01
$8,000Patient-centered operating control system
Reconcile production, bank cash and ownership return.
Trace one defined period from care delivered to bank-cleared cash, classify the gap, expose payer and administrative friction, pay clinical labor before ownership return, and preserve the operating reserve that protects judgment.
Use only aggregate, coded, permitted information. No account, upload, or server storage is used.
Local operating control file · Model v2.2.0
Follow care delivered to bank-cleared cash without turning the patient into the problem.
The workbench does not code, submit, appeal, collect, post, reconcile, approve a payer, or set an accounting policy. It separates the cash journey, exceptions, payer burden, clinical compensation, reserves, and safety checks.
Fictional example
Model v2.2.0Results use the entered assumptions. Evidence and safety checks still require review.
Current result: Expected bank-cleared cash $177,000; bank reconciliation difference $0; reserve margin $31,000.
Changing facts, scope, or supporting records reopens affected reviews. Supporting notes are kept; follow-up notes alone do not reopen a review. Saved files preserve their recorded statuses and still need a current review.
No input edits yet. Unchanged example values remain fictional assumptions. No changes since the last download or opening state.
Assumptions, evidence still needed, and local saving
This case stays in this tab only. Reloading, navigating away, or closing the tab can erase it. Download the case file to keep or reopen it. DenQAI does not upload it, autosave it, or store it in your browser. Browser exit warnings are a backup and may not appear on every device.
Planning case — assumptions and evidence require review. Includes fictional example assumptions. Formula v2.2.0.
Blank means unknown. Enter 0 only for a known zero or an item that does not apply and has no cost or use. Example values and modeled estimates are assumptions until supported by your records.
Data boundary
No patient rows, employee records, credentials, private fee schedules, EOBs, or contracts belong here.
Use aggregate periods, coded payer segments, and short local record locators. Nothing is uploaded or saved by DenQAI. Inputs remain in this browser tab until you export a file you control.
Local export available
No common direct-identifier pattern detected. Pattern screening cannot certify confidentiality, de-identification, contract permission, or security.
01 · Patient-centered operating mandate
Define what the cash system must never be allowed to change.
Production, reimbursement, and overhead are constraints. They do not authorize overtreatment, unsupported coding, unsafe staffing, hidden balances, or reserve depletion.
Decision Summary · 02 · Event and cash bridges
Production, claims, receivables, receipts, deposits, and owner cash are different events.
Declare the unit and event period for every line. Claim counts never enter dollar arithmetic. Current receipts can include older care, while current production can remain in receivables; deposits in transit then explain why receipts and bank-cleared cash differ.
Care, claims, and receivables
Receipt attribution and payment channels
Receipts to bank-cleared cash
Bank-cleared cash to ownership cash
Operating-cash control
Period warning: every nonzero reconciliation difference needs a supporting record and follow-up; only sub-cent rounding residue is ignored. Input receipt and account-balance fields support nonnegative amounts. A negative net-bank period or overdraft needs a separate ledger reconciliation; do not replace it with zero. This is a reconciliation model, not accrual accounting or a universal practice benchmark. A dental CPA should define the actual chart of accounts, cutoffs, owner compensation, taxes, debt classification, capital treatment, and reconciliation policy.
03 · Exception ownership
Classify the gap before choosing the remedy.
Timing, error, dispute, patient balance, and clearing are separate failure modes. Staff cuts do not repair rejected claims, and old-AR calls do not repair an unprofitable contract.
02
$3,00003
$4,00004
$5,00005
$2,000Use an aggregate exception queue.
Download exception schemaPatient-level work belongs in the practice’s governed systems—not in this public browser tool or exported aggregate file.
04 · Payer performance
Put administrative friction beside allowed revenue.
These are coded segments, not a shared fee database. Keep exact contract terms and patient-level records out of DenQAI, and do not use this workbench to coordinate prices or market conduct with competitors.
PAYER-A
83.3%PAYER-B
84.5%PAYER-C
79.3%A payer scorecard is a private owner analysis—not a competitor exchange.
Download payer reviewContract, state, privacy, and antitrust review control any later aggregation or shared service.
05 · Eight safety checks that cannot be averaged away
A strong collection ratio cannot resolve a patient, evidence, access, refund, or reserve problem.
A safety check is supported only when you identify the document or report behind the answer, record its limits, and name the person responsible for reviewing it.
01 · Identity and accessSupported with limits
02 · Service-to-claim completenessSupported with limits
03 · Remittance and postingSupported with limits
04 · Patient estimate and consentSupported with limits
05 · Refund and credit balanceSupported with limits
06 · Deposit and bank reconciliationSupported with limits
07 · Payer contract and current rulesOpen
08 · Reserve and clinical boundarySupported with limits
- Payer contract and current rules: supporting document and named reviewer have not reached reviewed-with-limits status.
- Fictional payer segment C: payer economics have not been tied to a reviewed supporting document and named reviewer.
