Whether your patients are ready to hear it or not, it is time to remind them to Use it or Lose it! – Get your letters, emails and text messages out to your patients reminding them to use any dental insurance benefits they have remaining for the year to complete any needed treatment or for their hygiene continuing care appointment before they lose them.
This is for all of your patients that have dental benefits that renew on January 1st and/or patients with FSA or HSA dollars that expire at the end of the year.
This is especially helpful for your patients that are past due, due, or due this year for their hygiene visit and/or with treatment that is yet to be started or needs to be completed and their remaining dental insurance maximums will be expiring at the end of the year
Your goal is to get them from the filing cabinet/computer to the schedule!
Here are a few tips and ideas to send out insurance renewal reminders
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.
Mailing Tip – Use a bright-colored envelope and neatly hand-write the name and address. Use a “live” stamp. This will take a little more time to do but your patients are more likely to open an envelope that looks like it’s from a friend and not their dentist.
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 them an 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, be sure to check that the patient doesn’t have a large outstanding balance or a poor appointment history.
Need ideas for what to include in the reminder letter? Feel free to email me at firstname.lastname@example.org and I will send you a sample letter that you can customize for your office.
Social Media – Use your social media platforms to remind your patients to use their dental benefits before the end of the year.
Wishing you all a full and productive schedule for the end of the year!
Yours for Greater Success,
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!
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