Insurance verification and digital forms

> Cost: Paid. Weave starts at $199 a month (Base). Reminders, forms and recall sit in the Coordinate bundle ($149) and reviews in the Attract bundle ($149); some items are quoted separately. There is no free trial of the full platform.

Honest note: Rules, not AI. "Two days in one day" is the practice's own before-and-after, with no minutes counted. Weave's help says automatic verification needs the Plus bundle and a compatible practice-management integration, and Weave lists Insurance Eligibility as quoted separately, so confirm both before you buy. The $300/month phone saving came from replacing the phone bundle and a texting vendor, which is a separate project.

Prerequisites

• A Weave account with your phone number and practice software connected (Weave onboards you).
• Weave admin access (some pages need Super Admin, Phones Manager or Payment Admin).
• A practice-management system on Weave's compatibility list for Insurance Verification.
• A written rule for what staff do when verification fails.

Step-by-step setup

Step 1. Turn on automatic verification. Settings → Insurance, switch on Enable Automatic Verification, choose how many days before each appointment it should run (1 to 14), and save. The story ran verification ahead of each schedule day.

Step 2. Verify by hand when needed. Open the patient's profile, go to the Insurance tile and click Verify, then enter payer/company, member ID and the patient's first and last name (with a compatible system you also give group name, date of birth, NPI and Tax ID). You can also start from the Schedule page by selecting the patient and clicking Verify.

Step 3. Text new-patient forms before the visit. In the patient's contact profile click Send Form, choose the form or packet, Next, pick the phone, Send. Or Digital Forms → My Forms → pick a form → Send → Message, Email or Kiosk. To attach the form to reminders, use the appointment reminder setup (Settings → Messaging → Manage Auto-Messages → New Custom Auto-Message → Appointment Reminder). The patient opens a unique link and a one-time password; general fields fill automatically from earlier answers, but signature, card and SSN fields do not. Approve or reject each submission before it writes into your system.

Step 4. Let text confirmations do the rest. Use the confirmation message in the same auto-message area so patients confirm by replying; map your appointment statuses in Settings → Organizational Settings → Data Sync → Data Mapping so replies update your schedule.

What success looks like

Tomorrow's schedule shows verification results, the coordinator finishes a day early instead of falling behind, and a new patient's completed form shows in your system without retyping.

Common issues & fixes

• Verification not available: your practice system or payers may not be supported; check Weave's compatibility page.
• Patients skip forms: attach the form to the reminder, not only to booking.
• Failed verification: call the payer; do not assume coverage.

Optional: Maintenance

• Weekly: list failed verifications and fix the pattern.
• Monthly: review form submissions that were rejected.

Copy-paste prompt

Use this prompt to write the text that asks a new patient to complete forms. Paste your office name.

Write a short text from a dental office to a new patient telling them to complete their new-patient forms on their phone before their visit on [DATE], saying it takes about 10 minutes, that they should bring their insurance card, and giving the office number [PHONE]. Under 300 characters. Do not include any health details.

Sources

• Case: Weave customer story (vendor PDF). Credit: the office of a Virginia dental practice (vendor-supplied).
• Weave Help: Verify Dental Insurance Information
• Weave Help: Weave Insurance Verification
• Weave Help: Digital Forms: Send a Form or Packet
• Weave Help: Digital Forms Pre-Fill Fields
• Weave Help: Data sync settings
• Weave plans