Chapin Dental Billing Solutions LLC

We help private dental practices build stronger revenue systems.

Remote Consulting • Revenue Cycle Optimization • Team Training for private dental practices that need cleaner claims, stronger follow-up, and calmer systems.

Start Revenue Audit Schedule a Call Enter Client Portal

Insurance A/R Payment posting PMS training Office accountability

Revenue systems built by someone who knows dental offices. Billing cleanup, insurance workflows, team accountability, and practical training.

Led by Melissa Chapin

25+ years in dental operations, billing, insurance, and multi-location practice support.

Chapin Dental Billing Solutions LLC supports single-location offices, growing groups, and DSOs with practical revenue cycle systems, billing cleanup, front office workflow repair, PMS training, and operational leadership.

Service pages

Choose the revenue support lane.

Each page is shaped from the service folders and Chapin contract language in Drive.

3% partnership

Insurance Payment Posting

Remote posting, adjustment verification, EOB/ERA reconciliation, underpayment flags, and monthly visibility.

Recovery sprint

A/R Cleanup

Structured claim follow-up, denials, resubmissions, aging cleanup, payer calls, and office action lists.

Control system

Revenue Control Audit™

Finds leaks in claims, posting, insurance setup, schedules, benefits, treatment plans, and collections.

Academy

PMS Training

Dentrix, Ascend, Eaglesoft, Curve, Denticon, SoftDent, Oryx, Dentimax, Fuse, XL Dent, and ACE learning paths.

Text only

Office Support Desk

Quick-response operational guidance for billing, insurance verification, claim questions, and front office flow.

Tier 3

Virtual Office Manager

Revenue consulting, workflow leadership, team accountability, KPI review, and practice growth systems.

Revenue Audit intake forms

Capture the exact data needed before the audit begins.

Intake is split into practice profile, PMS access readiness, claim volume, A/R concerns, insurance workflows, posting backlog, and priority outcomes.

Privacy note Do not enter patient names, dates of birth, Social Security numbers, chart numbers, screenshots, EOBs, or other PHI in this public intake.

PMS type, location count, providers, operatories
Insurance A/R by aging bucket and carrier
Claims delayed, denied, rejected, or not created
Payment posting status and ERA/EOB access
Top problems the office wants fixed first

Schedule with Melissa

Book the right conversation without leaving the portal.

Choose the type of help needed, share a few non-PHI details, and request a date and time. Melissa will confirm availability by email.

Best first step

Free Discovery Call

For offices that want to talk through what is happening before choosing an audit, cleanup, or training path.

Focused review

Insurance Cleanup Consultation

For aging, denials, claim follow-up, verification issues, or billing workflow confusion.

Diagnostic

Revenue Audit

For practices ready to review revenue leaks and build a clearer action plan.

Training

Training Session

For PMS workflows, insurance systems, office manager support, and team accountability.

Resource vault

Tools, templates, trackers, and client deliverables.

Public visitors can preview what is available. Download and share access is reserved for offices with an active agreement, selected services, or assigned training seats.

Insurance Verification Kit

Eligibility documentation, frequency rules, deductibles, maximums, downgrades, and plan notes.

Agreement required

Claim Tracker

Follow-up queue for delayed, denied, rejected, corrected, and unresolved claims.

Service client access

Monthly Client Report

Payments posted, claims resolved, A/R reduced, priority focus, and client feedback.

Assigned in portal

Proposal Templates

Starter cleanup, recovery sprint, monthly stabilizer, and custom billing solutions.

Admin controlled

Free Practice Performance Tools

Practice revenue tools that show what to fix first.

Use these quick calculators to review COB write-offs, insurance aging priorities, and overall practice revenue health. These are training and review tools only; payer rules, plan language, downgrades, and state rules can change final responsibility.

Full submitted fee on claim Lowest contracted allowable fee

Dental insurance #1 paid Dental insurance #2 paid

Medical insurance #1 paid Medical insurance #2 paid

If the provider is contracted with more than one plan, use the lowest contracted allowable fee when estimating patient responsibility.

No PHI: do not enter patient names, insurance IDs, claim numbers, chart numbers, dates of birth, or screenshots.

Estimated result

Enter the claim and plan payments to calculate.

Use this after all involved plans have paid. It estimates patient responsibility and the provider write-off.

Practice performance tool

Insurance aging triage tool.

Enter totals by aging bucket to see what needs attention first. This is for totals only, not patient names or claim details.

0-30 days total 31-60 days total

61-90 days total 90+ days total

Open claim count Known denials / appeals

No PHI: use office-level totals only. Do not enter patient names, claim numbers, screenshots, or EOB details.

