Find a Payer ID

In some cases, DentalXChange requires a different payer ID than the one your practice has stored for an employer policy. This will show as an error on claims. Read below to find out how to find and enter the new payer ID!

I received the error "No insurers found for this selection - Payer." Now what?

1. Right-click over the claim in question and select Open Employer Policy.
2. When the Employer Policy window for the patient displays, click the blue link named e-Claim Insurance Payer List.

3. The DentalXChange website will open in a new browser tab.
4. Enter the name of the insurance company in the Name field.
5. Click Search.

6. Locate and note the necessary payer ID.
7. Note: Can't find the payer ID? Scroll to the bottom of the payer list and click the blue link to search by the payer's address:

8. Return to the Employer Policy window.
9. Copy and paste the old payer ID in the Notes field of the Employer Policy window for future reference.
10. Enter the new payer ID in the Employer Policy window.
11. Return to Matrix > Claims > Unpaid>Rejected by Clearinghouse.
12. Refresh the list and if all validation errors have been resolved, the claim should no longer appear.
13. Update your filters to Unsent Ready-to-File and No Submission Date.
14. Locate the claim and e-File it again.

Can't find the payer ID or need to mail the claim?

DentalXChange offers the ability to enter a generic payer ID or a payer ID that alerts them to print and mail a claim.

For specific mail-only payers: Enter DXPRT as the payer ID in your employer policy. 

For other payers: If you cannot find a specific payer ID, use the generic code 06126 in the employer policy. 

DXPRT:

This is the dedicated payer ID to designate a claim for printing and mailing by DentalXChange. 

06126:

This is a generic e-number used when a specific ID is not available for a carrier, but still needs to be flagged for mail processing. 

Why locking the details is important

Insurance Company details in the Employer Policy record - along with Employer details - should be locked once they are created or corrected.

Any changes made to the Employer Policy record will affect all patients who have ever used the policy. This includes patients whose policy is no longer active.

If an employee:

• Changes groups within the same insurance company
• Changes insurance providers within the same company
• Changes jobs and obtains new insurance

If an employee’s insurance changes, you must:

• Create a new Policy Holder record
• Either link the new policy holder to an existing Employer Policy record, or create a new Employer Policy record if one does not already exist

Think of the Policy Holder and linked Employer Policy record like an insurance card. When someone receives new insurance, they do not alter their old card — they receive a completely new one.

The original Policy Holder and Employer Policy relationship must remain unchanged to preserve historical accuracy. Existing claims are tied to the original policy details, and modifying those records can impact all past claims associated with that policy.

For more information, reference the article below Change Employer Policy.