This article serves as a comprehensive guide to walk you through each stage of the RevenueWell AI Insurance Verification onboarding process. By completing this process, you'll unlock the benefits of Insurance Verification Pro with RevenueWell, streamline administrative tasks, and improve efficiency.
Insurance Verification checks your patients’ insurance eligibility before their appointments and delivers the information directly within the RevenueWell Marketing Platform.
Instead of calling insurance providers or logging into multiple carrier portals, you can verify coverage in one place and access reliable information to share with patients.
Key Terms
NPI (National Provider Identifier): A 10-digit ID assigned to healthcare providers in the U.S. for electronic transactions like insurance claims.
Payer: An organization that processes and pays healthcare claims, such as insurance companies or government programs.
Provider: A healthcare professional or practice (like a dentist) that delivers services covered by insurance.
Defining a Relationship: Establishing a contractual or professional connection between a dental provider and an insurance payer, often requiring documentation.
PMS (Practice Management Software): Software used to manage dental practices, including scheduling, billing, and insurance claims.
Getting Started
Insurance Verification onboarding is self-service and can be completed at your convenience.
Before you begin, have the following ready:
Your practice’s Tax Identification Number (TIN)
Your practice’s NPI(s)
Provider license number(s) and issuing state(s)
Access to your existing insurance portal accounts (some may require adding a new user)
You don’t have to finish everything in one sitting. You can complete Step 1 and Step 2 now, then come back to Step 3 later to connect your portals.
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Step 1: Confirm Your Organization
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Navigate to the settings gear in the upper-right corner
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Click "Insurance Verification Settings." You’ll be prompted with the following screen:
- After gathering all the required information, click "Start Setup."
- Confirm that your Organization Name is correct.
- Enter your 9-digit Tax Identification Number (TIN).
- Click Save and Continue.
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Step 2: Map Insurance Payers
After confirming your organization, you must map your insurance payers. This step ensures the tool knows which portals to check for patient coverage.
Note: Your payers will be listed and ranked by the percentage of patients they cover, from largest to smallest.
How to Map a Payer
- Choose a payer from the list.
- Click the Select payer… dropdown.
- Start typing to search, then click the correct match.
- A green checkmark will appear — it saves automatically.
The dropdown shows all currently supported payers. If yours isn’t listed, please submit an enhancement request here.
Self-Pay Workflow
If a payer represents cash or uninsured patients (like “Cash,” “Self Pay,” or “No Insurance”):
- Click Self Pay on that payer.
- The row turns blue to confirm.
- To undo, click the X that appears.
You can proceed to the next step once 50% of patient insurance payers are mapped, which is usually reached after mapping the top 3–4 payers. However, the more of your patient base you cover, the better your results will be. Be sure to return to this page to map all of your insurance payers.
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Step 3: Connect Insurance Portals
After mapping insurance payers, you’ll connect insurance portals based on your matches on the previous page. Each connected portal allows automated eligibility checks for patients covered by that payer. We recommend connecting at least 5–10 portals for optimal coverage.
Click "Set Up" to begin connecting to an insurance portal.
How to Connect a Portal
There are two parts to establishing a portal connection: copying your account details and creating the account on the portal. After that, you’ll choose a verification method.
Part 1: Copy Your Account Details
The system generates a dedicated set of login details for each portal:
- Name
- Managed Email (@mail-rcm.com)
- Secure Password (click the eye icon to reveal it)
- Managed Phone Number
Click the Copy button next to each field — you’ll paste these into the portal in the next step.
Why are these generated? The system needs its own account on each portal to check eligibility automatically. These accounts keep your staff’s personal logins separate and secure. The managed email and phone number allow the system to receive verification codes on your behalf.
Do not modify generated credentials.
Part 2: Create or Add a User on the Portal
- Click Open [Portal Name] to go to the insurance portal website.
- In the portal, do one of the following:
- Create a brand-new account
- Add a new user to your practice's existing account
- When the portal asks for login details, paste the Name, Email, Password, and Phone provided in RevenueWell.
- If the portal asks for additional practice information, such as TIN, NPI, provider license number, or ZIP code, enter accurate details.
- Set up a verification method (sometimes called “two-factor authentication” or “2FA”).
When choosing a verification method, select Authenticator App if available because it’s the most reliable and secure. See Verification Methods for guidance on completing account verification.
Use the exact credentials shown in RevenueWell. Don’t change the email, name, or password — the system needs these exact values to connect.