Priority plan

Enter aging totals to triage the work.

The tool will flag the highest-risk bucket, give a weekly focus plan, and show when the office may need deeper revenue cleanup support.

Practice performance tool

Practice Health Score™.

Answer each item honestly. The score will show whether the revenue cycle looks healthy, needs attention, or needs immediate action.

Insurance aging over 60 days Claim turnaround

Insurance verification Team training

Denial tracking Payment posting

A/R review rhythm Patient balance transfers

Appeals process Credentialing / payer setup

Fee schedule confidence Collections workflow

Management dashboard Accountability

Confidence in revenue systems

No PHI: this score should use general practice workflow answers only.

Practice score

Answer the questions to build a score.

The result will show Healthy, Needs Attention, or Immediate Action Recommended with next-step recommendations.

Client login area

Practice portal

Secure login is connected to Supabase Auth. Admins see the control center; client users see their assigned portal access. Use the test office preview to rehearse the client experience before creating a real user.

Membership portal

Chapin Revenue Membership™

Starter: templates and monthly office hours Growth: resource vault, KPI reviews, training paths Elite: audit support, SOPs, scripts, and live coaching

Program tiers

Choose the right level of revenue support.

Each program can become an automated workflow: intake, client setup, resource access, Q&A, dashboard tracking, and next-step recommendations.

Tier 1

Revenue Rescue Audit™

A comprehensive review of revenue cycle, insurance aging, claims, fee schedules, collections, scheduling, and operational workflow.

Starting at $2,495 View Tier 1

Tier 2

Chapin Dental Academy™

Training, certification, accountability, manuals, checklists, workflow guides, KPI dashboards, and PMS mastery paths.

Investment varies by program View Tier 2

Tier 3

Fractional Revenue Cycle Director™

Weekly leadership meetings, KPI review, insurance aging oversight, denial prevention, credentialing oversight, and team accountability.

Starting at $2,500/month View Tiers 3-5

Tier 4

Operational Excellence Consulting™

Practice growth, team development, scheduling optimization, hygiene growth, treatment acceptance, startups, acquisitions, and transitions.

Custom pricing View Tiers 3-5

Tier 5

Digital Toolkits & Playbooks™

Insurance verification, aging recovery, office manager leadership, claim appeals, front desk success, onboarding, KPI templates, forms, and scripts.

Individual and bundled pricing View Tiers 3-5

Add-on

Live Q&A & Implementation Support

Paid question packs, live sessions, workflow help, PMS setup support, claim cleanup guidance, and implementation follow-through.

Best after the included Q&A limit

Training access

Offer training by person, office, or group without exposing your Drive files.

Materials from the Chapin training folders are organized into gated paths. Offices see only the lessons and tools attached to their agreement, purchase, or assigned seats.

Individual

One learner

Best for a single coordinator, biller, office manager, or new hire who needs a focused learning path.

One named seat
PMS or operations track
Progress tracking

Office 2-8

Small office team

Best for practices that want front desk, billing, insurance, and manager roles trained together.

Office-level access
Three free Q&A questions
Shared implementation tools

Group 9+

Large team rollout

Best for multi-location or larger teams that need role-based learning, reporting, and live support.

Seat management
Group onboarding plan
Optional live coaching blocks

Live Q&A

Three free questions per office

Each office can submit up to three included questions. After that, they can purchase more Q&A, book a live session, or select a service package.

Privacy note: Keep patient-identifying details out of Q&A. Use general billing, insurance, PMS, or workflow language.

3 included office questions

Dashboard

Dental operations KPI snapshot.

Modeled from the Chapin KPI dashboard fields in Drive.

Actual Production$127,400Goal: $140,000

Collections$116,82092% collection pace

Insurance A/R +30$42,300Needs carrier review

Case Acceptance68%Up 6% from prior period

Priority Follow-Up

Delta claims over 60 days
Rejected claim report cleanup
Provider mismatch corrections
Eligibility notes missing on high-dollar plans

Weekly Revenue Rhythm

Mon: claim queue Tue: payment posting Wed: denials Thu: audit findings Fri: report out

Admin control center

See offices, questions, training, certificates, and sales opportunities in one place.

This view is the operating room for Chapin Dental Training Academy™. In launch mode, these cards connect to Supabase, Stripe, Drive, and Q&A records.

Client onboarding

Create a client setup

Admin workflow

Portal access

Link user to office

Brand assets

Canva deliverables

Admin only

Offices

Client & training pipeline

Access + services

Live Q&A

Questions needing review

3 included

Academy

Training enrollments

Progress

Next actions

Upsell & certificate queue

Admin only

Training Academy

Certification Center and training paths.

