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Sample Billing Letters

Balances Less than $250.00

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Deductibles, copays and coinsurance amounts can add up to lots of dollars loss if sufficient efforts are not made to collect these out of pocket expenses from your patients. In order to maximize your collection efforts, the medical office must be aggressive in pursuing balances even from small patient past due balances.

The suggested timeline for sending out patient statements for past due balances includes:

  • Statement Mailer #1: Patient account balances are 1 day past due
  • Statement Mailer #2: Patient account balances are 30 days past due
  • Statement Mailer #3: Patient account balances are 60 days past due

Here are sample letters of each statement mailer for patient's with balances less than $250.00.

Statement Mailer #1

Doctor talking to receptionist, patients sitting in background
Thomas Barwick/Photodisc/Getty Images

This statement is sent Day #1 of the patient statement timeline.

Sample Letter

Any Doctor Medical Practice
1234 Any Street
Any City, Any State, 12345
Phone # 555-555-5555
Fax # 555-555-5556
Email: billing@anydoctormedicalpractice.com
Website: www.anydoctormedicalpractice.com

Date

Patient Name
Address Line 1
Address Line 2
City, State and Zip Code

Dear _____________,

This letter is a reminder that the balance on your account in the amount of $________ is due now. We accept MasterCard, VISA and Discover.

If your payment is already on its way, we thank you and ask that you please disregard this notice. If not, we would appreciate receipt of your payment as soon as possible. If you would like to further discuss the details of your account, please do not hesitate to call patient billing at (555)555-5555.

Sincerely,

Patient Billing
Any Doctor Medical Practice

Statement Mailer #2

This statement is sent Day #30 of the patient statement timeline.

Sample Letter

Any Doctor Medical Practice
1234 Any Street
Any City, Any State, 12345
Phone # 555-555-5555
Fax # 555-555-5556
Email: billing@anydoctormedicalpractice.com
Website: www.anydoctormedicalpractice.com

Date

Patient Name
Address Line 1
Address Line 2
City, State and Zip Code

Dear _____________,

Your account is seriously past due. Please remit payment in full for the past due balance within the next 30 days. We accept MasterCard, VISA and Discover.

If your payment is not received, your account will be referred to an outside collection agency. If your payment is already on its way, we thank you and ask that you please disregard this notice. If not, we would appreciate receipt of your payment as soon as possible. If you cannot make payment in full and would like to make payment arrangements or if you would like to further discuss the details of your account, please do not hesitate to call patient billing at (555)555-5555.

Sincerely,

Patient Billing
Any Doctor Medical Practice

Statement Mailer #3

This statement is sent Day #60 of the patient statement timeline.

Sample Letter

Any Doctor Medical Practice
1234 Any Street
Any City, Any State, 12345
Phone # 555-555-5555,br> Fax # 555-555-5556
Email: billing@anydoctormedicalpractice.com
Website: www.anydoctormedicalpractice.com

Date

Patient Name
Address Line 1
Address Line 2
City, State and Zip Code

Dear _____________,

Our repeated attempts to collect the balance due on your account have been ignored. Your account has been referred to an outside collection agency, ABC Collection Agency Services. In order to prevent negative marks to your credit history, we suggest you contact us immediately to make a payment. We accept MasterCard, VISA and Discover.

If your payment is already on its way, we thank you and ask that you please disregard this notice. If not, we would appreciate receipt of your payment as soon as possible. If you are unable to make payment in full due to financial difficulties, a reasonable payment plan is available so you can satisfy your obligation and keep your account in good standing. If you would like to further discuss the details of your account, please do not hesitate to call patient billing at (555)555-5555.

Sincerely,

Patient Billing
Any Doctor Medical Practice

Offering Financial Assistance

As health care professionals, we all recognize that uninsured or underinsured individuals require medical care just like everyone else. With careful planning, your organization can offer financial assistance to those who need it while protecting your facility’s financial security.

By implementing a financial assistance program, your patients will have the possibility to have the kind of medical treatment that they otherwise wouldn’t be able to afford.

Before you begin offering financial assistance, have a well written financial policy for your employees to refer to. This guarantees that all patients that apply for financial assistance are treated fairly and equally.

Read the entire article here

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