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Collection Letter Series Service

To help practices collect balances due from your patients, we are pleased to offer a Collection Letter Series Request Service.  Note this is not a full collection agency service, but we will be sending letters from your offices to your patients per the below:

  • For patients with past due balances, we would send a series of 3 letters (a month apart).
  • The letters would be on your letterhead.  We would request that you email us your letterhead in Word format (if you do not have letterhead in Word format, we will design a basic letterhead.
  • Patients would contact your office with any questions or requests for payment terms on their balances.
  • We would indicate the balance due and provide a link to pay online if you offer that option
    • For example, for TherapyNotes users language could be inserted instructing the patient to log into their TherapyPortal account to pay the balance online (see the bottom of this page for an example).
  • Copies of the letters will be provided to your office.
    • For TherapyNotes users, copies of the letters will be placed in the Documents tab for the patient.
  • If at the end of the 3 letters the patients still had not paid the balance you could then refer the patients to a collection agency if you want for full collection services OR you could choose to write off the balance.
  • FEE:  $19.95 per patient per collection letter series.
  • See the sample letters below.  You can always custom the default letters we use.

SAMPLE LETTERS:

Letter 1:

Dear (Patient Name):

We hope you’ve been well.  This is a friendly reminder that your account has an outstanding balance of (balance)

If you have already paid, disregard this message.  If you haven’t, please do so at your earliest convenience.

If you are experiencing financial difficulties or have questions, don’t hesitate to reach out.  Contact us at (phone number) or (email address).

We are here to support you.

Best regards,

(Practice Name)

Letter 2:

Dear (Patient Name):

Our records show that your account with our office has an unpaid balance of (balance).

Life happens.  We understand.  However, it’s important you settle this balance within 15 days to avoid further action.

If you are unable to pay for any reason, please contact us.

Thank you for your attention.

Kind regards,

(Practice Name)

Letter 3:

Dear (Patient Name):

This is a final payment notice.  Your balance of (balance) with our office is still overdue.

Please pay within 15 days.  If we do not receive payment or hear from you, we may have to refer your account to a collection agency.

Contact us now at (phone) or (email) to discuss your options.

We look forward to resolving this matter.

Sincerely,

(Practice Name)

TherapyNotes Practices

For TherapyNotes practices that are using the TherapyPortal, we would recommend adding the following language to each letter:

You can pay your balance by mailing us a check to the above address.  If you want to pay by credit card or debit card:

  • Log into your TherapyPortal.
  • Navigate to the Billing tab.
  • Click the link “Make a Payment” and follow the prompts to pay via credit card or debit card.