empties hygiene columns weeks out.
See the fixUnposted EOBs hide denials. By the time posting catches up, appeal windows have closed and the write-off looks like the only option left.
See the fixFront Desk and Patient Records
Our team keeps XLDent patient records clean and complete: new patient entry, demographics, subscriber and plan details, responsible party, and document filing, including the intake data your office collects through XLCheckIn. Accurate entry at the front of the workflow protects each step behind it, because a transposed subscriber ID at check-in becomes a denial three weeks later. Practices that want the whole desk covered, phones included, pair this with our dental virtual assistant service.
Scheduling, Recall, and Patient Communication
A remote assistant maintains the XLDent appointment book in your practice’s name: confirmation calls layered on top of the automated reminders in XLDent’s eSolutions, same-day cancellation fills, reactivation of patients who went quiet, and steady outbound work on the hygiene recall list so hygiene columns stay full six weeks out, not just this Friday. Your on-site staff stay with the patients in front of them while the phone work gets done anyway.
Insurance Verification and Benefits Breakdowns
We run eligibility through XLDent’s eSolutions where the payer supports it, then do what the electronic response cannot: full breakdowns by phone and portal covering frequencies, waiting periods, downgrade provisions, missing tooth clauses, and remaining annual maximum, entered into XLDent before the patient sits down. That is how estimates hold up and how check-in surprises stop. Most offices hand us the full week’s schedule and get it back verified 48 hours ahead.
Predeterminations and Prior Authorization
For crowns, perio surgery, implants, and other high-fee treatment, our specialists submit predeterminations with the supporting x-rays and charting, track every open request to an answer, and flag cases where treatment is scheduled before the predetermination returns. Medicaid prior authorization queues get the same discipline. Fewer surprises for the patient, fewer high-dollar denials for the practice.
Claims, Attachments, and Follow-Up
Dedicated billers submit claims daily through XLDent’s electronic claim processing, attach the x-rays, perio charting, and narratives that stop CO-16 documentation denials, file secondary claims that in-house desks rarely reach, and work the outstanding claims list on a fixed weekly cadence so nothing ages silently past timely filing. Denials get corrected and appealed, not parked.
Payment Posting and Patient Statements
We post EOBs and electronic remittances to the XLDent ledger line by line, apply adjustments against the correct fee schedule, keep credits from sitting unapplied where they wreck patient statements, and reconcile against deposits daily. Statements go out on schedule, and soft collection calls happen in your practice’s name, politely and consistently.
Treatment Plan Follow-Up and Financial Coordination
Treatment planned in XLChart is only production if it gets scheduled. Our coordinators work the unscheduled treatment list, prepare out-of-pocket estimates from the verified benefits already in the system, and make the follow-up calls that recover treatment hiding in the charts. Patients get a clear number they can trust; your schedule gets the case.
Reports, Aging, and Admin
Someone on our team owns your reporting rhythm in XLDent: AR aging worked oldest first, outstanding claims reviewed weekly, day sheets reconciled, recall and unscheduled treatment lists refreshed, and a short production summary in your inbox every evening so you know what was done and what needs a decision. The reports your practice bought the software for actually get run.
Put a Dedicated XLDent Team on This Work
You have seen what we cover, from benefits breakdowns to the aging report. The next step is simple: meet us, pick the seats you need, and watch a trained team work your own XLDent queues before you commit to anything.
Book Your 2-Week Free TrialHow Our Teams Train and Go Live on XLDent
Specialists assigned to an XLDent practice train on your workflows before touching production: your fee schedules, your payer mix, your recall conventions, and the XLDent screens those tasks live in, documented into SOPs your office reviews and approves. Early work runs supervised, with a team lead checking output until quality holds, and a trained backup shadows the account from day one so coverage does not depend on one person. Each specialist works under an individual HIPAA agreement with named, auditable XLDent credentials, never shared logins.
Why Outsource XLDent Work, and Why Staffingly
Most dental outsourcing sells billing alone. We staff across the workflow: verification, scheduling, recall, predeterminations, claims, posting, and statements, so work stops falling between a billing vendor and a stretched front desk.
Dental billing services commonly price as a percentage of collections. Our model is a flat weekly fee per dedicated specialist, so a growing month does not raise your cost. Do the math both ways; we will help on the call.
Frequencies, downgrades, missing tooth clauses, annual maximums, predeterminations, and attachment rules are the daily material our dental teams train on, then apply inside your XLDent.
Live in 14 days. 2-Week Free Trial. Replace any team member in 48 hours. 800+ providers served, 4.9 Google rating you can verify on our listing.
