Summary
Financial Campaigns are versatile, and can be customized for each practice's needs. These are just some guidelines that some clients find helpful when they are wondering how often to send Financial Campaigns. What the ideal interval is may vary from practice to practice, but here are some helpful tips.
Suggested Intervals to Send Financial Campaigns
You can adjust the frequency and wording as needed.
Current Charges (0-30 Days Past Due)
- Timing: Send a reminder 14 days after the payment due date.
- Frequency: One reminder via Text Message.
- Content: A friendly reminder about the recent charge and request for payment.
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Sample Message Examples:
- Text Message: Hi {{Financial_Responsible_Party_Greeting}}, your balance of {{Financial_Responsible_Due_Now}}. is now past due. Please pay online at {{Patient_Portal_Url}} or call us at {{Practice_Phone}} at your convenience. Thank you, {{Practice_Name}}
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Email - Subject could be: 'Friendly Reminder: Balance Due'
Hi [Responsible Party],
We hope you’re doing well! Just a quick reminder that your orthodontic account has a past-due balance of $[amount]. If you’ve already made a payment today, thank you! If not, you can easily settle your balance by:
(let them know how to make their payment) Please reach out if you have any questions or need assistance. Thank you for choosing [Practice Name]!
Over 30 Days Past Due
- Timing: Send a reminder 31 days after the due date.
- Frequency: Two messages one email and one text message when account is 31 days past due.
- Content: Notify the patient about the overdue amount, emphasizing the need for prompt payment.
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Sample Message Examples:
- Text Message: Hello {{Financial_Responsible_Party_Greeting}}, this is a follow-up reminder regarding your account balance of {{Financial_Responsible_Due_Now}}.Please pay online at {{Patient_Portal_Url}} or call us at {{Practice_Phone}}as soon as you can. Thank you, {{Practice_Name}}
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Email - Subject could be: 'Gentle Follow-Up: Past Due Balance'
Hello [Responsible Party],
This is a follow-up regarding your account balance of $[amount].
If you've already made a payment, thank you! Otherwise, please settle your balance by visiting [link] or calling our office at [phone number]. We understand life gets busy, this is just a reminder. We appreciate your prompt attention to this matter.
Over 60 Days Past Due
- Timing: Send a follow-up message 61 days after the due date.
- Frequency: Two messages one email and one text message when account is 61 days past due.
- Content: A more urgent reminder about the balance due, including potential consequences of continued non-payment.
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Sample Message Examples:
- Text Message: Hello {{Financial_Responsible_Party_Greeting}}, this is a follow-up reminder regarding your account balance of {{Financial_Responsible_Due_Now}}.Please pay online at {{Patient_Portal_Url}} or call us at {{Practice_Phone}}as soon as you can. Thank you, {{Practice_Name}}
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Email - Subject could be: 'Urgent Reminder: Past Due Balance'
Hello [Responsible Party],
This is a follow-up regarding your account balance of $[amount].
If you've already made a payment, thank you! Otherwise, please settle your balance by visiting [link] or calling our office at [phone number]. We understand life gets busy, this is just a reminder. We appreciate your prompt attention to this matter.
Over 90 Days Past Due
- Timing: Send a message 91 days (about 3 months) after the due date.
- Frequency: Two messages one email and one text message when account is 91 days past due.
- Content: Highlight the seriousness of the overdue balance, potentially mentioning options for payment plans or discussing the next steps if the balance remains unpaid.
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Sample Message Examples:
- Text Message: Hi {{Financial_Responsible_Party_Greeting}}, your balance of {{Financial_Responsible_Due_Now}} is now past due. Please pay online at {{Patient_Portal_Url}} or call us at {{Practice_Phone}} to avoid late fees. Thank you, {{Practice_Name}
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Email - Subject could be: 'Payment Due – Please Act Now'
Dear [Responsible Party],
Our records show that your account balance of $[amount] is now past due. To avoid late fees or disruptions to your treatment, please make your payment.
You can pay online at [link] or call us at [phone number]. If you need assistance, please let us know. Thank you for your immediate attention.
Over 120 Days Past Due
- Timing: Send a message 121 days (about 4 months) after the due date.
- Frequency: Two messages one email and one text message when account is 121 days past due.
- Content: Communicate clearly about the risk of the account being sent to collections and emphasize the importance of addressing the balance.
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Sample Message Examples:
- Text Message: Hello {{Financial_Responsible_Party_Greeting}}, This is a final reminder: Your account balance of {{Financial_Responsible_Due_Now}}. Please make a payment online at {{Patient_Portal_Url}} or call us at {{Practice_Phone}} to avoid further action. Thank you, {{Practice_Name}}
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Email - Subject could be: 'Please Resolve Past Due Balance ASAP to avoid Collections'
Dear [Responsible Party],
This is a final reminder regarding your overdue balance of $[amount]. Despite previous reminders, payment has not been received. Please submit payment by [final date] to prevent further actions, such as additional fees or account escalation.
Payment options:
- Online: [link]
- Phone: [phone number]
If you have any questions or concerns, please contact us immediately. We value your trust in [Practice Name] and hope to resolve this soon.
180+ Days Past Due
- Timing: Send a final notice 180 days (about 6 months) after the due date.
- Frequency: One message.
- Content: This message should be more formal and may include a last chance for payment before the account is handed over to a collection’s agency. Include clear instructions for payment and offer to discuss any concerns.
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Sample Message Examples:
- Text Message: Hi [Responsible Party], your balance of $[amount] is now x days past due. Please make payment online at [link] or call [phone number] to avoid collections. Thank you.
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Email - Subject could be: 'Pay Past Due Balance Immediately to avoid Collections'
Dear [Responsible Party],
Your balance of $[amount] remains unpaid, and your account is now x days past due. This is the final reminder before your account may be referred for collections. Please make payment by [specific date] to avoid further escalation.
You can pay online at [link] or call [phone number] to discuss options. We’re here to help if you need assistance.
Key Recommendations
1. Consistency: Maintain consistent follow-ups to keep patients informed.
2. Mix of Text and Email: Text messages for quick, urgent reminders and emails for detailed follow-up and escalation notices.
3. Customization: Tailor the content to fit your practice’s tone and policies.
Additional Information
Cloud 9 Financial Campaigns Overview
How to Create a Financial Campaign Template
Setting up a Financial Campaign Responsible Party Recipient List
How to setup a Financial Campaign: Putting it all Together
Financial Campaign Recommended Message Interval Examples
As always, if you have any further questions please do not hesitate to reach out to Cloud 9 Support by emailing us at cloud9support@planetdds.com, or chatting us online using the chat bubble on the lower right at https://cloud9support.planetdds.com/hc/en-us, or giving us a call during our business hours of 8:00 AM EST to 8:00 PM EST at the 1.800.394.6050 option 2.