Turn insurance paper checks & EOBs into posted payments
Vault gives every location a dedicated PO box and automates everything that happens after a check arrives — extraction, matching, deposit, and posting.
Trusted by 3,000+ practices · 99.8% posting accuracy · Automatic junk mail filtering
The Problem
Your billing team wasn't hired to sort mail
Today, every insurance check that arrives at your DSO triggers a chain of manual, error-prone steps that consume skilled staff hours, delay your AR, and break down further as you scale.
How It Works
One PO box. Everything else is handled.
We provide a dedicated mailing address for each of your locations. Insurance companies keep sending checks exactly as they do today. Vault handles every step from there.
1
Receive
Insurance checks and EOBs arrive at your dedicated Vault PO box. Junk mail is filtered automatically.
2
Extract & Match
Vault reads every check and EOB using AI extraction — identifying the payer, patient, location, procedure codes, and payment details with 99.8% accuracy.
3
Deposit
Payments are automatically matched against open claims, and funds are deposited electronically.
4
Post & Reconcile
Payments are automatically posted to your PMS and tracked through full reconciliation. Your billing team reviews exceptions — not every single payment.
Live Payment Pipeline
Watch a payment move, end to end
From the moment a check lands in your PO box to a posted payment in your PMS — every step is visible, timestamped, and automatic.
Received
Check & EOB scanned at your PO box. Junk filtered.
9:14 AM
Extract & Match
AI reads the EOB and matches the open claim — 99.8% accuracy.
9:21 AM
Deposit
Funds deposited via Image Cash Letter — same business day.
In Progress
4
Post & Reconcile
Auto-posted to Denticon with a full audit trail.
Up Next
$4,280
Payment Amount
Minimal staff time required — your team only reviews exceptions.
Bank Lockbox vs. Vault
Your bank stops at “deposit confirmed”
Bank lockboxes handle cash. Vault handles your revenue cycle. Here's the difference.
Feature
Bank Lockbox
Vault
Mail handling
Staff sorts checks from junk manually
Junk filtered automatically. Checks go straight to processing.
EOB reading
Staff reads each EOB by hand
AI extracts payer, patient, location, and payment details — 99.8% accuracy
Claim matching
Manual lookup per payment in PMS
Automatically matched against open claims. Exceptions flagged.
Deposit
Batched, 1–2 day delay
Same business day
PMS posting
Keyed in manually, one payment at a time
Auto-posted to Denticon, Open Dental, and more
Reconciliation
End-of-month spreadsheets across locations
Unified dashboard. Every location, every payment, in real time
Built to Scale
Built for multi-location groups & DSOs
Every location gets its own dedicated PO box, unified under one group-level view. Vault works across PMS systems, scales with your footprint, and only surfaces what needs your team's attention.
Every location, one view
Each location gets its own PO box. One dashboard shows every payment across all of them — received, deposited, matched, posted.
Works with your PMS
Posts to Denticon, Open Dental, Dentrix, Eaglesoft, and more. Even across mixed-PMS environments.
Exceptions, not volume
Billing staff only sees what needs human judgment — unmatched claims, disputes, threshold flags. Everything else posts automatically.
No payer re-enrollment
Insurers keep sending checks exactly as they do today. You redirect once.
Real-Time Payment Tracking
Know exactly where every payment stands
Four clear statuses replace the black hole of traditional bank processing.
Received
Same day as delivery
Check and EOB have arrived at your dedicated PO box and been scanned into the system. Junk has been filtered. Processing has begun.
Processing
Within 24 hours
AI extracts the EOB and matches the payment to the open claim. All fields verified and ready for posting.
Deposited
Same business day
Funds processed via Image Cash Letter and cleared for settlement, then posted to your PMS with a full audit trail.
Returned
Exception only
A check that can't be processed is returned with a reason and flagged for your team. Nothing disappears into a black hole.
Enterprise-Ready Security
Vault AI is built with enterprise-grade security and compliance standards, including:
Built for the operational and security needs of modern DSOs and Dental Groups.
FAQ
Heading
Answer
See what Vault Does for Your Group
In a 30-minute demo tailored to your DSO, we'll show you the exact workflow for your PMS, walk through implementation, and give you a custom estimate based on your location count.
