It’s that time of year when we should start sending out dental insurance use it or lose it reminder letters regardless if your patients are ready to hear that or not.
The month of September is a great month to get started on your “Use it or Lose it!” letters and emails out to your patients. 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.
Especially helpful for your patients that are /pastdue/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 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.
Remember, the closer it gets to the end of the year the more difficult it becomes to get them to schedule and you may not even have room in your schedule to accommodate them.
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. Or the opportunity to enter a raffle for a really great prize!
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.
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.
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 gift cards also make a wonderful gift.
P.P.S. Did you know we are on Facebook, Instagram, & Twitter? “Like” us on Facebook at … and “follow” us on Instagram, and 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. 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, before scheduling last-minute appointments that require lab work at the end of the year be sure to communicate with your lab guy/gal that they can, in fact, get these cases back to you in time.
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 schedule for the end of the year!
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Yours for Greater Success,
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