Episode 112 | Cover Your Assets: Bad Advice, Billing Risks & Compliance Training to Keep You Out of Jail

Episode 112 | Cover Your Assets: Bad Advice, Billing Risks & Compliance Training to Keep You Out of Jail

“We’ve always done it this way” sounds harmless… until the audit letter arrives, the employee turns whistleblower, or the wrong provider name on a claim form becomes a much bigger problem than anyone expected. In this episode of Compliant AF, Amy Wood and Kara Kelley are joined again by Rick Garofolo of The Dental Practice Mechanics for Part 2 of their conversation on the dental compliance myths that simply refuse to die. We’re breaking down the compliance landmines that show up when practices rely on outdated habits, bad advice, or the always reliable legal defense of “somebody in a Facebook group said it was fine”... * ignoring team members who raise billing or compliance concerns * assuming “we’ve always done it this way” means “we’ve always done it correctly” * uploading bulk EOBs into patient records without considering HIPAA exposure * billing under the wrong provider after a practice purchase, maternity leave, or temp coverage * trusting AI-generated answers without reading the actual source * treating canned HIPAA and OSHA videos like site-specific training * giving temps or fill-ins full software access without proper training or controls * assuming compliance training is optional, generic, or someone else’s problem ...and more! Learn why practice owners need to stop treating compliance as an administrative nuisance and start treating it as patient protection, license protection, and business survival. Rick also shares why provider misrepresentation on claim forms can create serious criminal exposure, why audits are increasingly likely, and why one angry former employee can turn a “small shortcut” into a very large problem. Because apparently “do it right the first time” is still controversial. Featured Expert Rick Garofolo Rick Garofolo is the founder and CEO/President of The Dental Practice Mechanics [https://practicemechanic.com/], which he launched in 2001 after marrying a dentist and seeing firsthand how much support dental practices needed with business management, practice growth, and operational systems. Over the years, Rick and his team have helped dental practices strengthen the business side of dentistry through proper accounting techniques, recall and follow-up systems, treatment plan presentation, billing systems, and more than 20 other practice management systems. Rick takes pride in leading a close-knit, full-time, in-house team with no overseas or work-from-home outsourcing. Through The Dental Practice Mechanics, Rick helps practices understand what is expected and required of them so they can improve profitability, create safer environments for patients and team members, and maybe even let the dentist sleep at night. Meet the Hosts Kara D. Kelley, SHRM-SCP, SPHR As a Fractional HR Business Partner to dental leaders and healthcare executives and CEO of Clinical HR, [https://www.clinicalhr.com] Kara specializes in HR compliance, workforce strategy, leadership development, and helping practices build systems that are both compliant and sustainable. She is also a nationally recognized speaker, author, and coach. Amy Wood Founder of Copper Penny Consulting [https://www.copperpennyconsulting.com], Amy is a nationally respected HIPAA, cybersecurity, OSHA, and compliance expert serving dental and healthcare practices. Known for her no-nonsense approach to vendor risk, technology, and real-world compliance, Amy helps practices reduce risk without overcomplicating operations. Have a Compliance Question? Email compliantafpodcast@gmail.com [compliantafpodcast@gmail.com] Disclaimer This podcast is for educational and informational purposes only and does not constitute legal, financial, tax, or medical advice. Listening to this episode does not create a client relationship with the hosts or their companies. Laws and regulations vary by state and situation; practices should consult with qualified legal, financial, HR, compliance, and cybersecurity professionals regarding their specific circumstances.

