Remaining Dental Insurance Maximum Letter – Use It or Lose It Reminders

Hello Friends,  (this is an updated version of some idea’s I shared last year)

hayden consulting insurance maximum renewal letter

Do you have any patients due 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 are getting ready to expire?

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 insurance benefits they have remaining for the year to complete any needed treatment or for their continuing care hygiene appointment before they lose them.

Some offices choose to mail these letters out in September. I think October works very well too.  The closer it gets to the end of the year the more difficult it becomes to get them to schedule.  Don’t worry if you haven’t yet mailed out letters, there is still some time…but, I would do it asap 😉

Your goal is to get them from the filing cabinet/computer to the schedule!

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. Perhaps, include a gift certificate for $ off of their treatment if it’s completed and paid for by December 31st. Not redeemable for cash.

Here is a Scripting Idea:

2016 is just around the corner! We want to remind you to take advantage of any unused dental insurance benefits. Make sure to use all available benefits to complete any outstanding treatment or for your all important preventive dental hygiene appointment. Almost all plans do not let you rollover unused dollars to the next benefit year. So, Use ‘Em or Lose ‘Em!

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.

Call us today to schedule your appointment. We find that the 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, our phone number is ………

We’re ready to help you smile healthier & happier in 2016!

Take this opportunity to add a P.S. message to the end of your letter, telling your patients all about your specials on teeth whitening. Many people at this time of year are looking to whiten their teeth for their end of year celebration family photos,  or to buy gifts for family and friends.

For example… 

P.S. Now is a great time to whiten & brighten your smile for your end of year celebration photos. We have some fantastic whitening specials! Teeth whitening also makes a wonderful gift.

P.P.S. Did you know we are on Facebook & twitter? “Like” us on Facebook at … and “follow” us on twitter at …- This way you can stay up to date with all our office events & news plus have a chance at exclusive offers & contests.

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 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, 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.

Wishing you all a full schedule for the end of the year!

Please comment below to share your ideas or to give this post a like. Thank you!

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Yours for greater success,

~Betty

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