6 Ready-to-Use Payment Collection Templates for Your Practice

Practice administrators spend around 20 hours per week dealing with patient payments, piles of paper statements, and awkward phone calls. Yet nearly 1-in-5 invoices are 90+ days past due. Overdue payments not only cause financial strain for your practice, but also involve a time-consuming process of chasing payments from patients.

We've got you covered with 6 ready-to-use payment collection templates to help your practice get paid faster and communicate more effectively.

When Should You Reach Out to Collect Payments?

When reaching out to patients regarding collections, it’s important to give them ample time to complete their initial payment, such as 30 days before the due date. After the initial payment request, following up once every week is typically appropriate. If the payment is still outstanding after 1-2 months of reaching out, then you should consider a final notice to let your patients know you’ll be taking further action if the invoice isn’t paid by a certain date.

The time of day is crucial to consider when reaching out, especially since patients often have full-time jobs. Generally, early mornings (between 7:00 AM and 9:00 AM) or during breaks (between 12:00 PM and 2:00 PM, and after 5:00 PM) are prime times for communication. Just be sure not to message your patients too early or late in the day to avoid any unnecessary frustration.

Payment Collection Message Templates

Feel free to customize these templates to align with your payment collection process and system capabilities, along with your practice's tone and other requirements. A shorter SMS version is provided below so you can text patients while staying within the character limit.

1. 30 Days Before Due

Dear [Patient’s Name],

We’re reaching out to inform you that you have a payment due in 30 days for [Service or Appointment Type]. You can complete the payment by clicking this link: [Link to Payment].

If you have any questions or concerns, feel free to reach out to us.

Best,

[Your Name]

[Dental Practice Name]

SMS Template (160 Character Limit):

"Hi [Patient’s Name], You have a payment due in 30 days for [Service]. Complete it here: [Payment Link]. Reach out if you need anything. - [Your Name] at [Dental Practice Name]"

2. Payment Due Notice

Dear [Patient's Name],

Today is the due date for your payment for [service or appointment]. We kindly ask that you make your payment as soon as possible to avoid any late fees.

You can pay here: [Payment Link]. Let us know if you have questions!

[Your Name]

[Dental Practice Name]

SMS Template (160 Character Limit):

Dear [Patient's Name], Today is the due date for your payment. Please pay now to avoid late fees: [Payment Link]. [Dental Practice Name]

3. A Week After Due Date: Follow-Up Reminder

Hi [Patient's Name],

We noticed that your payment for [service or appointment] is now one week overdue. We understand that life gets busy, but we kindly request that you settle your outstanding balance as soon as possible to avoid any extra charges.

You can pay by simply clicking on this link: [Link to Payment]. Let me know if you have questions!

[Your Name]

[Dental Practice Name]

SMS Template (160 Character Limit):

Hi [Patient's Name], Your payment for [service or appointment] is now 1 week overdue. Pay now to avoid extra charges: [Payment Link]. Let me know if you have questions! [Practice Name]

4. Urgent Payment Reminder

Dear [Patient's Name],

Urgent: your payment is overdue. There's still an outstanding balance of [Amount] on your account with [Dental Practice Name]. It's important to submit your payment as soon as possible to avoid any late fees.

Please take a moment to settle your balance: [Link to Payment]. If you need assistance or have any questions about payment options, simply reply to let us know.

[Your Name]

[Dental Practice Name]

SMS Template (160 Character Limit):

Hi [Patient's Name], Urgent: your payment is overdue. Pay the outstanding balance now to avoid fees: [Payment Link]. Reply for assistance. [Dental Practice Name]

5. Payment Plan Offer

Hi [Patient Name],

We understand that managing dental expenses can sometimes be challenging. To assist you in settling your outstanding balance of [Amount], we're pleased to offer flexible payment options tailored to your needs.

If you prefer to set up a payment plan, our billing team is ready to work with you to find a solution that fits your budget. Please don't hesitate to contact us at [Phone Number] to discuss your payment options further.

Thank you for choosing [Dental Practice Name]. We appreciate the opportunity to serve you.

Warm regards,

[Your Name]

[Dental Practice Name]

SMS Template (160 Character Limit):

Hi [Patient Name], Managing dental expenses can be tough. To help, we offer flexible payment options for your outstanding balance of [Amount]. Contact us at [Phone Number] to discuss. Thank you for choosing [Dental Practice Name].

6. Final Notice Message: Last Effort

Hi [Patient Name],

This is a critical update. It's been [Time Period] since your payment for [service or appointment] was due. Despite our previous attempts to connect, your balance is still outstanding.

Please be advised if you do not complete your payment, we will be required to escalate this matter to debt collections.

You can submit your payment here: [Link to Payment]. Your immediate action is greatly appreciated.

[Your Name]

[Dental Practice Name]

SMS Template (160 Character Limit):

Hi [Patient Name], it's been [time period] since your payment for [service] was due. Please pay now before we escalate this matter to debt collections: [Payment Link]. [Dental Practice Name]

What Communication Methods Should You Use?

To get in touch with patients quickly to discuss payments, try using different communication methods to match their preferences. Here are a few options you can consider:

Email: Email is a convenient and cost-effective way to reach patients and provide them with the necessary payment information. Be sure to express urgency in your subject line to ensure patients don’t miss it.
Text Messages: Missing a phone call is pretty common, which is why many patients prefer getting text messages instead. Texts are fast, straight to the point, and have a higher open rate of 98%.
Phone Calls: While phone calls are a common communication method, they come with several downsides. Making calls to individual patients can consume a significant amount of your time, particularly if multiple follow-ups are needed to secure payment. Additionally, patients may find phone calls intrusive or inconvenient, especially if they receive them during busy or inconvenient times. Discussing payment matters over the phone may also raise privacy concerns for patients.

Best Practices for Collecting from Patients

Here are some best practices for payment collection:

Provide price transparency upfront:
Collect insurance and patient information beforehand to prevent misunderstandings regarding insurance coverage. In addition, it helps to offer cost estimates upfront, including co-pays, deductibles, and out-of-pocket expenses.
Offer flexible payment options to accommodate patients' preferences:Maybe your patients prefer digital payments rather than mailing a check – to maximize collections, provide them with options that suit their preferences. Accepting various payment methods such as credit/debit cards, ACH, and payment plans can make it easier for patients to pay.
Follow up with patients promptly:
Addressing billing concerns promptly allows you to identify and resolve issues early on, preventing them from escalating into larger problems that could delay patient payments further.
Regularly review accounts receivable:
Ensure office staff is trained to regularly monitor accounts receivable to catch any outstanding balances early on.

Automate Your Payment Collection Process

The lack of a convenient and flexible payment process is often why payments are delayed, creating additional burdens as you manually chase payments and potentially leaving a revenue gap for your practice. This is why an increasing number of practices are turning to digital payment solutions to streamline the payment process.

At NexHealth, we simplify the payment collection process by letting practices send patients automated digital payment requests. Patients can settle their bills with just a few clicks, and once a patient submits their payment online it syncs back into your practice management system ledger automatically. Learn more about NexHealth Payments.