Episode 111 | Free Dentistry, Fraud Risks, and More Myths That Won’t Die

Employee dental benefits sound simple… until insurance fraud, wage and hour issues, HIPAA, PPO contracts, and surprise audits slip into the operatory.   In this episode of Compliant AF, Amy Wood and Kara Kelley are joined by Rick Garofolo - CEO of The Dental Practice Mechanic [https://practicemechanic.com/] and founder of the Dental Billing & Business Academy [https://www.facebook.com/groups/2012782952332195] - to unpack more dental compliance myths that just refuse to die. From “we just waive the employee portion” to “the hygienist can clock out to clean her husband’s teeth,” this conversation goes exactly where you think it will: straight into the land of please stop putting that in writing before someone subpoenas it.   This conversation was just so good, we had to make it TWO episodes! In Part 1, we’re breaking down the compliance chaos hiding inside common dental practice habits… * billing insurance while writing off employee balances * treating employee dental care like a casual perk instead of an actual policy * making hygienists clock out when they are still performing work for the practice * assuming PPO contracts, HIPAA rules, and “cash pay” preferences all magically agree with each other * letting office managers, spouses, or Facebook experts drive decisions that can trigger audits * believing “we’ve always done it this way” is a defense strategy instead of a cry for help   ...and more! Learn why free or discounted dental care for employees and family members needs to be structured intentionally, documented clearly, and reviewed through the lenses of insurance billing, HR, HIPAA, wage and hour, and contract compliance. Because generosity is lovely. Accidental fraud is less charming.   Rick also explains why insurance audits are increasing, how AI is making it easier for carriers to spot billing red flags, and why one failed audit may invite a whole compliance conga line of insurance companies and agencies. Cute, right?   Featured Expert Rick Garofolo is the founder and CEO/President of The Dental Practice Mechanics, which he launched in 2001 after marrying a dentist and seeing firsthand how much support dental practices needed with business management, practice growth, and operational systems. Over the years, Rick and his team have helped dental practices strengthen the business side of dentistry through proper accounting techniques, recall and follow-up systems, treatment plan presentation, billing systems, and more than 20 other practice management systems. Rick takes pride in leading a close-knit, full-time, in-house team with no overseas or work-from-home outsourcing. Through The Dental Practice Mechanics, [https://www.practicemechanic.com/] Rick helps practices understand what is expected and required of them so they can improve profitability, create safer environments for patients and team members, and maybe even let the dentist sleep at night. Meet the Hosts Amy Wood Founder of Copper Penny Consulting [https://www.copperpennyconsulting.com], Amy is a nationally respected HIPAA, cybersecurity, OSHA, and compliance expert serving dental and healthcare practices. Known for her no-nonsense approach to vendor risk, technology, and real-world compliance, Amy helps practices reduce risk without overcomplicating operations.   Kara D. Kelley, SHRM-SCP, SPHR As a Fractional HR Business Partner to dental leaders and healthcare executives and CEO of Clinical HR [https://www.clinicalhr.com], Kara specializes in HR compliance, workforce strategy, leadership development, and helping practices build systems that are both compliant and sustainable. She is also a nationally recognized speaker [https://karakelleyspeaks.com/] and business coach.   Have a Compliance Question? Email compliantafpodcast@gmail.com   Disclaimer This podcast is for educational and informational purposes only and does not constitute legal, financial, tax, or medical advice. Listening to this episode does not create a client relationship with the hosts or their companies. Laws and regulations vary by state and situation; practices should consult with qualified legal, financial, HR, compliance, and cybersecurity professionals regarding their specific circumstances.

Episode 110 | When Dentistry Goes Mobile (But Your Compliance Plan Doesn’t)

Mobile dentistry and teledentistry are growing fast - and so are the ways practices can accidentally create compliance problems on wheels (or Wi-Fi). In this episode of the Compliant AF Podcast, Kara Kelley and Amy Wood dig into what really changes when you take healthcare out of a controlled environment and drop it into vans, schools, nursing homes, living rooms, and video calls. Because the moment you lose the four walls, you also lose a lot of the assumptions that were quietly keeping you compliant. From lost laptops and questionable Wi-Fi to patients within earshot and team members working across state lines, the risks aren’t new - but the way they show up is. Amy breaks down the HIPAA and cybersecurity realities of mobile and telehealth setups, including why your “good enough” tech stack might not actually be good enough anymore (looking at you, free Zoom accounts and social media messaging). Kara brings the HR perspective, unpacking travel time, wage and hour landmines, multi-state headaches, and how quickly “simple” operational decisions turn into compliance exposure. Also in this episode: * Why mobile dentistry is easier to get wrong * Situational awareness (and why not every team member has it) * The real question behind new tech isn’t “can we use it?” - it’s “should we?” * How telehealth can create privacy risks before you even realize it * Wage and hour traps in mobile teams, including travel time, remote work, and “portal-to-portal” pay * Multi-state compliance challenges when work is performed across state lines * How small leadership decisions can unintentionally set costly precedents for your entire team * Scaling mobile operations without scaling your compliance problems * Why your managers and regional leaders need HR compliance training before they start making field decisions Bottom line: if your compliance plan for dentistry on four wheels is the same as dentistry within four walls, it’s already outdated.   Meet the Hosts Kara D. Kelley, SHRM-SCP, SPHR As a Fractional HR Business Partner to dental leaders and healthcare executives and CEO of Clinical HR [https://www.clinicalhr.com], Kara specializes in HR compliance, workforce strategy, leadership development, and helping practices build systems that are both compliant and sustainable. She is also a nationally recognized speaker, [http://www.karakelleyspeaks.com] author, and coach.   Amy Wood Founder of Copper Penny Consulting [https://www.copperpennyconsulting.com], Amy is a nationally respected HIPAA, cybersecurity, OSHA, and compliance expert serving dental and healthcare practices. Known for her no-nonsense approach to vendor risk, technology, and real-world compliance, Amy helps practices reduce risk without overcomplicating operations.   Have a Compliance Question? Email: compliantafpodcast@gmail.com Disclaimer This podcast is for educational and informational purposes only and does not constitute legal, financial, tax, or medical advice. Listening to this episode does not create a client relationship with the hosts or their companies. Laws and regulations vary by state and situation; practices should consult with qualified legal, financial, HR, compliance, and cybersecurity professionals regarding their specific circumstances.

