boy at the dentist


Hamilton County Department of Education’s dental reimbursement program is a direct pay plan, which does not involve an insurance company or third party administrator. Currently there is no charge to eligible active employees and their covered dependents for this benefit. The intent of the program is to help defray the cost of dental services for our employees and their families. To be eligible, an employee must complete the benefit enrollment form on Searchsoft electing the dental coverage during the initial enrollment. Employees may also enroll during the open enrollment period on employee online.

All dental procedures are covered, but a licensed dental provider must provide the service. The dental program reimburses 80% of the first $250 of dental expenses and 50% of the next $1,600 of dental expenses up to an annual maximum benefit of $1,000 per fiscal year. The fiscal year runs from July 1st through June 30th of the following year. Each covered member is eligible for $1,000 benefit at the beginning of each fiscal year.

Employees must first pay for the dental services and complete a Dental Reimbursement Request form. The Dental Reimbursement Form MUST include the following:

  • One patient per claim form
  • Proof of payment
  • Itemized list of procedures and associated charges
  • Signature of the dental provider
  • Social Security Numbers for the employee and patient
  • All fields on the claim form must be completed or it will be returned
  • Charges must be paid in full before submitting a claim. No partial payments are reimbursed. Please include proof of payment. 
  • Claims are required to be submitted in ink. 

All dental reimbursement claims MUST be submitted to the Benefits Department for reimbursement within 180 days of dental service. Claims over 180 days old will not be considered. Claims may be submitted:

By US Mail to: 

ATTN Benefits Department
3074 Hickory Valley Road
Chattanooga, TN 37421

By Interoffice Mail to:
ATTN Benefits Department
By FAX to 423-498-6679

Other insurance plans must pay first, then a claim can be submitted to the Hamilton County Department of Education's dental reimbursement program, but the claim must be submitted with a copy of the Explanation of Benefits (EOB) from the other insurance plan. Periodically, we will send employees a form to update their other insurance information. Please return this form promptly to avoid delays in processing your dental reimbursement claims.

Employees that participate in the medical flexible spending account must first pay the provider and submit the dental reimbursement claim form to the benefits department. When the employee receives their reimbursement check, they may submit a claim to the FSA plan administrator, including a copy of the reimbursement check stub, to receive funds from their FSA for the remainder of their out of pocket expense.

Please contact us for instructions for Orthodontic expenses.

Please allow 20 working days from the date your completed Dental Reimbursement Request, with all necessary proofs of payment, is received in our office, for checks to be issued.

For questions concerning the Dental Reimbursement Program, please contact Allison Coulter (Benefits Department) at: (423) 498-7087.

We have attached the most up to date version of the Dental Reimbursement Form. Please make copies of this claim form and destroy older versions of this form.

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