👉 For portal-specific instructions, see the Portal Account Access Guide. Some portals may require admin approval or provider authorization.Check Portal Status
Return to the portal list. Each portal will show one of the following statuses:
Status What It Means Set Up → Not started — click to begin. Saved ✓ Connected — the system is verifying the login. Verified ✓ Successfully connected — eligibility checks are active. Invalid Credentials Login has failed. If you see Invalid Credentials, the system tried to log in and it didn’t work. Go to the portal website and try logging in manually using the generated email and password.
If you can’t log in, the account may have been created incorrectly. Try setting it up again using the exact credentials from Part 1.
If you can log in, but the system can’t, contact RevenueWell Support at 847-597-1745 or support@revenuewell.com.We recommend setting up at least 5–10 portals before continuing. The more portals you connect, the more patients will have automated eligibility checks. You can continue once you’ve set up at least 50% of the portals listed.
Finish Connecting Portals
Once you’ve connected enough portals (at least 50% of those shown), click Continue to finish. You’ll arrive at your Payer Management page — your home base for monitoring eligibility checks.
From this page, you can see:
- Payer Mappings — how many of your payers are matched
- Portal Credentials — which portals are connected
- Configured Portals — the status of each portal (Ready, Saved, or needs attention)
You can add more payers and connect more portals at any time from the sidebar navigation.
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Verification Methods
After creating an account on any insurance portal, return to RevenueWell and tell the system which verification method you set up. Select one of the following:
⭐ Authenticator App (TOTP)
How to set up verification through an authenticator app:
- During registration, select Authenticator App (TOTP) as the verification method.
- The insurance payer portal will provide a setup key (a long string of letters and numbers) for an authenticator app.
- Copy the setup key from the portal.
- Return to RevenueWell and select Authenticator (TOTP) for that insurance portal.
- Paste the setup key into the field.
- A 6-digit verification code will be generated in RevenueWell. Copy and paste this code into the insurance payer portal to finish verification.
When registering an authenticator app, you'll often be provided with a QR code. For this verification process, it’s essential to find the setup key rather than using the QR code.
Authenticator apps are the best and most reliable verification method. Unlike email or text, authenticator codes are generated instantly and never fail to deliver. Once set up, this method requires no ongoing maintenance.
Email Verification
How email verification works:
- During registration, select Email as the verification method.
- In RevenueWell, select Email. An inbox will appear, watching for emails sent to the generated @mail-rcm.com address.
- Return to the insurance portal and trigger the verification email. The email will appear in RevenueWell within a few seconds.
- Click View to open it, then copy the verification code.
- Enter the code in the insurance portal.
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Click Complete Setup to finish verification.
Not seeing the email? Wait up to a minute, then try having the portal resend it. Make sure you used the exact @mail-rcm.com email address.
Phone (SMS) Verification
How to complete verification through text message:
- During registration, select SMS or Text Message as the verification method.
- In RevenueWell, select Phone (Text).
- Return to the insurance portal and trigger the text message. The text will appear in RevenueWell within a few seconds.
- Click View to open the text, then copy the verification code.
- Enter the code in the insurance portal.
- Click Complete Setup to finish verification.
If your verification code hasn't arrived after 1–2 minutes, double-check the address (make sure you used the exact @mail-rcm.com email or phone number), or try resending the code (most portals have a "Resend code" option). Do not use your own email or phone number at any point in this process.
No Verification Required
If the insurance portal does not require multi-factor authentication, select No Verification Required in RevenueWell. Your account will be saved right away.
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Settings
Insurance Verification Settings can be found within the gear icon in the upper-right cornerFrom here, you can view the following:
1. Payer & Schedule Setup
2. Provider Setup
3. PMS Sync
1. Payer & Schedule Setup
- Insurance Verification Schedule: This statement reflects Insurance Verification logic. Insurance verification automatically runs 3 days before each scheduled appointment. Enable the option below to also re-verify on the appointment date.
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Same-Day Insurance Verification: This option allows users to trigger Insurance Verification on the day of the appointment in addition to the standard 3-day-before-appointment run. If toggled ON:
- Verification will run for all patients scheduled that day who have insurance.
- Verifications will run daily at 4 AM CT / 3 AM CST (depending on daylight saving time), except on Sundays.
- Note: If an appointment is created later the same day after insurance verification has already run, IV will not automatically run for that appointment. In this case, Manual Verification would be required.
