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Insurance Information Collection

AI-powered Insurance Information Collection simplifies how patients provide their insurance information while improving the quality and accuracy of the information your practice receives for eligibility verification.

Instead of manually entering insurance details such as their insurance carrier, member ID, and group number, patients can upload a photo of their insurance card. RevenueWell uses AI-powered Optical Character Recognition (OCR) to automatically read the card and extract the relevant insurance information in seconds.

Patients have the opportunity to review and edit the extracted information before submitting it, helping ensure the information is accurate and up to date.

For practices using AI Insurance Verification, submitted insurance information automatically becomes available for eligibility verification, reducing manual data entry and helping practices verify coverage before appointments.

Missing Insurance Information Collection

If a patient's insurance information is missing or incomplete, RevenueWell can automatically send a secure request asking the patient to provide updated insurance information before their appointment.

How It Works: 

Missing Insurance Information requests are sent to patients when an appointment is made, and the following required insurance information is missing from their profile:

  • Insurance carrier or payer
  • Member ID
  • Subscriber first name
  • Subscriber last name
  • Subscriber date of birth

Patients marked as self-pay are excluded from future outreach unless they later provide insurance information.

How To Enable It:

  1. Open Settings.
  2. Under Managed Communications, open Missing Insurance Information.
  3. Enable using the toggle.
Patient Experience:
  1. Patient receives a secure message - Patients receive a text message, email, or both depending on their communication preferences. The message includes a secure, no-login link to enter their insurance information before their appointment.
  2. Patient chooses a payment option - Patients select whether they will:
    • Use dental insurance
    • Pay as self-pay
  3. Self-pay - 
    • If a patient selects Self-pay, no additional insurance information is required, and the request is complete.
    • Future Missing Insurance Information requests are suppressed unless the patient later provides insurance information.
  4. Patient submits insurance information - Patients choosing to use insurance can provide their information in one of three ways:
    • Take photos of their insurance card
    • Upload a supported document
    • Manually enter insurance details
      • Insurance carrier
      • Member ID
      • Subscriber first name
      • Subscriber last name
      • Subscriber date of birth
      • Group ID is optional

  5. Patient reviews and submits - Before submitting, patients review:

    • Payment selection (Insurance vs Self-pay)
    • Any extracted or manually entered insurance information

    After submission, they receive confirmation that their information has been received.

  6. RevenueWell processes the submission - Once submitted:
    • Insurance information is saved to the patient record for all customers.
    • Uploaded insurance card images are stored for all customers.
    • Practices with Insurance Verification automatically begin eligibility verification

This helps practices reduce delays caused by missing or outdated insurance information while minimizing the need for manual follow-up.

Collect Insurance at Appointment Request

The Insurance Card Reader is built into our redesigned online Appointment Request Form experience.

When requesting an appointment online, patients are prompted to upload a photo of the front and back of their insurance card instead of manually entering insurance information.

After the card is uploaded:

  • AI automatically reads the insurance card.
  • Insurance information is extracted and populated into the form.
  • Patients review the extracted information.
  • Patients make corrections if necessary.
  • The completed appointment request is submitted.

For practices using AI Insurance Verification, the submitted insurance information is automatically used to begin eligibility verification. 

Check out the updated Appointment Request form here. 

Insurance Information Source Logic

RevenueWell determines which insurance information to use based on what triggered the verification. This source priority helps ensure the most current insurance information is used when multiple records exist.

For form submissions:
The insurance information provided on the form is always used to run the verification.

  • If the patient uploads an insurance card, the Insurance Card Reader extracts the insurance information and uses it for verification.
  • If the patient manually enters their insurance information, the entered information is used instead.

The system does not fall back to Practice Management System (PMS) insurance data or previous form submissions when a verification is triggered by a form.

For appointment-triggered verifications:
If a verification is triggered outside of a form submission, the system looks for insurance information in the following order:

  1. Insurance information in the Practice Management System (PMS)
  2. Insurance information extracted from an uploaded insurance card
  3. Insurance information from the most recent supported form submission

The first valid source found is used to complete the verification.

Accepted File Types include - 
Images - JPEG, PNG, WEBP, TIFF, BMP, GIF 
Documents - PDF, DOC, DOCX
Each uploaded file can be up to 8 MB. The front of the insurance card must be uploaded before the back can be added.