Production is up in many practices.

Stress is up too.

That gap between excellent dentistry and predictable reimbursement? It’s not about working harder — it’s about building better systems.

My friend Monica Cappelli, Founder & CEO of Revv Systems, just published a practical and refreshingly clear article on revenue cycle management for independent dentists in 2026.

No fluff.
No “insurance panic.”
Just repeatable systems that help practices get paid faster — without turning the front office into a call center.

If you’re an independent dentist who wants stronger collections without sacrificing clinical autonomy, this is worth your time.

Below is Monica’s full article:

From Surviving to Thriving: RCM Strategies for Independent Dentists in 2026

Practical steps to get paid faster (without turning your office into a call center)
By Monica Cappelli, Founder/CEO, Revv Systems

Dr. Sarah had a frustrating wake-up call: she completed an excellent endo on #19. The patient was thrilled. But the claim was denied for “insufficient documentation.” The office had submitted a narrative but not the specific diagnostic-quality images and clinical notes the payer expected. Three months later, the team was still chasing a payment that should have been straightforward.

If that story feels familiar, the good news is this: most “mystery denials” are predictable and preventable. In 2026, strong revenue cycle management (RCM) is less about arguing with insurers and more about building repeatable documentation and submission habits that make claims easy to approve the first time.

RCM is the unglamorous bridge between chairside excellence and money in the bank.

1) The 2026 reality: more production, same stress
Many independent practices are producing hard and still feeling squeezed. Write-offs are rising. EOBs are harder to interpret. Patients are seeing more surprise balances.

When RCM is weak, you’ll feel it as:

• unpaid claims aging past 60–90 days

• awkward financial conversations at the front desk

• a busy schedule that doesn’t translate into stable cash flow

When RCM is strong, you get:

• steadier collections

• fewer reworks and resubmissions

• a calmer team focused on patient care

2) Think like a clinician: systems beat heroics
Dentistry runs on systems: diagnose, plan, communicate, treat, follow up. RCM works the same way. The most reliable offices don’t “work harder” on claims. They standardize what must be documented and when it gets submitted.

A simple RCM framework that holds up across payers:

• Images: Diagnostic quality, properly oriented, clearly labeled

• Notes: Clinical chart notes that support medical necessity (not just the narrative box)

• Timing: Clean claim submission same day or next business day whenever possible

3) Imaging + documentation: make it a team sport
Teams don’t need more generic training. They need clear roles and checklists.

• Assistants (capture the proof)
  Follow procedure-specific imaging checklists. Ensure images are diagnostic quality (not dark, cropped, or missing anatomy)
  Example targets:
  Crowns: Pre-op showing apex + existing restorative/pathology, photo if fracture or wear
  Endo: Working-length/instrumentation + obturation image
  Perio: Updated perio charting with bleeding/probing where applicable

• Doctors (state the why clearly)
  Enter notes immediately post-procedure. Include symptoms, findings, diagnosis, what was done, and complicating factors. Notes are for clinical continuity first, insurance support follows naturally

• Front office (quality control)
  Confirm images are mounted/labeled correctly. Confirm documentation matches codes billed

• Billing
  Attach the right evidence to the right codes consistently. Track each payer’s submission preferences

4) Use data without losing your soul
You don’t need 30 KPIs. Track a few that directly impact reimbursement:

• Days in A/R (trend matters more than perfection)

• A/R over 90 days (stuck money)

• First-pass paid rate (target 95%+)

• High-dollar documentation compliance (target 100%)

Weekly team question: What’s the top documentation gap causing our denials right now?

5) The 90-day challenge
Pick one high-impact category (crowns, endo, or perio) and commit to perfect documentation for 90 days.

Example: Crowns

• Pre-op radiograph showing apex + existing restoration/pathology

• Photo when relevant

• Notes supporting structural loss and necessity

• Submit same/next day with images and notes attached

The goal isn’t perfection everywhere overnight. The goal is one reliable system that measurably reduces rework and delayed payment.

Quick 10-Minute RCM Self-Audit

• What procedure generated the most denials last month

• What was missing (image quality, attachment, notes, timing)

• What checklist can we implement this week

• Who owns each step

• How will we verify compliance before submission

For Monica’s one-page RCM checklist and team huddle script, email: [email protected]

Monica Cappelli
Founder/CEO, Revv Systems
20+ years specializing in revenue cycle management, coaching, and consulting for independent dental practices
📧 [email protected]
📞 (833) 780-2122