Sample Recurring Campaigns: Aged Responsible Party Balance
Below is a suggested cadence for your Text and Email Campaigns, based on the oldest invoice due date.
You can adjust the frequency and wording as needed.
Notice 1: (2 days past due)
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}}”
Email:
Subject: Friendly Reminder: Balance Due
Body:
"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:
- Paying online at [link]
Please reach out if you have any questions or need assistance. Thank you for choosing [Practice Name]!"
Notice 2: (6 days after 1st notice, 8 days past due)
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}} to avoid late fees. Thank you, {{Practice_Name}}
Email:
Subject: Gentle Follow-Up: Past Due Balance
Body:
"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]. If you’re facing financial difficulties, please reach out, and we can discuss options. We appreciate your prompt attention to this matter."
Notice 3: (5 days after 2nd notice, 13 days past due)
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}}”
Email:
Subject: Urgent Reminder: Past Due Balance
Body:
"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."
Notice 4: (8 days after 3rd notice, 21 days past due)
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}}
Email:
Subject: Final Notice: Payment Due
Body:
"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."
Notice 5: (30 days past due)
Email:
Subject: Payment Due – Please Act Now
Body:
"Dear [Responsible Party],
Your account balance of $[amount] is now 30 days past due. Please submit payment by [specific date] to avoid further late fees or service interruptions.
You can pay online at [link] or contact our office at [phone number] if you need assistance. We appreciate your immediate attention."
Notice 6: (45 days past due)
Text Message:
"Hi [Responsible Party], your balance of $[amount] is now 45 days past due. Please make payment online at [link] or call [phone number] to resolve this. Thank you."
Email:
Subject: Urgent: Final Reminder
Body:
"Dear [Responsible Party],
Your balance of $[amount] remains unpaid, and your account is now 45 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."
Final Notice and Escalation (70-85 days past due)
At this stage, we recommend pre-collections notices via email with urgent calls to action.
Notice 10 - 12: Pre-collections notices can be sent at 70, 80, and 85 days past due, respectively, to escalate the situation and alert the patient of the risk of being sent to collections.
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.
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.