| SAMPLE DATA: generated from a fake Open Dental database and made-up vendor contracts. These aren't real patients, claims, vendors, or dollars. |
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AuditArch · daily check
Sample Family Dental (DEMO DATA)
Monday, October 26, 2026 · read-only check of your Open Dental data
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Good morning. Archy the Auditor here. I found 43 things worth a look this morning, including a contract cancellation deadline in 16 days. Start with the 5 under "Do these first"; the rest can wait until after the morning huddle.
43 items to check today |
$13,349 insurance $ stuck or unbilled (est.) |
$2,747 patient balances nobody is working |
+$3,054 90+ day A/R change since 10/25 |
Do these first
| 1. | Send the non-renewal notice to ChairsideConnect Patient Messaging (DEMO) by Nov 11 (16 days). Otherwise it renews for 12 months, $4,668. Draft letter is ready. | | 2. | Finish batch insurance payment EFT447120 from MetLife (sample) ($2,318), still partial after 11 days. | | 3. | Review adjustment #76 (Pat #37, −$1,180 by frontdesk.kim): ≥ $200; backdated 45 days. | | 4. | Review adjustment #75 (Pat #38, −$640 by temp.alex): ≥ $200; temp.alex made 0 adjustments in the prior 90 days. | | 5. | Send 4 claims sitting unsent 7+ days ($2,818; oldest 19 days). |
| ● Claims created but not sent | 8 · $3,295 |
| ● Insurance payments entered but not finalized | 6 · $4,594 |
| ● Completed procedures never billed to insurance | 6 · $1,377 |
| ● Unusual adjustments & write-offs | 4 · −$2,664 |
| ● Vendor contracts: cancellation notice deadlines | 4 · $23,796 |
| ● Claims & pre-auths with no answer for 30+ days | 10 · $4,083 |
| ● Patient balances 60+ days old that nobody is working | 5 · $2,747 |
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| 1. Claims created but not sent |
8 to check |
Created 2+ days ago and still not sent to insurance. Unsent claims don't get paid, and some carriers have filing deadlines.
| Claim # | Pat # | Carrier | Status | Created by | $ Est. ins | Age days |
|---|
| 307 | 36 | Delta Dental (sample) | Unsent | billing.jo | $1,029 | 19 | | 314 (secondary) | 316 | MetLife (sample) | Hold until primary received | billing.jo | $837 | 15 | | 308 | 103 | Delta Dental (sample) | Unsent | frontdesk.kim | $177 | 12 | | 309 | 228 | Cigna Dental (sample) | Unsent | frontdesk.kim | $775 | 9 | | 310 | 92 | MetLife (sample) | Waiting in queue | frontdesk.kim | $152 | 6 | | 311 | 108 | Delta Dental (sample) | Unsent | billing.jo | $121 | 4 | | 312 | 311 | Guardian (sample) | Unsent | frontdesk.kim | $130 | 3 | | 313 | 45 | Cigna Dental (sample) | Unsent | billing.jo | $74.40 | 2 |
In Open Dental: Manage module > Send Claims, or Reports > Standard > Claims Not Sent
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| 2. Insurance payments entered but not finalized |
6 to check |
Payment amounts were keyed onto these claims, but they were never attached to an insurance check (finalized). They won't show up in deposits or reports, and this is where payments go missing.
| Claim # | Pat # | Carrier | Entered | $ Paid | $ Write-off | Age days |
|---|
| 328 | 89 | Delta Dental (sample) | Oct 4 | $1,029 | $299 | 22 | | 329 | 35 | United Concordia (sample) | Oct 12 | $177 | $51.30 | 14 | | 330 | 85 | MetLife (sample) | Oct 18 | $775 | $225 | 8 | | 331 | 97 | Cigna Dental (sample) | Oct 21 | $226 | $65.70 | 5 | | 332 | 125 | Delta Dental (sample) | Oct 23 | $68.20 | $19.80 | 3 |
Batch payment EFT447120 from MetLife (sample) for $2,318 (dated Oct 15, 11 days ago) is still marked partial, which means it was never finished.