- If toggled OFF, verifications will only automatically run 3 days before the appointment.
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Navigate back to Payer Setup.
2. Provider Setup
Running insurance verification requires the provider NPI for each provider in the practice. This only needs to be set up once under the Provider Setup tab within Insurance Verification Settings.
3. PMS Sync
The PMS Sync tab allows automated PDF writeback of insurance verification documents, provided your PMS supports this feature. Here, you can determine whether the sync is active, view the designated user for PDF syncing, and identify the destination location.
- Step 1: Click "PMS Sync" within your Insurance Verification Settings.
- Step 2: Select "Edit".
- Step 3: Toggle "Enabled" on or off.
- Step 4: Select the designated "PMS User" from the dropdown menu.
- Step 5: Choose your desired "PMS Location" from the dropdown menu to determine where PDFs will be saved.
- Step 6: Click "Save" to apply your changes.
Selecting Edit allows the practice to configure PDF sync for the first time or update an existing setup.
Check out our demo video for PMS Sync settings here! 🎬
Check out our resource "Patient Data Management Made Simple" for additional insights!
For details on navigating different insurance portals, check out our Provider Portal Access Guide.
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Carriers
RevenueWell’s insurance verification solution gathers information from over 100 carriers. Check the list below to see if a carrier is supported by EDI or Provider Portal.
Please note that while RevenueWell strives to provide consistent information across all carriers, the details returned are dependent on each specific carrier and their respective portal.
Carrier Name
Alternate Names
EDI Supported
Electronic Data Interchange
Provider Portal Supported [Pro]
AARP Dental Insurance Plan
YES
Not supported
Aetna
Aetna DMO
Aetna Medicare
Coventry Health Plan
Southwestern Bell Exec - Custom Care
Choice Plus
FlexCare
Mail Handlers Benefit Plan - MHBP
Marriott
Preferred Dental Organization (PDO)
Prudential Administered by Aetna
TWR
Varian Health Care Plan
Bell Atlantic
YES
AFLAC
YES
Ameritas Life Insurance Corp
YES
https://www.ameritas.com/digital/provider-account/ Anthem
YES
Not supported
Anthem Dental
YES
Not supported
Beam NO https://www.beambenefits.com/providers/ Blue Cross Blue Shield YES https://www.bcbsfepdental.com/ Blue Cross Blue Shield of Alaska
YES
Not supported
Blue Cross Blue Shield of Alabama
YES
Blue Cross Blue Shield of Arkansas
YES
Not supported
Blue Cross Blue Shield of Arizona
YES
Not supported
Blue Cross Blue Shield of Colorado
YES
Not supported
Blue Cross Blue Shield of Delaware
YES
Not supported
Blue Cross Blue Shield of Georgia
YES
Not supported
Blue Cross Blue Shield Illinois
YES
Blue Cross Blue Shield of Kansas
YES
Not supported
Blue Cross Blue Shield of Kansas City
YES
Blue Cross Blue Shield of Louisiana YES Not supported Blue Cross Blue Shield of Massachusetts
YES
Blue Cross Blue Shield of Michigan
YES
Blue Cross Blue Shield of Minnesota
YES
Blue Cross Blue Shield of Mississippi
YES
Not supported
Blue Cross Blue Shield of Montana
YES
Blue Cross Blue Shield of North Carolina
YES
Blue Cross Blue Shield of North Dakota
YES
Not supported
Blue Cross Blue Shield of Nebraska
YES
Not supported
Blue Cross Blue Shield of New Mexico
YES
Blue Cross Blue Shield of Oklahoma
YES
Blue Cross Blue Shield of Rhode Island
YES
Not supported
Blue Cross Blue Shield of South Carolina
YES
Blue Cross Blue Shield of Tennessee
YES
Not supported
Blue Cross Blue Shield of Texas
YES
Blue Cross Blue Shield of Vermont
YES
Not supported
Blue Cross Blue Shield of Wisconsin
YES
Not supported
Blue Cross Blue Shield of Wyoming
YES
Not supported
Blue Cross of Idaho
YES
Not supported
