Pre-Visit Coordination

Prepare Patients Before They Arrive — and Ensure Smoother, More Efficient Appointments

Successful dental visits don't just start when the patient walks through the door — they start before the visit ever happens. At Uraan Tech Healthcare, our Pre-Visit Coordination Services ensure that everything is in place before your patients arrive: insurance is verified, paperwork is completed, pre-authorizations are secured, and patients are fully informed. By coordinating all essential pre-visit steps ahead of time, we eliminate surprises, reduce chair-time delays, and help your dental team focus purely on delivering exceptional care.

Why Pre-Visit Coordination is Critical

Without effective pre-visit preparation, dental practices face frequent disruptions such as:

• Unverified Insurance and Eligibility: Leading to coverage surprises, patient frustration, and billing delays.
• Missing Documentation: Causing appointment delays or rescheduling when clinical or administrative information is incomplete.
• Unclear Treatment Expectations: Patients arriving confused about procedures, costs, or time commitments.
• Longer Front Desk Wait Times: Overwhelming your staff with paperwork and last-minute issues.
• Increased Cancellations: Patients who feel unprepared or confused are more likely to miss or cancel appointments.

With Uraan Tech Healthcare managing Pre-Visit Coordination, you eliminate these obstacles — and turn every appointment into a smooth, efficient, and positive experience.

Our Pre-Visit Coordination Process

We take a proactive, detail-oriented approach to managing every step of the pre-visit process:

• Insurance Verification: Confirming active coverage, dental benefits, eligibility, and any plan-specific restrictions days before the appointment.
• Pre-Authorization and Pre-Estimate Management: Identifying procedures that require pre-approvals and obtaining necessary authorizations from insurance carriers.
• Patient Paperwork Collection: Sending and collecting intake forms, health history updates, consent forms, and financial agreements electronically or by mail.
• Pre-Visit Patient Communication: Providing patients with clear instructions about appointment times, expected treatments, pre-treatment preparations, and financial responsibilities.
• Case Coordination: Managing extra pre-visit steps for complex procedures like surgeries, sedation cases, or multi-visit treatments.
• Appointment Confirmation Integration: Linking pre-visit preparations with appointment reminders to ensure that patients complete their pre-visit tasks on time.

Our process is designed to fully prepare both the patient and your practice for a successful visit — before the day even starts.

Benefits of Effective Pre-Visit Coordination

• Faster Check-Ins: With paperwork and insurance already handled, patients move quickly through the front desk.
• Improved Patient Experience: Patients feel informed, confident, and valued when they know what to expect.
• Reduced Treatment Delays: Clinical teams can start procedures on time without last-minute administrative issues.
• Financial Clarity: Patients understand their financial responsibility upfront, reducing billing disputes.
• More Predictable Scheduling: Minimize appointment cancellations and reschedules due to missing authorizations or documents.
• Optimized Staff Efficiency: Front office teams spend less time chasing paperwork and eligibility issues on the day of the visit.

Why Choose Uraan Tech Healthcare for Pre-Visit Coordination?

Choosing Uraan Tech Healthcare means partnering with experts who understand that great dental visits begin long before patients step into the operatory. Here’s why practices trust us:

• Experienced Coordination Specialists: Our team is trained to handle both clinical and administrative pre-visit needs efficiently.
• Personalized Patient Interaction: We ensure every communication is patient-friendly, respectful, and clear.
• Seamless Software Integration: We work within your systems (Dentrix, Open Dental, Eaglesoft, and more) to align with your existing processes.
• Fully HIPAA-Compliant Practices: All insurance and patient data is handled securely and confidentially.
• Transparent Reporting: Get real-time updates on pre-visit task completion rates, pending pre-authorizations, and patient readiness.

Create a Smoother, More Successful Patient Experience

With Uraan Tech Healthcare’s Pre-Visit Coordination Services, you eliminate stress, reduce administrative burdens, and prepare every patient — and every visit — for success. Spend less time scrambling, and more time delivering outstanding dental care.

Ready to streamline your appointments and improve patient satisfaction? Contact Uraan Tech Healthcare today and make every visit a smooth one — before it even begins!