In Open Dental: Reports > Standard > Unfinalized Insurance Payments
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| 3. Completed procedures never billed to insurance |
6 to check |
Completed 2+ days ago, the patient has active insurance with an estimate, but no claim was created and the procedure isn't marked 'Do Not Bill Ins'.
| Proc # | Pat # | Code | Date | Carrier | $ Fee | $ Est. ins | Age days |
|---|
| 410 | 235 | D2740 | Sep 16 | Guardian (sample) | $1,350 | $810 | 40 | | 411 | 97 | D4341 | Oct 5 | Cigna Dental (sample) | $285 | $171 | 21 | | 412 | 237 | D2392 | Oct 15 | Cigna Dental (sample) | $245 | $147 | 11 | | 413 | 185 | D0274 | Oct 19 | Guardian (sample) | $85.00 | $51.00 | 7 | | 414 | 277 | D7140 | Oct 21 | United Concordia (sample) | $210 | $126 | 5 | | 415 | 152 | D1110 | Oct 23 | Aetna Dental (sample) | $120 | $72.00 | 3 |
In Open Dental: Reports > Standard > Procedures Not Billed to Insurance (or Send Claims > Procs Not Billed)
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| 4. Unusual adjustments & write-offs |
4 to check |
Large adjustments, adjustments from someone who doesn't normally make them, backdated adjustments, and insurance write-offs well above Open Dental's own estimate. These are the classic places money quietly disappears.
Entered Oct 25: 7 adjustments totaling −$2,205. By user: frontdesk.kim 2 (−$1,215), temp.alex 1 (−$640), billing.jo 4 (−$350).
| Adj # | Pat # | Type | Entered by | $ Amount | Why flagged |
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| 76 | 37 | Bad Debt Write-off | frontdesk.kim | −$1,180 | ≥ $200; backdated 45 days | | 75 | 38 | Professional Courtesy | temp.alex | −$640 | ≥ $200; temp.alex made 0 adjustments in the prior 90 days | | 77 | 293 | Insurance Write-off Adjustment | billing.jo | −$275 | ≥ $200 |
Insurance write-offs above Open Dental's estimate | Claim # | Pat # | Proc # | Posted by | $ Expected | $ Written off |
|---|
| 333 | 241 | 416 | billing.jo | $243 | $812 |
In Open Dental: Reports > Standard > Daily Adjustments, and Daily Write-off; Audit Trail for who changed what
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| 5. Vendor contracts: cancellation notice deadlines |
4 to check |
Auto-renewing contracts whose notice deadline (renewal date minus notice period) is within 90 days. Miss it and you're committed to another term. A draft non-renewal letter is ready for each one.
Sample contracts: made-up vendors and prices for the demo. | Vendor | Notice deadline | Renews | $ / month | $ Next term | Days |
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| ChairsideConnect Patient Messaging (DEMO) Phones + patient texting/reminders |
Nov 11 ≤30 days NEW |
Jan 10 2027 |
$389 | $4,668 |
16 |
| InsightMetrics Practice Analytics (DEMO) Dashboard + KPI reporting |
Dec 1 ≤60 days NEW |
Mar 1 2027 |
$299 | $3,588 |
36 |
| SecureByte Managed IT (DEMO) Managed IT, backup and helpdesk |
Jan 1 ≤90 days NEW |
Apr 1 2027 |
$1,150 | $13,800 |
67 |
| LineOne Office Phones (DEMO) Backup phone line |
Sep 21 missed NEW |
Nov 20 |
$145 | $1,740 |
25 to renewal |
A draft non-renewal letter for each is saved in out/letters/2026-10-26 (text + printable HTML). Check the notice method your contract requires before sending. Not shown: 1 contract that won't auto-renew (BrightReview Reputation (DEMO)).
