For dental and vision benefit administrators
Paper claims and attachment pends aging past turnaround guarantees.
An AI operating partner. A fixed-fee discovery of one department measures hours per claim and call, then we rebuild the costliest queues.
Where the hours go
Turnaround slipping as paper and pends pile up.
Paper ADA forms and vision receipts keyed by hand, images chased. Automation matches late images; AI reads forms.
Overpayments from paper COB and missing claim history.
Secondaries priced from paper primary EOBs; frequency pends lack prior carrier history. AI reads EOBs; examiners take exceptions.
Renewals ride on guarantees; growth means hiring first.
Growth brings CAQH files, recredentialing, 834 and roster loads, and status calls. Automation answers status, loads rosters and pulls benefit breakdowns.
Medicare distribution, anonymized
Healthcare services
Commissions, HR and onboarding rebuilt while the business grew
A field marketing organization placing Medicare plans for 225,000+ lives through roughly 1,500 agents. Reliable Group rebuilt commissions, HR and onboarding around automation and AI, and gave agents a voice assistant for plan comparison and compliance. Sales capacity held and the business grew through the year, while the corporate team went from about 450 to under 200.
Grew, capacity held
One year: the business grew and sales capacity held. The corporate team went from about 450 to under 200.
No dental or vision engagement is published yet; this one shows commissions and back office work rebuilt during growth.
- Growth and sales capacityanonymized realized
What transfers: Paper-heavy, rules-driven queues rebuilt automation first, the pattern behind intake, COB and commissions here.
What we do, and what we leave alone
One paper ADA claim: where the days and the cost go
A paper ADA form is keyed, the crown pends for its image, the office calls for status: each touch adds cost and days against your guarantees. Vision receipts follow the same path. CDT changes take effect each January (CDT 2027 on January 1, 2027), so code tables are retested before then.
- AI reads ADA forms and receipts
- Late X-rays matched to pends
- Code tables retested each January
- Consultants approve every clinical call
Questions dental and vision administrators ask
In cost per claim and cost per call, measured by queue in a fixed-fee discovery, so finance can test the case.
The map shows hours by queue, pend reason, encounter rejection and call type, set against what your clients measure: auto-adjudication rate, turnaround, financial and procedural accuracy, ASA and abandonment. For Medicare Advantage work, federal rules require the plan to monitor delegated activities on an ongoing basis and let it revoke the delegation.
It is where the hours are. AI reads a paper ADA form into claim lines, tooth, surface and CDT code included, and a person checks the output until the measured error rate supports running alone. 999 and 277CA rejections are worked and late X-rays matched to pended claims by PWK control number.
No. We match the radiographs, perio charting and narrative to the case, route it, and issue the pre-treatment estimate your consultant approved. Whether a crown is necessary, an alternate benefit applies or a denial stands stays with your licensed dental consultants.
Out-of-network forms with receipts are read by AI and checked, lab and materials invoices reconciled, and frame and lens allowance calls answered from your benefit build. Medically necessary contact lens requests go to your optometric consultants. If vision runs on its own platform, the first measurement covers one line and the build extends to the other.
Only where your contracts allow it. Several state Medicaid contracts bar access to PHI from outside the US, and Medicare Advantage sponsors attest to CMS about subcontractors outside the US that handle PHI. Where allowed, named individuals work inside your systems under the BAA, possibly an India team we manage.
Sources for the rules and deadlines on this pagechecked November 1, 2026
- CDT code changes take effect each January; CDT 2027 changes take effect January 1, 2027. ADA News, 67 changes coming to CDT 2027 (April 14, 2026), checked November 1, 2026
- The ADA Dental Claim Form is the paper dental claim; the 2024 version is current. American Dental Association, ADA Dental Claim Form, checked November 1, 2026
- Medicare Advantage plans monitor delegated activities on an ongoing basis and can revoke the delegation. 42 CFR 422.504(i)(4), Legal Information Institute, checked November 1, 2026
- Several state Medicaid contracts bar access to program PHI from outside the US. McDermott law firm insight on US patient data rules for work outside the US (July 1, 2025), checked November 1, 2026
- Medicare Advantage and Part D sponsors attest to CMS about subcontractors outside the US that handle beneficiary PHI. CMS, HPMS Offshore Subcontractor Data Module (memo of August 26, 2008), checked November 1, 2026
- Some states require employers to give written notice before electronic monitoring. New York Civil Rights Law section 52-c, checked November 1, 2026
Rules change and vary by program, state and contract. Your compliance team confirms what applies to you.
Sources for the rules and deadlines on this pagechecked November 1, 2026
- CDT code changes take effect each January; CDT 2027 changes take effect January 1, 2027. ADA News, 67 changes coming to CDT 2027 (April 14, 2026), checked November 1, 2026
- The ADA Dental Claim Form is the paper dental claim; the 2024 version is current. American Dental Association, ADA Dental Claim Form, checked November 1, 2026
- Medicare Advantage plans monitor delegated activities on an ongoing basis and can revoke the delegation. 42 CFR 422.504(i)(4), Legal Information Institute, checked November 1, 2026
- Several state Medicaid contracts bar access to program PHI from outside the US. McDermott law firm insight on US patient data rules for work outside the US (July 1, 2025), checked November 1, 2026
- Medicare Advantage and Part D sponsors attest to CMS about subcontractors outside the US that handle beneficiary PHI. CMS, HPMS Offshore Subcontractor Data Module (memo of August 26, 2008), checked November 1, 2026
- Some states require employers to give written notice before electronic monitoring. New York Civil Rights Law section 52-c, checked November 1, 2026
Rules change and vary by program, state and contract. Your compliance team confirms what applies to you.
- BAA
- HIPAA
- Posture
- Notice
- BAA
- Where a department handles protected health information, we execute a business associate agreement before Trace is installed or any data is accessed.
- HIPAA
- We execute a Business Associate Agreement before any engagement that touches PHI, and PHI is accessed only inside client-controlled systems by named individuals. Our first healthcare engagement under BAA is in progress.
- Posture
- Ready and aligned describe design posture, not certification. Reliable Group does not currently hold SOC 2 or ISO 27001 certification; our teams operate inside client-certified environments under client controls.
- Notice
- We install Trace only after your team members have received written notice of monitoring, which some states require; we provide the template.
Your client-specific workflows, data and documentation are yours. Trace is Reliable Group software, licensed under the engagement; third-party tools keep their own license terms.
Last reviewed October 2026
Next step
Stop guessing how your operation works.
Tell us which department eats the most hours. We will say candidly whether measuring it is worth it.
