How to Set Up FlexVerification and Enable Automation

Insurance verification reduces administrative time, prevents coverage surprises, and improves the patient experience.

This guide explains where to store PDF verifications, how to manage automatic and on-demand verification settings, and add portal credentials.

Before You Begin

Ensure the following are in place:

1. You have access to Flex Settings. Only Administrative users can access settings. To change a user's permissions, view this article: How Do I Change User's Permissions?↗️
2. The provider’s first and last name, as well as NPI, are in the Provider Setup of Open Dental. Here is a helpful guide from the Open Dental Support Center: Providers ↗️
3. Accurate patient and insurance data are on file in Open Dental. The following information is required:
   • Subscriber first and last name
   • Subscriber date of birth
   • Patient first and last name (if different from the subscriber)
   • Patient date of birth (if different from the subscriber)
   • Relationship to the subscriber (self, dependent, spouse, etc.)
   • Subscriber ID
   • Insurance carrier name
   • Electronic/Payor ID
     • Here are a couple of guides from Open Dental to assist you:
       1. Edit Patient Information ↗️
       2. Insurance Plan ↗️

Once the information is saved in the patient’s Open Dental insurance file and settings are enabled in Flex, the system automatically completes the verification process.

Access FlexVerification Settings

1. In the main toolbar of your Flex homepage, click Settings.
2. Select FlexVerification.

Configure Verification Settings

1. Select the folder to store PDF copies.
   • This helps organize and reference eligibility documents in Open Dental Imaging.
2. Set the frequency of verification checks.
   • Decide how often Flex checks the Eligibility Last Verified Date in Open Dental. Options include setting days or months.
3. Enable On-Demand verification.
   • Turn this on to allow instant verification. This is useful for verifying coverage outside of your automatic schedule.
4. Enable Automatic Verification.
   • Toggle on to let Flex automatically verify eligibility based on your defined rules.
5. Set how many days before the appointment to verify coverage.
   • Choose when Flex should begin checking for verification due. For example, setting this to 5 days tells Flex to verify up to the next 5 days in your schedule.
6. Set the time of day to verify.
   • Select the time Flex should run the daily verification process. A consistent time helps ensure results are available before the patient arrives.
   • 💡Pro Tip: To avoid potential delays, we recommend scheduling the automation to run outside of regular office hours. This helps ensure a smoother, uninterrupted process.
7. In the bottom right corner, click Save to apply all changes.                                                                                    

These settings determine how and when the system verifies coverage, and where within Imaging documentation is stored. Proper configuration ensures timely and accurate verification without added manual work.

💡Pro Tip: Ensure the “V” icon has been added to your Open Dental appointment view. This will match the insurance due indicator badge displayed on your Flex Homepage. Here are two articles from Open Dental to help:

• Open Dental Appointment View Setup ↗️
• Open Dental Appointment View Edit↗️

• In your Open Dental Appointment View Edit window look for Available Rows:
  1. Select Verify Insurance                                                                                                                             
  2. Use the arrows to set placement preferences
  3. Double click to update the color

 

✨FlexVerification Pro Users:

Manage Insurance Connections

1. Enter portal credentials.
   • In FlexVerification settings, click Connections.
   • Enter the login credentials for each portal. This allows the system to securely access eligibility data.                                                                                                 
2. When finished, select Close.
3. In the bottom right, click Save.                                                                                                                        

⚠️Important Notes:

•  
  • Some insurance portals, such as Cigna, may require two-factor authentication. A verification code will be sent to the same email or phone number used when logging in on their website. You will see a prompt to enter this code in Flex. To set up Delta Dental MFA, access our guide here: FlexVerification: How to Set Up Delta Dental MFA↗️
  • Some portals also require passwords to be updated regularly. When a password needs to be changed, Flex will email the admin account to let you know it needs to be updated.
  • Not all insurance providers offer web portals with benefit details. In this case, Flex will use clearinghouse data to help verify eligibility.
  • If you use a portal that is not available in the setup, please contact our Support team. You can request to have it added.
  • At this time, Flex does not send percentage and coverage data back to Open Dental, except for the saved PDF, eligibility dates, and effective dates.

Clear Insurance Credentials

To remove all saved credentials at once, click the Clear Credentials button. This clears your login information for every connected payer in FlexVerification.

• Note: If you clear your credentials by mistake, each connection will need to be reconnected manually. To do that, follow the steps listed above for managing insurance connections. 

 

Looking for More?

If additional clarification is needed or you would like to explore related features, the following resources will help:

➡️How to Process an On-Demand FlexVerification
➡️FlexVerification: Payer Details, What to Expect, and FAQ
➡️FlexVerification Report

You are all set!

If you found this information helpful, please like and/or comment below!

If you have questions, please contact Flex Support.

Thank you!