Episode 109 | Multi-Location Madness

Multi-location growth sounds like a flex - until payroll, policies, and penalties enter the chat. In this episode of Compliant AF, Amy Wood and Kara Kelley are joined by Alan Twigg of Bent Ericksen & Associates to unpack the real-world compliance landmines that show up when dental practices expand into multiple locations, multiple states, or simply start hiring remote employees.  We're breaking down the biggest compliance blind spots emerging groups run into... - assuming separate tax IDs means separate payroll - trying to force one handbook across multiple states - mishandling overtime when employees float between locations - treating remote work like an automatic 1099 situation (it’s not) ...and more! Learn why HR + compliance experts needs to be involved early - before contracts are signed, systems change, and “we’ve always done it this way” turns into an expensive problem.   Featured Expert Alan Twigg is a Co-Owner at Bent Ericksen & Associates [https://www.bentericksen.com/]. For over 10 years, Alan has guided thousands of clients and consultants through the ever-changing world of HR and Employment Compliance. He is a speaker, consultant, and author. Alan is passionate about bringing education and peace-of-mind to such a confusing topic.   As a strong proponent of symbiotic employer-employee relations, Alan is passionate about teamwork and positive work cultures, with an emphasis on long-term personnel retention and employment compliance, where his solutions-oriented outlook excels. Meet the Hosts Kara D. Kelley, SHRM-SCP, SPHR As a Fractional HR Business Partner to dental leaders and healthcare executives and CEO of Clinical HR [https://www.clinicalhr.com], Kara specializes in HR compliance, workforce strategy, leadership development, and helping practices build systems that are both compliant and sustainable. She is also a nationally recognized speaker, author, and coach. Amy Wood Founder of Copper Penny Consulting [https://www.copperpennyconsulting.com], Amy is a nationally respected HIPAA, cybersecurity, OSHA, and compliance expert serving dental and healthcare practices. Known for her no-nonsense approach to vendor risk, technology, and real-world compliance, Amy helps practices reduce risk without overcomplicating operations. Have a Compliance Question? Email compliantafpodcast@gmail.com Disclaimer This podcast is for educational and informational purposes only and does not constitute legal, financial, tax, or medical advice. Listening to this episode does not create a client relationship with the hosts or their companies. Laws and regulations vary by state and situation; practices should consult with qualified legal, financial, HR, compliance, and cybersecurity professionals regarding their specific circumstances.

Episode 108 | The Hidden Costs of Buying or Selling a Practice

Buying or selling a practice comes with costs that don’t show up on a balance sheet. Beyond the purchase price, transitions often uncover compliance gaps, misclassified employees, outdated policies, vendor risks, and benefit promises that quietly inflate the true cost of the deal. In this episode of the Compliant AF Podcast, Kara Kelley (Clinical HR [https://www.clinicalhr.com]) and Amy Wood (Copper Penny Consulting [https://www.copperpennyconsulting.com]) break down the hidden HR, HIPAA, and cybersecurity expenses that surface before - and especially after - closing, and explain why waiting until the paperwork is signed is the most expensive mistake practice owners make. Key Takeaways * When to bring in HR and HIPAA/cybersecurity support on the front end of a transition * Why vendor contracts, antivirus, backups, and access controls can’t wait until “after closing” * How compliance gaps change the true cost of a practice, including payroll surprises like misclassified hygienists and unpaid mandated leave * Why “just use the seller’s handbook” and recycled onboarding packets are a trap (hello, expired I-9 forms and policies written for the wrong office) * What brokers, CPAs, and even attorneys often don’t ask — and the questions that should be asked anyway * How to handle legacy perks, inflated wages, PTO promises, and benefit changes without detonating morale * The mindset shift that matters most: you can redecorate later, but nobody audits your paint color Bottom line - when HR, HIPAA, cybersecurity, and employment obligations are treated as afterthoughts, the true cost of the transition shows up later in audits, complaints, and avoidable risk. This episode delivers a clear-eyed look at what actually matters, so practice owners can protect the investment, set the team up for success, and move forward without inheriting someone else’s mess. Downloadable Resource Smooth Handoffs Transition Questions [https://www.clinicalhr.com/wp-content/uploads/2025/10/CHR-Smooth-Handoffs-Questions-to-Ask-the-Seller-BEFORE-the-Transition-07162025.pdf]   Have a Compliance Question? Email compliantafpodcast@gmail.com Meet the Hosts Kara D. Kelley, SHRM-SCP, SPHR As a Fractional HR Business Partner to dental leaders and healthcare executives, Kara specializes in HR compliance, workforce strategy, leadership development, and helping practices build systems that are both compliant and sustainable. She is also a nationally recognized speaker, author, and coach. Amy Wood Founder of Copper Penny Consulting, Amy is a nationally respected HIPAA, cybersecurity, OSHA, and compliance expert serving dental and healthcare practices. Known for her no-nonsense approach to vendor risk, technology, and real-world compliance, Amy helps practices reduce risk without overcomplicating operations. Disclaimer This podcast is for educational and informational purposes only and does not constitute legal, financial, tax, or medical advice. Listening to this episode does not create a client relationship with the hosts or their companies. Laws and regulations vary by state and situation; practices should consult with qualified legal, financial, HR, compliance, and cybersecurity professionals regarding their specific circumstances.