Skip to content
Reliable Group

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.

Comparison table of where cost and risk sit for a dental and vision administrator. Client guarantees: turnaround slips as image pends pile up, once rebuilt automation matches late images to pends. Cost per claim: paper keyed and calls taken by hand, once rebuilt AI keys forms and a person checks output. Overpaid claims: paper COB and history keyed by hand, once rebuilt AI reads EOBs and examiners decide. Vision: out-of-network claims keyed by hand, once rebuilt AI reads receipts and a person checks. Growth: new groups mean hiring keyers first, once rebuilt installs, rosters and status are automated.
Illustrative pattern for one administrator, not a client result.

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.

anonymized realized

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.

Flow diagram of one paper claim, showing where cost and days go and who takes each step once rebuilt. Mail scanned and batched by hand today, automated. Form keyed by hand, the cost per claim, AI assist. Image chased by hand while turnaround slips, automated. Secondary COB priced by hand with overpayment risk, AI assist. Status calls by hand, the cost to serve, automated. The consultant makes the clinical call, which stays with people.

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

Rules change and vary by program, state and contract. Your compliance team confirms what applies to you.

How we handle regulated data

Design posture, not certification

Request documentation
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.