CDPMA key terms

A system that schedules appointments, registers patients, stores clinical notes, and generates billing and productivity reports for a dental practice. It is the operational backbone linking front desk, clinical, and financial workflows.

A scheduled process that identifies patients due for hygiene visits or follow-up care and contacts them to rebook. Consistent recall protects practice revenue and supports continuity of preventive care.

The percentage of scheduled visits that patients cancel late or fail to attend. Tracking it reveals scheduling weaknesses and lost production, guiding confirmation and deposit policies.

A written rule stating how the practice handles no-shows and late cancellations, including notice periods, fees, and exceptions. It must be communicated in advance and applied consistently to be enforceable.

The recommended time between maintenance visits for a patient, set from periodontal status, caries risk, and home care. It is a clinical decision, not a fixed six-month default.

Reserving defined blocks of the day for specific procedure types or provider tasks so that similar cases are grouped. It reduces changeover time, improves flow, and protects time for high-value treatment.

A comparison of treatment value completed by providers against payments actually received in a period. The gap exposes uncollected balances, insurance delays, and write-offs needing follow-up.

The complete, contemporaneous account of a patient's care, including history, findings, diagnoses, treatment, consent, and communications. It is a legal document and must be accurate, dated, and attributable to an author.

A tamper-evident log recording who created, viewed, or changed an entry and when. It supports clinical accountability, billing integrity, and breach investigations in electronic record systems.

The minimum time patient and business records must be kept before lawful destruction, set by statute, regulation, or payer contract. Adult records, minor records, and radiographs often carry different clocks.

The documented, secure disposal of records once the retention period ends. Destruction must be irreversible, logged, and compliant with privacy rules so identifiers cannot be reconstructed.

Individually identifiable health information held or transmitted by a covered entity in any form. Its use and disclosure are restricted, and minimum-necessary and safeguarding rules apply.

The principle that only the least amount of protected health information needed for a task should be accessed, used, or disclosed. It applies to routine uses, disclosures, and staff access.

A written contract requiring a vendor that handles protected health information on the practice's behalf to safeguard it and report breaches. It is required before such a vendor may access patient data.

The legal duty to inform affected individuals, regulators, and sometimes the media after unauthorized access to protected health information. Timelines and thresholds depend on jurisdiction and risk assessment.

Granting system permissions according to job function so staff see only the records and functions they need. It limits snooping, supports the minimum necessary standard, and simplifies access reviews.

A documented review of threats, vulnerabilities, and safeguards for electronic patient information, repeated periodically. Its findings drive a remediation plan and are a common compliance expectation.

The published list of charges for each procedure code used by the practice. It anchors estimates, insurance participation, and discount policies, and should be reviewed annually against costs.

A standardized alphanumeric identifier describing a specific dental service for billing and reporting. Correct code selection, with any required modifiers, determines reimbursement and claim accuracy.

The electronic or paper submission requesting payment from a dental benefit plan for services rendered. It must match the clinical record and include codes, dates, fees, and supporting documentation.

The payer's statement detailing which submitted services were paid, denied, or reduced and why. Staff use it to post payments, identify patient responsibility, and appeal incorrect determinations.

The rules determining which plan pays first when a patient has more than one dental benefit plan. Correct order prevents overpayment and delays in secondary payment.

A request submitted before treatment so the payer can state expected benefits and patient cost share. It is not a guarantee of payment but supports informed financial consent and reduces surprises.

Documented discussion of treatment options, fees, and estimated out-of-pocket costs before care begins. It records the patient's agreement to pay and reduces later billing disputes.

A listing of unpaid patient and insurance balances grouped by how long they have been outstanding, usually in 30-day buckets. It directs collection follow-up and flags problem accounts.

A reduction of a billed charge because of a contractual fee, professional courtesy, or uncollectible balance. Each adjustment needs a reason code and authorization to keep revenue reporting honest.

A payer benchmark for allowed charges based on a dentist's typical fee, prevailing community fees, and clinical appropriateness. Amounts above the allowance become patient responsibility or a write-off.

The systematic review, correction, and appeal of rejected or underpaid claims, with root-cause tracking to prevent repeats. It protects cash flow and reveals coding or eligibility problems.

The share of claims accepted on first submission without rejection or correction. A high rate signals accurate coding, eligibility checks, and efficient billing workflows.

Written rules on payment at time of service, accepted methods, installment terms, and escalation for overdue balances. Clear, consistently applied policies reduce bad debt and patient friction.

Fully concentrating on a speaker, reflecting content and feeling back, and confirming understanding before responding. It lowers defensiveness and improves accuracy in patient and staff conversations.

A collaborative conversation style that draws out a patient's own reasons for change rather than advising or persuading. It is useful for oral hygiene habits, smoking cessation, and treatment acceptance.

A structured approach to addressing disagreement by separating people from the problem, clarifying interests, and agreeing on next steps. Early, private handling prevents escalation and staff turnover.

A graduated sequence of documented corrective steps, from verbal coaching to written warning and beyond, used when performance or conduct does not improve. Consistency and clear expectations make it defensible.

A written summary of a role's duties, reporting lines, qualifications, and performance expectations. It supports hiring, training, evaluation, and lawful classification of employees.

A brief, structured team gathering, often daily, to review the schedule, patient needs, and assignments. Short stand-ups improve coordination and surface problems before they affect patients.