Hiring a new associate is an exciting milestone for any dental practice. It usually means growth — more patients, expanded hours, and (hopefully) more revenue.
But there’s a catch most practices don’t see coming…
👉 If you don’t handle PPO credentialing and insurance participation correctly during the hiring process, you could actually LOSE money.
At PPO Negotiation Solutions, we’ve seen too many solo practices and DSOs hire new associates — only to watch their reimbursements tank due to mistakes that could’ve been avoided with better strategy and planning.
In this article, we’re breaking down the 7 most common (and costly) mistakes dental practices make when onboarding associates — and how to avoid them.
Let’s protect your PPO revenue before it slips through the cracks.
Mistake #1: Delaying the Credentialing Process
Why it hurts: Insurance companies can take 60–120+ days to process new provider applications.
Many practices wait until the associate’s start date to begin credentialing — big mistake.
If the associate begins treating patients without being properly credentialed, your claims will either be:
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Denied entirely
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Paid under a different (possibly lower) provider
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Stuck in limbo with payment delays of months
Fix it:
Start credentialing at least 90 days before the associate’s first day. Better yet, work with a credentialing expert who can fast-track submissions and track confirmations from each PPO.
Mistake #2: Assuming Participation Automatically Transfers
Why it hurts: Each provider must be credentialed individually — even within a group.
Some dentists assume that if the practice is already in-network with certain PPOs, then new providers are automatically covered. Not true.
Each associate needs to be individually credentialed and linked to your Tax ID for each PPO you participate with.
Fix it:
Confirm, in writing, that every PPO recognizes the new associate under your group. Don’t rely on assumptions or verbal confirmations.
Mistake #3: Not Reviewing UCRs Before Submitting New Credentials
Why it hurts: Your UCR (Usual, Customary, and Reasonable) fees help determine your negotiation power with PPOs.
Submitting outdated or inconsistent fees when credentialing a new provider can limit your future reimbursement potential.
Many practices just “copy and paste” old UCRs or use a basic template from practice management software — without realizing how much this weakens their negotiating position.
Fix it:
Before submitting any new associate paperwork, conduct a UCR Fee Analysis based on your zip code and current market rates. This helps you enter credentialing with the leverage to secure better reimbursements down the line.
Mistake #4: Overlooking Rented or Leased PPO Networks
Why it hurts: Rented networks (like DenteMax, Connection Dental, or Zelis) can quietly drag down your fees.
If your associate gets auto-credentialed into a leased network, you may end up with lower reimbursements than if you negotiated directly.
The problem? Many practice owners don’t realize which networks are “rented” — and which ones pull rates from them.
Fix it:
Audit your current network participation before adding a provider. Create a PPO participation map, and make sure your associate isn’t being credentialed through networks that weaken your reimbursement structure.
Mistake #5: Failing to Notify the Right Departments
Why it hurts: Insurance companies have multiple internal departments — and they don’t always talk to each other.
Credentialing might be approved by one department, but if the network or provider relations team isn’t updated, claims can still be delayed or denied.
This communication gap can delay payments for weeks or months.
Fix it:
After credentialing is submitted, follow up with multiple departments. Get written confirmation that the provider is active, linked to your Tax ID, and fully recognized in all systems. We recommend calling credentialing, provider relations, and even claims teams to triple-confirm.
Mistake #6: Letting the Front Desk “Figure It Out” Alone
Why it hurts: Front desk teams are juggling phones, schedules, billing, and patient flow — and most aren’t trained in PPO contract structures.
Asking them to track credentialing timelines, audit EOBs, and manage eligibility calls for new associates without training is unfair — and it leads to critical revenue leaks.
Fix it:
Invest in training your front desk or billing team on insurance accountability best practices. They should know:
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How to call on eligibility
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What to look for in EOBs
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How to flag underpayments or delays
We teach all of this during our GoToMeeting coaching sessions throughout the credentialing and negotiation process.
Mistake #7: Missing the Window to Renegotiate PPO Fees
Why it hurts: The best time to renegotiate PPO contracts is when you’re making changes to your provider list — like hiring an associate.
Adding a provider gives you leverage. More providers = more value to the insurance company.
But if you credential blindly without a plan, you lose the chance to negotiate smarter, higher-paying agreements.
Fix it:
Use this moment of growth as a negotiation window. Before credentialing the new associate, request a fee schedule review and use your expanded provider base as leverage.
We’ve helped practices get significant increases simply by timing negotiations correctly.
How to Avoid All 7 Mistakes — Without Losing Your Mind
If all of this feels overwhelming, you’re not alone.
That’s exactly why we created our Credentialing + PPO Negotiation Services — so growing dental practices can bring on new associates without sacrificing revenue.
With our done-for-you service, we:
✅ Handle credentialing from start to finish
✅ Analyze your UCRs and fee schedules
✅ Identify hidden network participation issues
✅ Build a custom negotiation plan
✅ Monitor progress and train your team every step of the way
Ready to Protect Your PPO Revenue Before It’s Too Late?
📅 Book a free strategy call with our team today: [Insert Your Booking Link]
Let’s make sure your next associate increases your revenue — instead of draining it.
Bonus Freebie for Blog Readers:
🧾 Download our free Credentialing Timeline Template so you can track every PPO application and avoid delays: [Insert opt-in link]
Final Thoughts:
Hiring a new associate is a big step — and it should grow your bottom line, not threaten it.
By avoiding these 7 mistakes and getting expert support, you can confidently expand your team and your revenue.
If you want help… we’re here for you.
Let’s make insurance work for your practice — not against it.