Section 7 of 8

Document & Communicate

Verification is only valuable if it's recorded and communicated. Here's the documentation standard.

Verification Notes Template

Dentrix G7 — Insurance Verification Notes
/* Verification completed 03/24/2026 by S. Moyo */
Patient: Gonzalez, Maria A.
Insurance: Delta Dental of Texas — DPPO
Subscriber ID: DDX-88421057
Eligibility: ACTIVE — Eff. 07/01/2025
Deductible: $50 (MET)
Annual Max: $1,500 ($1,200 remaining)
Benefits: Prev 100% | Basic 80% | Major 50%
Waiting Period: 12 mo for Major — NOT MET until 07/2026
Frequency: Prophy 2x/yr | BWX 1x/yr | FMX 1x/3yr
Missing Tooth: YES — clause active
Pre-Auth: Required for crowns, bridges, implants
COB: No secondary insurance on file
Ref #: DDT-2026-0324-4891
FLAG: Crown D2740 on #14 — waiting period NOT met. Patient must wait until 07/2026 for major service coverage. Notify treatment coordinator.

Always get a reference number. If the practice or patient later disputes the verification, this number proves exactly what was confirmed, when, and by whom.

Check Your Understanding

Which of these items should you always include in your verification notes? Check the essential ones.

Special Situations Common Pitfalls