Sample Billing Letters for Past Due Balances Over $250

Past Due Billing Letters for Balances Greater than $250.00

How can you craft an appropriate and effective billing letter for overdue accounts? Here are sample letters of each statement mailer for patients with balances greater than $250.00. If these get no response, you must progress to exploring what to do when patients refuse to pay.

Edit these templates with the specifics for your practice and payment methods accepted.

Timeline for Sending Patient Statements on Past Due Balances

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Medical billing. Image Courtesy of Peathegee Inc/Getty

The suggested timeline for sending out patient statements for past due balances includes:

  • Statement Mailer #1: Patient account balances are one day past due
  • Statement Mailer #2: Patient account balances are 15 days past due
  • Statement Mailer #3: Patient account balances are 45 days past due
  • Statement Mailer #4: Patient account balances are 60 days past due

Statement Mailer #1 - Account Past Due One Day

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sturti/Getty Images

This statement is sent on day 1 of the patient statement timeline.

Sample Letter

Any Doctor Medical Practice
1234 Any Street
Any City, Any State, 12345
Phone # 555-555-5555
Fax # 555-555-5556
Email: billing@anydoctormedicalpractice.com
Website: www.anydoctormedicalpractice.com

Date

Patient Name
Address Line 1
Address Line 2
City, State and Zip Code

Dear _____________,

This letter is a reminder that the balance on your account in the amount of $________ is due now. We accept MasterCard, VISA and Discover.

If your payment is already on its way, we thank you and ask that you please disregard this notice. If not, we would appreciate receipt of your payment as soon as possible. If you would like to further discuss the details of your account, please do not hesitate to call patient billing at (555)555-5555.

Sincerely,

Patient Billing
Any Doctor Medical Practice

Statement Mailer #2 - Account Past Due 15 Days

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This statement is sent on day 15 of the patient statement timeline.

Sample Letter

Any Doctor Medical Practice
1234 Any Street
Any City, Any State, 12345
Phone # 555-555-5555
Fax # 555-555-5556
Email: billing@anydoctormedicalpractice.com
Website: www.anydoctormedicalpractice.com

Date

Patient Name
Address Line 1
Address Line 2
City, State and Zip Code

Dear _____________,

Your account is seriously past due. Please remit payment in full for the past due balance within the next 30 days. We accept MasterCard, VISA, and Discover.

If your payment is not received, your account will be referred to an outside collection agency. If your payment is already on its way, we thank you and ask that you please disregard this notice. If not, we would appreciate receipt of your payment as soon as possible. If you cannot make payment in full and would like to make payment arrangements or if you would like to further discuss the details of your account, please do not hesitate to call patient billing at (555)555-5555.

Sincerely,

Patient Billing
Any Doctor Medical Practice

Statement Mailer #3 - Account Past Due 45 Days

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This statement is sent on day 45 of the patient statement timeline.

Sample Letter

Any Doctor Medical Practice
1234 Any Street
Any City, Any State, 12345
Phone # 555-555-5555,br> Fax # 555-555-5556
Email: billing@anydoctormedicalpractice.com
Website: www.anydoctormedicalpractice.com

Date

Patient Name
Address Line 1
Address Line 2
City, State and Zip Code

Dear _____________,

We are disappointed that we have not heard from you regarding your past due balance. Your account is in serious jeopardy of being reassigned to an outside collection agency. In order to prevent your account from further action, please make payment within 15 days. We accept MasterCard, VISA, and Discover.

If your payment is already on its way, we thank you and ask that you please disregard this notice. If not, we would appreciate receipt of your payment as soon as possible. If you are unable to make payment in full due to financial difficulties, a reasonable payment plan is available so you can satisfy your obligation and keep your account in good standing. If you would like to further discuss the details of your account, please do not hesitate to call patient billing at (555)555-5555.

Sincerely,

Patient Billing
Any Doctor Medical Practice

Statement Mailer #4 - Account Past Due 60 Days

Doctor giving consultation to patient using digital tablet
Tetra Images/Getty Images

This statement is sent on day 60 of the patient statement timeline.

Sample Letter

Any Doctor Medical Practice
1234 Any Street
Any City, Any State, 12345
Phone # 555-555-5555,br> Fax # 555-555-5556
Email: billing@anydoctormedicalpractice.com
Website: www.anydoctormedicalpractice.com

Date

Patient Name
Address Line 1
Address Line 2
City, State and Zip Code

Dear _____________,

Our repeated attempts to collect the balance due on your account have been ignored. Your account has been referred to an outside collection agency, ABC Collection Agency Services. In order to prevent negative marks to your credit history, we suggest you contact us immediately to make a payment. We accept MasterCard, VISA, and Discover.

If your payment is already on its way, we thank you and ask that you please disregard this notice. If not, we would appreciate receipt of your payment as soon as possible. If you are unable to make payment in full due to financial difficulties, a reasonable payment plan is available so you can satisfy your obligation and keep your account in good standing. If you would like to further discuss the details of your account, please do not hesitate to call patient billing at (555)555-5555.

Sincerely,

Patient Billing
Any Doctor Medical Practice

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