Supporting records and follow-up
These are the entered evidence notes and responsibilities for this case. Status labels record the current inputs; they do not certify the evidence or professional approval. Unfilled fields remain unresolved.
Exception: Timing · timing
- Evidence status
- reviewed with limits
- Accountable owner
- Revenue-cycle lead
- Due window
- Next weekly close
- Next action
- Reconcile accepted claims still inside documented payer-response windows.
- Controlling aggregate record
- Fictional aggregate accepted-claim aging report
Exception: Error · error
- Evidence status
- reviewed with limits
- Accountable owner
- Billing lead
- Due window
- Within five business days
- Next action
- Correct rejected claims and update the front-end prevention step.
- Controlling aggregate record
- Fictional clearinghouse rejection summary
Exception: Dispute · dispute
- Evidence status
- reviewed with limits
- Accountable owner
- Owner dentist and billing lead
- Due window
- Before the earliest appeal deadline
- Next action
- Review appealability, deadline, clinical record, contract, and written rationale.
- Controlling aggregate record
- Fictional denial-reason rollup
Exception: Patient balance · patient-balance
- Evidence status
- reviewed with limits
- Accountable owner
- Financial coordinator
- Due window
- Next patient-balance review
- Next action
- Reconcile remittance transfer, prior estimate, communication, consent, and payment arrangement.
- Controlling aggregate record
- Fictional patient-balance band summary; no patient rows
Exception: Clearing and deposit · clearing
- Evidence status
- reviewed with limits
- Accountable owner
- Bookkeeper
- Due window
- Next business day
- Next action
- Tie processor batches, practice ledger, deposits in transit, and bank-cleared cash.
- Controlling aggregate record
- Fictional daily deposit reconciliation
Payer evidence: Fictional payer segment A · PAYER-A
- Evidence status
- reviewed with limits
- Reviewer role
- Revenue-cycle lead
- Controlling aggregate record
- Fictional aggregate remittance, ledger, and work-log reconciliation
Payer evidence: Fictional payer segment B · PAYER-B
- Evidence status
- reviewed with limits
- Reviewer role
- Revenue-cycle lead
- Controlling aggregate record
- Fictional aggregate remittance, ledger, and work-log reconciliation
Payer evidence: Fictional payer segment C · PAYER-C
- Evidence status
- requested
- Reviewer role
- Owner dentist
- Controlling aggregate record
- Not entered
Safety check: Identity and access · identity-and-access
- Evidence status
- reviewed with limits
- Reviewer role
- Security and practice-management reviewer
- Supporting record
- Fictional unique-user and role-access review
- Next action
- Recheck terminated, shared, vendor, and elevated access.
- Pause or escalation condition
- Shared credentials or untraceable edits remain in material workflows.
Safety check: Service-to-claim completeness · service-to-claim
- Evidence status
- reviewed with limits
- Reviewer role
- Owner dentist and billing lead
- Supporting record
- Fictional completed-service-to-ledger reconciliation
- Next action
- Trace every exception to documentation, coding, posting, or deliberate nonbilling.
- Pause or escalation condition
- Care cannot be reconstructed or claims require unsupported documentation.
Safety check: Remittance and posting · remittance-and-posting
- Evidence status
- reviewed with limits
- Reviewer role
- Bookkeeper and revenue-cycle lead
- Supporting record
- Fictional aggregate remittance, ledger, and deposit sample
- Next action
- Resolve unapplied cash and posting differences.
- Pause or escalation condition
- Payments or adjustments cannot be tied to remittance and bank records.
Safety check: Patient estimate and consent · patient-estimate-and-consent
- Evidence status
- reviewed with limits
- Reviewer role
- Owner dentist and qualified compliance reviewer
- Supporting record
- Fictional estimate policy and redacted work sample
- Next action
- Test assumptions, scripts, consent, and exception handling.
- Pause or escalation condition
- Estimates are represented as coverage promises or charging lacks documented authority.
Safety check: Refund and credit balance · refund-and-credit-balance
- Evidence status
- reviewed with limits
- Reviewer role
- Bookkeeper and qualified compliance reviewer
- Supporting record
- Fictional aggregate credit-aging and refund log
- Next action
- Assign every material credit one owner and a dated resolution.
- Pause or escalation condition
- Credits, overpayments, or refunds can be hidden by write-off or queue closure.
Safety check: Deposit and bank reconciliation · deposit-and-bank
- Evidence status
- reviewed with limits
- Reviewer role
- Bookkeeper and dental CPA
- Supporting record
- Fictional daily close and month-end bank reconciliation
- Next action
- Resolve every receipt-channel, deposit-in-transit, and bank variance.
- Pause or escalation condition
- Bank-cleared cash cannot be reproduced from processor, practice-management, deposit, and bank records.
Safety check: Payer contract and current rules · payer-contract-and-rules
- Evidence status
- requested
- Reviewer role
- Payer-contract reviewer
- Supporting record
- Not entered
- Next action
- Obtain current contract, network source, fee schedule, notices, and product rules.
