It’s hard to know the ins and outs of every system or device in your dental office. But here’s the truth: if you don’t fully understand them, they will cause chaos.

One of the most common questions we get is:
“How do I know if I’m paying too much in credit card fees? Who can I trust? What’s considered a good rate?”

Let’s break it down.
 

1. Understand Your Effective Rate
Any credit card company can say whatever they want. They often use confusing jargon, like “basis points,” to make deals sound appealing. But when it comes down to it, the math doesn’t lie.

Here’s what to do: Look at your credit card processing statement and divide the total fees by the total credit card sales for that month. That’s your effective rate.

Forget the technical terms—this number tells you the truth.

2. What’s a Good Rate for Dental Offices?
A good effective rate for dental offices is 2.5% or lower.
The best pricing model to look for is interchange-plus pricing. This means the processor is only passing along the true credit card company fees without adding inflated markups.

But beware—many companies raise your rates over time or sneak in extra fees once you’re under contract.

3. Watch for Sneaky Charges
Here’s a tip: scroll to the bottom of your credit card statement. That’s where many processors hide the “gotcha” fees—things like:

• PCI compliance feed
• Batch fee
• Monthly service charges
• And other random add-ons
  

If you’re using a processor that’s built into your dental software (like Dental Intel, Solutionreach, etc.) you’re probably paying more than you need to. These integrations are convenient, but they often come with higher rates.

4. Staff Habits Could Be Costing You
You may see extra charges labeled things like EIRF or Healthcare Signature Preferred. These often pop up due to:

• Improper card entry (not keying in full info manually)
• Accepting credit card insurance payments
  

These small habits can really add up! Train your staff on the right way to enter cards, and consider opting out of credit card insurance payments and instead use EFTs, virtual or paper checks

5. Use Your Credit Card Portal
Most processors have a portal you can use to:

• Keep patient cards on file securely. The easiest way to go statement free!
• Set up automatic payments to manage your in-house membership programs
  
  

Using your portal properly can streamline your revenue cycle and reduce payment delays.

6. Thinking About Switching Credit Card Providers?
If your statement doesn’t look great and you’re ready for a change, here are a few tips:

• Work with someone you trust—not a big company with a 1-800 number and no personal support
  
• Never sign a contract with a credit card processor
  
• Ask about your effective rate upfront
  
• Recheck your rates quarterly to make sure they haven’t crept up
  

Our go to is credit card rep Andy. He offers personalized service, is super responsive, and helps dental offices get the best deal. If you’d like to see if he can help you save money, just send him your current statement to [email protected].

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Because remember: Understanding your systems and creating structure is the first step to calming the chaos.