Before you pick up the phone or log into a payer portal, you need to collect the right information. Here's what you need from the patient's file:
Patient's full name — exactly as it appears on the insurance card (not a nickname)
Date of birth — the most common identifier payers use to pull up records
Subscriber name & relationship — the patient may be a dependent (spouse, child)
Subscriber ID / Member ID — the unique number on the insurance card
Group number — identifies the employer's specific plan
Insurance company & phone number — use the provider services line, not member services
What It Looks Like in the System
Patient Name: Gonzalez, Maria A.
Date of Birth: 04/15/1988
Subscriber: Gonzalez, Roberto J. (Spouse)
Subscriber ID: DDX-88421057
Group Number: GRP-7744210
Insurance Co: Delta Dental of Texas
Plan Type: DPPO
Employer: Lone Star Energy Corp.
Verification Status: Not verified — last verified 2025-11-14
Check Your Understanding
Below is a patient record pulled from the practice management system. Check the fields that are complete and leave unchecked the ones that are missing or wrong. Then click "Check My Answers."
Patient Record Review
Which fields are complete and ready for verification?