Premium Academy programs, protected client resources, and next-step training paths for enrolled offices.

Launch Setup

Launch status: you are not behind.

This board reflects what is already working, what is partially connected, and what still needs a final account or compliance decision.

Done

Deploy Portal

The platform is published on Netlify and updates are being deployed from the upload zip.

Done

Supabase Database & Auth

Login, admin roles, offices, Q&A, onboarding, action items, training, resource grants, and protected access are connected.

Done

Admin Workflows

Client onboarding, user-to-office linking, task status controls, and onboarding checklists are live.

Done

Resource Protection

Training resources are connected through approved access grants so offices only see assigned materials.

Done

Canva Brand Kit

Connected to the Chapin Dental Billing Solutions LLC brand kit and logo template. Use these for certificates, proposals, onboarding docs, and deliverables.

Open Logo Template

Partial

Google Drive / Canva Assets

Core training resources, certificate, manuals, decks, audit assets, and brand deliverables are connected. Keep adding new assets as you create them.

Done

Stripe Checkout Links

Starter, Growth, and Elite checkout buttons are connected in the membership portal. Review pricing before sending public traffic.

Partial

Update Canva Buttons

The public Start Revenue Audit button is connected. Use the launch links below for the remaining Canva website buttons.

Partial

HIPAA Review

Public forms now include no-PHI reminders. Final agreement language and secure-storage decisions should still be reviewed before broad client launch.

Optional

Custom Domain

Later, point a branded URL such as portal.chapindentalbillingsolutions.com to the Netlify site.

Public Canva button links

Use these when updating the Canva website

Revenue Audit Client Portal Products Access / Q&A Academy Services

Tomorrow test run

One fake client, start to finish

Use this path when you want to confirm the whole platform feels smooth before sending it to a real office.

Revenue Audit: submit a no-PHI test intake and confirm it appears in Supabase.
Admin Onboarding: create a fake office, assign a training track, and grant resources.
Portal Access: create or confirm the user, then link that user to the fake office.
Client Portal: log in as that user and confirm the Academy/resources appear correctly.
Live Q&A: submit one test question and confirm it appears in the Admin Q&A queue.
Next Actions: mark at least one onboarding task Start, Done, and Dismiss.
Payments: click each checkout button far enough to confirm Stripe opens, then back out.
Canva Website: update any remaining public buttons with the links above.

✓

Canva Brand Kit

Connected to the Chapin Dental Billing Solutions LLC brand kit and logo template. Use these for certificates, proposals, onboarding docs, and deliverables.

Open Logo Template

Deploy Portal

Host this platform on Netlify, Vercel, or Cloudflare Pages. Recommended first URL: portal.chapindentalbillingsolutions.com.

Add Supabase

Create users, roles, audit intakes, memberships, client dashboards, and academy progress tables.

Add Stripe

Create Starter, Growth, and Elite payment links, then paste them into the config file.

Connect Drive

Use the Chapin training source folder as the private content catalog, then grant access by agreement, selected service, or assigned office seats.

Update Canva Buttons

Point Start Audit, Client Login, Membership, and Academy buttons on the Canva website to the portal links.

HIPAA Review

Keep PHI out of public forms until your secure storage, access rules, and business agreements are finalized.

Legal

Terms, privacy, and responsible use.

These platform notices are written for public review and client confidence. Final legal language should be reviewed by counsel before broad launch.

Use of this platform

Chapin Dental Billing Solutions LLC provides remote consulting, revenue cycle optimization, team training, digital resources, and practice workflow support for dental offices. Platform content is educational and operational in nature and should not be treated as legal, clinical, tax, payer-contract, or compliance advice.

Users agree not to enter patient names, dates of birth, chart numbers, subscriber IDs, claim numbers, images of EOBs, or other protected health information into public forms, Q&A fields, free tools, or shared templates.

Digital tools, recommendations, and training materials are provided to support practice decision-making. Each office remains responsible for confirming payer rules, plan language, state requirements, and internal compliance standards.

Information we collect

Public forms may collect office name, contact name, email address, practice size, service interests, and general operational responses. This information is used to respond to inquiries, provide requested resources, review platform activity, and support client onboarding.

Chapin Dental Billing Solutions LLC does not ask for protected health information in public forms or free tools. If secure client file exchange is needed, it should be handled through approved secure systems and appropriate agreements.

Questions about privacy, terms, or platform access can be sent to melissa@chapindentalbillingsolutions.com.