Practice Types We Support on XLDent
Solo and family general dentistry (one remote assistant covering verification plus recall), multi-doctor group practices (a billing desk plus front-office support), pediatric offices (sibling scheduling and Medicaid verification volume), and specialty practices such as periodontics, endodontics, and oral surgery, where predeterminations, narratives, and attachment-heavy claims decide whether high-fee treatment gets paid.
Process and Onboarding
20 to 30 minutes on Teams. We map your XLDent queues and pain points before we meet.
Named XLDent user credentials per specialist, least-privilege roles, your approval on every account.
Your SOPs plus our dental training library; supervised production from day one.
Daily production reports, weekly KPI review, month-to-month after your 2-Week Free Trial.
Security and Compliance
HIPAA-trained staff. Business Associate Agreements executed with every client. Workflows designed to support HIPAA compliance, with SOC 2 Type II attestation, ISO 27001:2022, $5M E&O and cyber liability coverage, and named individual credentials with full audit logs. Read the complete program, including our corporate structure and evaluation framework, at HIPAA and Security at Staffingly.
Flat Weekly Pricing Per Dedicated Specialist
1 to 4 dedicated XLDent FTEs.
5 to 9 FTEs.
10+ FTEs.
45 hours of coverage for less than others charge for 40.
$399 per week works out to $8.87 per hour across 2,340 hours of coverage a year, flat. Your dedicated specialist covers a 9 hour day, Monday to Friday, a full hour more than a standard shift: the day starts by clearing what arrived after you closed, overnight faxes, voicemails, and portal messages, and it ends past your close so far less rolls into tomorrow. A trained backup steps in at no charge whenever they are out. Flat weekly fee per dedicated specialist, never a percentage of your collections, no setup fees.
Start with a 2-Week Free Trial. Month-to-month after, with no long-term contract.
- Salary + payroll taxes + benefits
- Recruiting + turnover replacement
- Training on dental payers + your PMS
- Software seat + equipment + PTO coverage
Calculate Savings
XLDent Outsourcing: Frequently Asked Questions
What tasks can a virtual assistant do in XLDent?
Patient entry and record cleanup, appointment book management, confirmation and recall calls, insurance verification and benefits entry, predetermination tracking, claim submission with attachments, EOB posting, patient statements, and AR follow-up. Anything administrative that happens inside XLDent screens, a trained remote assistant can own.
Can you outsource XLDent dental billing?
Yes. Dedicated billers work inside your XLDent: claim submission through its electronic claim processing, attachments and narratives, secondary claims, denial correction and appeals, EOB and remittance posting, statements, and aging follow-up, with daily production reporting.
How do your staff access our XLDent system?
Through named individual user accounts you approve, with least-privilege roles and full audit trails. No shared logins, no offline exports of PHI.
Does this work with both XLDent Cloud and server installations?
Yes. For XLDent Cloud practices our team signs in the same way your staff do; for server-based offices we connect through the secure remote access method your practice already uses and approves, with the same named-credential rules either way.
Do you use XLDent’s eSolutions eligibility checks?
Where your payers support them, yes, and then we finish the job the electronic response cannot: frequencies, waiting periods, downgrades, missing tooth clauses, and remaining maximums confirmed by portal or phone and entered into XLDent before the visit.
How fast can a dedicated XLDent team start?
Typically live in 14 days: access setup, workflow training on your SOPs, then supervised production. The engagement starts with a 2-Week Free Trial.
Is outsourced XLDent work secure and HIPAA-ready?
HIPAA-trained staff, executed BAAs, workflows designed to support HIPAA compliance, SOC 2 Type II, ISO 27001:2022, and $5M in coverage. Full detail on our security page.
Do we keep control of our XLDent?
Yes. It stays your system, your data, your logins to grant or revoke. We work inside it and report daily; you can audit our activity in your own records.
Dental Front Office and Billing Resources for XLDent Practices
Practical reading from our dental library on the problems this page covers.
Written By
Dan Nandan has spent 25+ years in IT consulting and healthcare BPO, was among the first in the US to build an RPO/BPO delivery network overseas, and has been featured in Computerworld. He runs the operations and the dedicated virtual teams behind the dental workflows on this page, including the verification, billing, and recall desks that support practices on platforms like XLDent every day.
Connect on LinkedInSee what a dedicated XLDent team changes in 14 days.
Book a strategy meeting. Dan Nandan, CEO, joins most calls personally. Real conversation, real numbers for your practice.
Claim Your 2-Week Free TrialXLDent, XLChart, XLCheckIn, and XLNotify are trademarks of XLDent, a Valsoft Corporation company. Staffingly, Inc. is an independent outsourcing provider and is not affiliated with or endorsed by XLDent or Valsoft Corporation. Staffingly works inside client-owned XLDent systems under client-granted access.