Use these three sample medical billing collection letters in the order presented below to maximize your past-due collection rates.
This first medical debt collection letter can be used as a follow-up for a bill that is past due. This “friendly reminder” letter is a good sample medical billing collection-letter to send if there has been no response to your first patient bill.
It assumes an oversight on the part of the patient, and gives them the opportunity to bring their account up to date quickly and easily. You should include information about how they can pay their account by credit card if your office accepts credit card payments (and we recommend you do so in order to increase payments).
First Collection Letter
City Center Physicians Group
Street • City • State • Zip Code
Phone # • Fax # • Email • Web Site URL
Date
Patient Name
Address Line 1
Address Line 2
Dear _____________,
This letter is a friendly reminder that payment on your account in the amount of $________ has not reached us yet. If you have already sent us your payment, we thank you and ask that you kindly disregard this letter. If not, we would appreciate your payment as soon as possible. If you would like to discuss your account, please do not hesitate to call us at (555)555-1234. To pay by credit card, (insert payment information here).
Sincerely,
Dr. Joe Smith
Second Collection Letter
This second medical collection-letter is designed to be used when a patient has already received a “friendly reminder letter” and has not responded with payment.
This letter is a good example of how to be firm but cordial, in an attempt to get payment before needing to turn the account over to a collection agency.
City Center Physicians Group
Street • City • State • Zip Code
Phone # • Fax # • Email • Web Site URL
Date
Patient Name
Address Line 1
Address Line 2
Dear _____________,
You currently have a balance that is past due. Please remit payment for the balance due on your account.
If you disagree with the payment made by your insurance carrier, please contact them directly to discuss those concerns. Your insurance contract is an agreement between you and the insurance company, and as the subscriber, you are responsible for the terms of that agreement.
We understand that many of our patients experience financial difficulties. If this is the case, please let us know so we can assist you in setting up a payment plan. If you would like to discuss your account, please do not hesitate to contact us at (555)555-1234.
Sincerely,
Dr. Joe Smith
Third and Final Collection Letter
Use this sample collection letter as your third and final attempt to settle a patient’s past-due bill. Before using this letter, you should have made at least two other attempts to contact your patient, as indicated above.
City Center Physicians Group
Street • City • State • Zip Code
Phone # • Fax # • Email • Web Site URL
Date
Patient Name
Address Line 1
Address Line 2
Dear _____________,
I am writing you today since our repeated requests for payment have been ignored. According to our records, your balance remains unpaid to our practice.
If you are experiencing economic hardship, a reasonable payment plan is available so you can satisfy your obligation and keep your account in good standing. I have instructed my staff to make every effort available to you to satisfy any misunderstanding you may have concerning your balance.
I am deliberately withholding any action on your account for the next thirty days to give you the opportunity to address your overdue balance. If we do not receive any response from you, we will be forced to turn your account over to our collection agency, XYZ Medical Collection Agency.
Sincerely,
Dr. Joe Smith