- Pause or escalation condition
- The practice is acting on inherited, expired, or assumed payer terms.
Safety check: Reserve and clinical boundary · reserve-and-clinical-boundary
- Evidence status
- reviewed with limits
- Reviewer role
- Owner dentist and dental CPA
- Supporting record
- Fictional owner mandate, reserve policy, and monthly close
- Next action
- Hold distributions when the protected reserve or care-first rule is breached.
- Pause or escalation condition
- Production pressure, understaffing, or reserve depletion is required to produce the reported result.
06 · Save or share your review
Start with the printable review.
Print or save a PDF for a readable discussion. Save the DenQAI project file only if you want to reopen these exact inputs here. The tool does not create patient work queues, submit claims, retain files, or send data to DenQAI.
Advanced data exports
These CSV files are raw row-and-column data for advisers or analysts. They are not the recommended reading format.
Downloads are disabled when common private-data patterns are detected. A technically safe file does not establish permission to share its contents.
Before you enter numbers
Gather the records for your first result.
You are deciding where one period’s care became cash, where it became delayed or disputed, and what must be protected before owner distributions or process changes.
- Practice-management production, adjustment, claim, aging, payment, and credit reports for one period
- Processor batches, deposit records, bank-cleared cash, refunds, and recoupments
- Operating expenses, debt, capital spending, owner clinical pay, and reserve policy
- Coded payer segments, administrative work estimates, contracts, and exception ownership
- First useful review
- 25–40 minutes for one monthly reconciliation
- What you receive
- A receivable-to-receipt variance, receipt-channel variance, deposit-to-bank variance, closing-cash variance, reserve margin, and open safety checks
Guided steps, detailed review, outputs, and privacy
Guided review
Start here if you are learning the decision or do not have every record yet.
- Choose one period and enter production, opening and closing receivables, and current- versus prior-period receipts
- Reconcile those receipts to payment channels, refunds, deposits in transit, and bank-cleared cash
- Roll bank-cleared cash through operating payments, debt, capital, tax, clinical pay, distributions, reserves, outside funding, and actual closing cash
Detailed review
Use this after the first result, or with advisers and stronger records.
- Reconcile prior-period collections, credits, refunds, processor, and bank timing
- Compare coded payer segments without uploading fee schedules or contracts
- Assign each exception, safety check, next action, and reviewer
Your output order
- Read and print the plain-language result on this page.
- Download the Excel decision workbook when one is available.
- Save a DenQAI project file if you want to reopen your inputs.
- Use raw CSV only for advanced data work.
The care-to-cash reconciliation
Use distinct bridges. Do not force every event into one equation.
Production, receivable movement, service-period attribution, receipt channels, bank timing, and operating cash answer different questions. Reconcile each bridge before interpreting distributions, cash available to distribute, or reserve adequacy.
Gross production
Documented charges for the defined period—not cash and not value.
Contractual adjustments
Contract-controlled reductions kept separate from other write-offs.
Other adjustments
Every noncontractual adjustment or write-off needs a reason and owner.
Net production
The calculated clinical-to-financial starting point.
Receivable bridge
Net production plus opening receivables minus closing receivables estimates receipts attributable to service periods.
Service-period receipts
Current-period and prior-period receipts are identified separately; neither is inferred from a payment channel.
Receipt channels
Insurance, patient, membership, and other receipts must reconcile to the service-period attribution.
Refunds and deposits in transit
Refunds reduce receipts; opening and closing deposits in transit explain legitimate bank timing.
Bank-cleared cash
Receipt channels, refunds, deposits in transit, processor records, and the bank must reconcile.
Closing operating cash
Operating payments, debt, capital, tax, clinical pay, distributions, reserves, and outside funding complete the cash roll-forward.
Complete fictional aggregate example
$172,000 of net production still does not tell the owner what cleared the bank or remains distributable.
The loaded example uses opening and closing receivables to estimate attributable receipts, separates current- and prior-period cash, reconciles receipt channels and deposits in transit, pays owner clinical labor, and preserves a separate operating-reserve test.
Separated from receipts for earlier service
Timing, error, dispute, patient, and clearing
After operations, debt, capital, tax, clinical compensation, and outside funding
Documentation and reconciliation limits reviewed separately
Every value and payer segment is fictional. This is not a benchmark, accounting policy, coding rule, contract interpretation, payer recommendation, collection target, or clinical-performance score.
Source-controlled boundaries
Accurate care and patient communication come before payment optimization.
ADA claims guidance covers common rejection and appeal categories, while HealthCare.gov states that preauthorization is not a promise of payment. Payment-card security, state law, payer contracts, patient authorization, privacy duties, and accounting treatment remain separate reviews.
Reconcile cash in the workbook
Calculate the production-to-receivables bridge, receipt channels, bank clearing, operating cash and reserve margin in the workbook. A separate fictional example and your case inputs keep unexplained differences visible.
Download calculation workbook