Stop Losing Hours to Manual Invoicing Reclaim Your Time for Patient Care
Orthodontic practices waste an average of 15 hours per week on manual invoice processing, leading to delayed reimbursements and compliance risks. Our custom AI solution delivers ROI in under 3 months by automating workflows while ensuring full HIPAA compliance.
Join 250+ healthcare businesses with streamlined billing and 40% faster month-end closes
The "Billing Bottleneck" Problem
Manual entry of CDT codes like D8080 for comprehensive ortho treatment delays insurance claims by 2-3 days per submission
HIPAA compliance risks from unsecured invoice storage in shared drives exposing PHI such as patient treatment histories and insurance details
Inconsistent tracking of patient copays for adjustments (e.g., $50-100 per visit) and orthodontic adjustment fees across EHR and PMS systems
Time-consuming reconciliation of braces (D8010-D8090) and clear aligner invoices with patient treatment progress notes in the EHR
Overlooked regulatory audits due to scattered billing documentation for ortho appliances and insurance verifications
Staff burnout from repetitive verification of Medicaid prior authorizations for treatments like Invisalign or palatal expanders
Our Custom AI Invoice Automation Built for Orthodontics
With over a decade of experience in healthcare AI integrations, we've helped 150+ practices eliminate billing chaos while maintaining ironclad HIPAA standards.
Why Choose Us
We design bespoke AI systems that automate your entire invoicing lifecycle, from capturing treatment details in your EHR to seamless submission to insurers. Unlike off-the-shelf tools, our solution integrates deeply with platforms like Dentrix or OpenDental, ensuring patient data flows securely without manual intervention. This enterprise-grade automation slashes processing time, boosts accuracy, and lets your team focus on smiles, not spreadsheets. Proven to deliver 25% cost savings in the first year for orthodontic workflows.
What Makes Us Different:
Unlock Efficiency Gains Tailored to Your Practice
Dramatic Time Savings
Dramatic Time Savings: Reclaim 12-18 hours per week previously lost to manual entry of CDT codes and claim scrubbing for ortho treatments. Our AI automates invoice generation for routine adjustments and retainers within 24 hours, allowing orthodontists to see 20% more patients—up to 6 additional consults weekly—without added staff.
Rapid ROI and Cost Reduction
Rapid ROI and Cost Reduction: Expect a 4x ROI within six months through reduced administrative overhead on Medicaid claims and fewer denied reimbursements for aligner series. Benchmarks from AAO practices show 35% cuts in billing costs, freeing up $15,000+ annually for advanced treatments like Invisalign or self-ligating braces.
Enhanced Compliance and Security
Enhanced Compliance and Security: Built-in HIPAA-compliant AES-256 encryption safeguards patient PHI, including ortho treatment plans and billing histories, during automation—eliminating risks from paper trails or unsecured emails. This regulatory-aware system maintains audit-ready e-signatures and logs for OCR audits, reducing compliance violation fines by up to 90% and avoiding penalties up to $50,000 per incident.
What Clients Say
"Before AIQ Labs, our team spent Fridays manually reconciling Invisalign series invoices against patient charts—it was exhausting and led to 15% claim denials. Now, the AI automation handles 80% of our CDT-coded billing, cutting denials to under 3% in just two months and boosting our monthly revenue by 12%. It's truly transformed our orthodontic workflow."
Dr. Sarah Kline
Lead Orthodontist at SmilePath Orthodontics, a 5-provider practice in Chicago
"Integrating this solution with our Dentrix PMS was seamless and took under a week. We saved 14 hours weekly on tracking copays for braces adjustments, and the built-in HIPAA audit logs gave us complete peace of mind during our recent state dental board review. Our reimbursements from faster claims processing increased by 18% last quarter alone."
Mark Rivera
Practice Manager at Apex Braces Clinic, serving 1,200 active patients in Austin
"As a smaller practice handling mostly Medicaid patients, we couldn't afford errors in prior auths for expanders or full braces. Their custom AI flagged discrepancies in 25% of submissions we previously missed, saving us over $8,000 in rework last year. Implementation took only three weeks, and it's been 100% reliable for our daily ortho billing since."
Lisa Chen
Billing Coordinator at Family Ortho Group, a family-owned practice in Seattle
Simple 3-Step Process
Discovery and Workflow Mapping
We audit your current invoicing processes, from patient intake to insurer submission, identifying bottlenecks specific to orthodontics like bracket adjustments.
Custom AI Design and Integration
Our engineers build and integrate the AI directly into your EHR and accounting tools, ensuring HIPAA-compliant data handling without disrupting daily operations.
Testing, Launch, and Optimization
We run live simulations on sample invoices, launch the system, and monitor for two weeks, fine-tuning for peak efficiency in your practice's unique rhythm.
Why We're Different
What's Included
Common Questions
How does your invoice automation ensure HIPAA compliance for orthodontic practices?
We embed end-to-end encryption and access controls into every workflow, ensuring patient health information remains protected during AI processing. For instance, invoice data is tokenized before automation, and all logs are retained for seven years per HIPAA guidelines. Our systems undergo annual third-party audits, and we've helped practices like yours avoid fines by automating secure data flows between EHRs and billing software. This regulatory-aware design means you focus on care, not compliance worries—delivering peace of mind alongside efficiency gains.
What makes this solution custom for orthodontic workflows?
Unlike generic tools, we map your exact processes, such as invoicing for phased treatments like initial consultations, bracket placements, and retention phases. We train the AI on your historical data to recognize specific CDT codes for orthodontics, integrating directly with your practice management system. This tailored approach eliminates one-size-fits-all limitations, saving orthodontic teams up to 15 hours weekly on manual entries. We've deployed similar custom builds for 50+ dental practices, ensuring seamless handling of unique challenges like multi-phase billing.
How quickly can we see ROI from this automation?
Most orthodontic practices report positive ROI within 2-3 months, driven by 30-40% reductions in billing processing time and fewer claim rejections. For example, automating copay collections and insurance submissions can accelerate reimbursements by 25 days on average. Our upfront discovery phase quantifies your savings potential, and we provide a detailed projection based on your volume—typically 3-5x return in the first year through cost cuts and productivity boosts. This isn't hype; it's backed by real benchmarks from healthcare clients.
Will this integrate with our existing orthodontic software?
Absolutely. We specialize in deep, two-way integrations with popular systems like Dentrix, Orthotrac, or Curve Dental, pulling treatment data directly to generate invoices without manual input. Our engineers handle API connections securely, ensuring no data silos. In one recent project, we synced a practice's EHR with QuickBooks in under a week, automating 90% of their AP tasks. If your setup is unique, we customize the bridges to fit, maintaining workflow continuity while enhancing efficiency.
What if our practice handles Medicaid or special insurance plans?
Our AI is designed to navigate complex payers like Medicaid, automating prior authorization checks and eligibility verifications specific to orthodontic services. It flags issues like missing documentation for expanders or headgear, reducing denials by 60% in similar setups. We incorporate state-specific rules into the system during build, ensuring compliance without extra steps. Practices we've served report smoother reimbursements for covered treatments, with built-in reporting for audits. This patient-centric focus keeps your revenue flowing steadily.
How do you handle ongoing support after implementation?
We provide 12 months of included support, with a dedicated engineer monitoring performance and optimizing based on your usage. Monthly check-ins ensure the AI adapts to changes, like new insurance policies or staff additions. Beyond that, flexible maintenance plans keep things running at peak efficiency. One orthodontic client noted zero downtime in their first year, crediting our proactive alerts. This builder mindset means your system evolves with your practice, not left to fend for itself.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.