Coding, Compliance & CEO Thinking for Dentists — with DeVon Banks

Running a successful dental practice in 2025 takes more than clinical skill—it requires strategic leadership, bulletproof systems, and serious compliance awareness.

In a recent episode of the Dental Office Rescue podcast, host Linda Kane sat down with DeVon Banks, CEO of DEC Billing & Claims, to dig into the real-world risks and opportunities hiding in your billing systems. From outdated CDT codes to documentation habits that could trigger audits, this conversation is a wake-up call for every dental practice owner.

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Are You Coding to Get Paid—Or to Stay Protected?

“Most dentists think coding is about reimbursement. It’s not. It’s about compliance.” — DeVon Banks

Many dental offices are unknowingly misusing codes, using outdated fee schedules, or leaving out critical documentation. And while money might still be coming in, these gaps can quickly turn into major liabilities—especially in the event of an audit or insurance dispute.

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What most practices miss:

• They don’t update their CDT code books yearly
• They rely on clinical staff who’ve never been trained on modern compliance
• They see documentation as optional—not as legal protection
• They associate coding with insurance, not with accuracy and ethics

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The 4 Keys to Smarter, Safer Billing

DeVon breaks it down with a simple, practical framework every office can follow:

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1. Code for what you actually did

Don’t try to game the system. Use the correct, current CDT codes—even if the reimbursement isn’t ideal. Your integrity (and license) depends on it.

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2. Charge your real fee—then adjust as needed

Your UCR (usual, customary, and reasonable) fee should always reflect the value of your care. Write-offs should happen after the charge, not in advance or in confusion.

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3. Document the WHY—not just the WHAT

A good clinical note includes:

• Diagnosis and rationale
• Materials used
• Type of prep/anesthetic
• Any relevant patient preferences, allergies, or complications

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‍Pro tip: The hygiene notes don’t count. The doctor’s notes for that day must stand on their own.‍

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4. Release complete records when requested

Yes, even the full clinical notes. Yes, on time. No, they’re not private or “just for the doctor.”

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What Happens When You Don’t

DeVon and Linda have seen it firsthand:

• Denied claims due to missing clinical documentation
• Time lost chasing corrections, resubmissions, or refunds
• Audit penalties from improper use of codes or partial records
• Team burnout from unclear processes and avoidable errors
• Revenue leakage from codes that should pay—but don’t, because they’re wrong or unsupported

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CEO Thinking: It’s Time to Lead, Not Just Work

The real takeaway from this episode? You’re not just the dentist—you’re the CEO. And CEOs know their numbers. They train their team. They set systems that scale.

Whether it’s learning to read your own KPIs, understanding how software reports work, or bringing in a trusted billing expert—owning the business side of your practice gives you freedom, clarity, and protection.

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What’s Next?

The Dental Office Rescue podcast is all about helping dentists take control of their business and finances. In every episode, Linda Kane brings in industry experts to share practical, real-world strategies to boost revenue, improve efficiency, and protect practices from financial risks.

📅 New episodes drop every other Wednesday! Subscribe now to stay updated.

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