End Of The Year Insurance Letter – Use It Or Lose It!

Hello all!! Lead Coach Betty Hayden here – welcome back to Coaches Corner! 

A question I am frequently asked is “Do you have a good end-of-the-year insurance letter?” After all, we don’t want our patients to leave insurance money “on the table” when they need treatment, and neither do they! 

 
Here is a good template for a letter you can send to your patients who have diagnosed but unscheduled treatment or are overdue for their preventive visit. Of course you should customize this to your office needs and culture.

Dear Theresa,

It’s that time of year again, when you are busy with school schedules, getting ready for cooler weather, and making upcoming holiday plans. During this hectic time, you may not be thinking about your available or unused dental insurance benefits.

Whether you have insurance benefits remaining or if you have funds set aside in a flexible spending account (FSA) or healthcare saving account (HSA), now is the time to schedule treatment so your co-payment amounts can be applied to this year’s deductions.

Make sure to use all available benefits to complete any outstanding treatment or for your all-important preventive dental hygiene appointment (“checkup and cleaning”). Almost all plans do not allow you to rollover unused dollars to the next benefit year, so it’s “Use ‘Em or Lose ‘Em!”

Call us today to schedule your appointment. We find that the upcoming holiday season is always our “busy time” and we are certain it is a very busy time for you too.

Beat the end of year rush and get in early! Just give us a call at 410-761-6454 to schedule. Do it right now before you forget!

Please know we are here to assist you and answer any questions you may have regarding your dental treatment.

Yours partners for better dental health,

Dr. Rightley and the team at Pasadena Smiles

A few more tips:

Personalize  – When mailing out remaining maximum letters, be sure to customize for each patient according to their treatment plan. This will help to re-create the urgency and value for treatment.  For some patients, it will take some type of additional incentive to get them to act.

Mailing Tip –  Use a bright-colored envelope and neatly hand-write the name and address. Use a “live” stamp.

Phone Calls – About a week after you mail out your letters, go ahead and start calling them to see if they received the letter and to schedule their appointment.

Document – Be sure to document that a letter was mailed, phone calls were made and what type of response you received from each patient.

Important Reminder – Before sending out these letters and making calls to your patients be sure to review your upcoming appointment schedule… Where is your open chair time? Will pre-blocking some open time be helpful? Also, before scheduling last minute appointments that require lab work, be sure to communicate with your lab guy/gal that they can in fact, get these cases back to you in time.

Please let me know if you have any questions!

Yours for Greater Success,
~Betty

Betty Hayden is the lead coach at The Madow Center For Dental Practice Success. She has over 25 years of experience in the dental profession. Her expertise is in effective telephone answering techniques, profitable scheduling, marketing campaigns, communication, social media, new patient acquisition, practice growth, and much more. She is called “The Idea Woman” because she grows practices!  

If you have a question for this column, please write to us atcoaches@madow.com. And remember, we would like to offer you a complimentary 30-minute coaching session! Please CLICK HERE to schedule yours. Doctors only please.

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