Where: your contracts file (contracts.sample.toml) or `python -m auditarch contracts-form`. Not Open Dental.
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| 6. Claims & pre-auths with no answer for 30+ days |
10 to check |
Sent 30+ days ago, no response recorded, and no tracking note in the last 30 days. Usually that means nobody has called the carrier.
Claims | Claim # | Pat # | Carrier | Service | Sent | $ Est. ins | Out days |
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| 315 | 65 | United Concordia (sample) | Jul 21 | Jul 22 | $837 | 96 | | 316 | 87 | Aetna Dental (sample) | Aug 12 | Aug 13 | $353 | 74 | | 318 | 28 | Aetna Dental (sample) | Sep 3 | Sep 4 | $1,029 | 52 | | 319 | 50 | Cigna Dental (sample) | Sep 10 | Sep 11 | $152 | 45 | | 321 | 59 | United Concordia (sample) | Sep 18 | Sep 19 | $121 | 37 | | 322 | 64 | United Concordia (sample) | Sep 22 | Sep 23 | $1,488 | 33 | | 323 | 2 | Delta Dental (sample) | Sep 24 | Sep 25 | $102 | 31 |
Pre-authorizations (treatment may be waiting on these) | Claim # | Pat # | Carrier | Sent | $ Fee | Out days |
|---|
| 324 | 155 | Cigna Dental (sample) | Aug 17 | $2,400 | 70 | | 325 | 173 | Delta Dental (sample) | Sep 8 | $1,350 | 48 | | 326 | 191 | Guardian (sample) | Sep 22 | $285 | 34 |
Not shown: 2 more over 30 days old that have a recent tracking note (someone is working them).
In Open Dental: Reports > Standard > Outstanding Insurance Claims (add a Custom Tracking note when you follow up)
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| 7. Patient balances 60+ days old that nobody is working |
5 to check |
Family balances with $100+ older than 60 days and, in the last 30 days, no statement, no payment, no staff call or note, and no active payment plan. Older balances get harder to collect.
| Pat # (guarantor) | Last statement | Last payment | Last staff contact | $ 61-90 | $ 90+ | $ Family total |
|---|
| 318 |
Aug 12 | Jun 28 | none |
$300 | $940 | $1,240 | | 319 |
never | never | none |
| $685 | $685 | | 320 |
Sep 11 | never | none |
$410 | | $410 | | 321 (stalled pay plan) |
never | Aug 7 | none |
$140 | $120 | $380 | | 322 |
never | Sep 16 | none |
| $152 | $152 |
| Total (5 families) | $2,747 aged | $2,867 |
In Open Dental: Reports > Standard > Aging of A/R; then Account module > Statement / Commlog / Payment Plan
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8. 90+ day accounts receivable
Patient balances older than 90 days, summed across families (Open Dental stores aging on the guarantor). Growth here means collections aren't being worked.
90+ days now $20,524 32 families |
Previous (2026-10-25) $17,470 28 families |
Change +$3,054 Total A/R $56,518 |
Biggest moves into 90+: Pat #167 +$475, Pat #125 +$426, Pat #30 +$415, Pat #17 +$392, Pat #266 +$368 (+9 more) Based on Open Dental's last aging run: 2026-10-26.
In Open Dental: Reports > Standard > Aging of A/R
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AuditArch reads your Open Dental database with a read-only user and never changes anything. Patients are shown by Pat # only. Look them up in Open Dental. Vendor contracts come from your own contracts file, not Open Dental.
Thresholds: unsent ≥ 2 days · outstanding ≥ 30 days · adjustments ≥ $200 · write-off over estimate ≥ $150 · unworked balances ≥ $100 older than 60 days, untouched 30 days. Change them in config.toml.
AuditArch is part of the ScribeArch family (scribearch.com). Archy the Auditor is AuditArch's mascot and isn't related to the Archy practice-management software.
Generated 2026-10-26 02:07 · dry-run (written to file, not sent).
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