Blue Shield of California YES https://www.blueshieldca.com/providerwebapp/connect/ CareFirst BCBS
YES
Cigna
Connecticut General (CIGNA)
Continental Dental
Equicor / Equitable
Healthsource Provident
Provident
UFT Welfare Fund
Banner Health and Dental
YES
CompBenefits
Humana CompBenefits Federal Plan Dental
Humana Specialty Benefits Florida Healthy Kids Dental
YES
Not supported
Delta Dental of Arkansas
YES
Delta Dental Ins - Arizona
YES
Delta Dental of California
YES
Delta Dental of Colorado
YES
Delta Dental of Washington DC
YES
Delta Dental of Delaware
YES
Delta Dental Ins - Georgia
YES
Delta Dental of Hawaii
YES
Delta Dental of Idaho
YES
Delta Dental of Illinois
YES
Delta Dental of Indiana
YES
Delta Dental of Iowa YES https://www.deltadentalia.com/ Delta Dental of Kansas
YES
Delta Dental of Kentucky
YES
Delta Dental of Massachusetts
YES
Delta Dental of Michigan
YES
Delta Dental of Minnesota
3M Dental Services
YES
Delta Dental of Missouri
YES
Delta Dental of North Carolina
YES
Delta Dental of Nebraska
YES
Delta Dental of New Jersey
YES
Delta Dental of New Mexico
YES
Delta Dental (Northeast - ME, NH, and VT)
YES
Delta Dental of New York
32 BJ
YES
Delta Dental of Ohio
YES
Delta Dental of Oklahoma
YES
Delta Dental of Oregon
NO
Delta Dental of Pennsylvania
YES
Delta Dental of Rhode Island
YES
Delta Dental of South Carolina
YES
Delta Dental South Dakota
NO
Delta Dental of Tennessee
YES
Delta Dental of Virginia
YES
Delta Dental of Washington
YES
Delta Dental of Wisconsin
YES
Delta Dental of West Virginia
YES
Delta Dental of Wyoming
YES
Dental Select
NO
Dentaquest
Dentaquest - TennCare
Dentaquest - University of Arizona Health Plans
Dentaquest - WI State Employees
Dentaquest - Affinity Health Plan
Dentaquest - Atlantic Dental Inc
Dentaquest - California Dental Network
Dentaquest - Grady Healthcare
Dentaquest - Maryland Physicians Care MCO
Dentaquest - PhysiciansCare MCO
Dentaquest - TrumanCare
Dentaquest - Cimmaron Health Plan
Dentaquest - Lovelace Community Health Plan
Dentaquest - Presbyterian Salud
Dentaquest - Xantus Health Plan
Dentaquest - Medicaid of Virginia, HealthKeepers Plus
Dentaquest - Medicaid of Nebraska
YES
Dontegra Insurance
NO
Dominion National
NO
EMI Health
YES
Not supported
Empire Blue Cross Blue Shield
YES
Not supported
Excellus Blue Cross Blue Shield
YES
Florida Blue
YES
Not supported
GEHA
Government Employee Hospital Association
YES
Guardian
Managed Dental Care Network
Dental Guard Preferred
YES
HealthNet
YES
Highmark Blue Cross Blue Shield
YES
Not supported
Highmark Blue Cross Blue Shield of West Virginia
YES Not supported
HMSA
YES
Not supported
Horizon Blue Cross Blue Shield of New Jersey
YES
Humana
TDC (The Dental Companies)
Emphesys
EHI, EHIC
Employers Health Insurance of Wisconsin
YES
Not supported
Independence Blue Cross
YES
Liberty Dental
YES
Lincoln Financial
YES
Managed Care of North America (MCNA)
YES
MetLife
Metropolitan
YES
Mutual of Omaha
YES
Premera Blue Cross
Blue Cross of Washington
LifeWise Health Plan of Washington
YES
Not supported
Principal
J. F. Molloy and Associates
YES
Regence Blue Cross Blue Shield of Oregon YES Not supported Regence Blue Cross Blue Shield of Utah YES Not supported Regence Blue Shield of Washington YES Not supported Renaissance Dental
YES
Solstice Health Insurance
YES
SunLife
NO
Teamcare
Central States Health and Life
YES The Standard YES https://wf.employeebenefitservice.com/dental/?app=content&pres=standard United Concordia
Florida Combined Life
United Concordia - Dental Plus
Blue Cross of PA - Highmark
YES
United Healthcare
Pacific Union Dental
Dental Benefit Providers
National Pacific Dental
USHealth Group
Freedom Life
YES
Unum
Colonial Life
Due to issues with ChangeHealthcare, we have temporarily lost EDI access.
Wellmark Blue Cross Blue Shield
YES
Wellmark Blue Cross Blue Shield of South Dakota YES https://provider.wellmark.com/