A “Sample Letter To Patient Regarding Outstanding Balance” is a notice. It informs patients about unpaid medical bills. Healthcare providers use it when a patient’s payment is overdue.
Need to write such a letter? You’re in the right place. We’ve got you covered with templates.
This article offers sample letters. These samples will help you communicate clearly. You can easily adapt them for your needs.
Sample Letter To Patient Regarding Outstanding Balance
[Your Clinic/Hospital Name]
[Your Clinic/Hospital Address]
[Your Clinic/Hospital Phone Number]
[Date]
[Patient Name]
[Patient Address]
**Subject: Important Information Regarding Your Account Balance**
Dear [Patient Name],
Our records indicate that there is an outstanding balance of [Amount] on your account. This balance is for services provided on [Date(s) of Service)].
We understand that medical bills can sometimes be confusing. This amount may be due to [Briefly explain reason, e.g., deductible, co-insurance, non-covered service].
For your convenience, we offer several payment options:
* **Online:** Visit [Website Address] to pay securely online.
* **By Phone:** Call us at [Your Clinic/Hospital Phone Number] to pay with a credit or debit card.
* **By Mail:** Send a check or money order payable to [Your Clinic/Hospital Name] to [Your Clinic/Hospital Address].
We kindly request that you remit payment within [Number] days of the date of this letter.
If you have already made a payment, please disregard this notice. If you have questions about this bill, or if you need to discuss payment arrangements, please contact our billing department at [Your Clinic/Hospital Phone Number] during our business hours, [Business Hours]. We are happy to assist you.
Sincerely,
[Your Name/Billing Department]
[Your Clinic/Hospital Name]
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How to Write Letter To Patient Regarding Outstanding Balance
Subject Line: Clarity is Key
- Be direct. A subject line like “Outstanding Balance – [Patient Name] – [Date of Service]” immediately grabs attention.
- Avoid ambiguity. Steer clear of vague phrases.
- Conciseness reigns supreme. Keep it brief, typically under ten words.
Salutation: Professional Courtesies
- Address the patient formally. “Dear Mr./Ms./Dr. [Last Name]” is generally appropriate.
- If unsure of preferred pronouns, use “Dear [Full Name]”.
- Maintain a respectful tone. This sets a collaborative precedent.
Body Paragraph 1: Attentive Introduction
- Begin by acknowledging the patient’s patronage. A simple “We value your continued trust in our services” is efficacious.
- Clearly state the purpose of the letter: an outstanding balance.
- Provide the specific date(s) of service in question. This dispels potential confusion.
Body Paragraph 2: Detailing the Owed Amount
- State the exact amount due with unwavering precision.
- Itemize the charges, if possible. Clarity fosters understanding.
- Briefly allude to any previous communications regarding this balance. For instance: “This is a follow-up to our statement dated…”
Body Paragraph 3: Payment Options and Encouragement
- Outline all available payment methods: online portal, mail, phone, etc.
- Offer a payment plan, if feasible. Accommodating patients can expedite resolution.
- Include a firm but polite call to action, such as “We encourage you to remit payment within [Number] days.”
Body Paragraph 4: Contact Information and Cordiality
- Provide a dedicated phone number and email address for inquiries.
- Reiterate willingness to assist in resolving any discrepancies.
- Maintain a civil tone throughout. Patience is paramount.
Closing: Respectful Conclusion
- Use a formal closing: “Sincerely,” “Respectfully,” or “Kind Regards,” are standard.
- Include your full name and title.
- Append the name of your organization for clarity.
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Frequently Asked Questions: Outstanding Balance Letters
We understand you may have questions regarding the outstanding balance letter you received. Here are some of the most frequently asked questions to help clarify any concerns.
Why did I receive this letter?
This letter is a notification that there is an unpaid balance on your account for services previously rendered.
What should I do if I believe I’ve already paid this bill?
Please contact our billing department immediately with proof of payment, such as a cancelled check or bank statement.
What if I can’t afford to pay the full amount right now?
We offer payment plans and financial assistance programs. Please contact our billing department to discuss your options.
How can I obtain a detailed breakdown of the charges?
A detailed statement of charges can be provided upon request. Contact our billing department to request an itemized bill.
What happens if I don’t respond to this letter?
Failure to respond may result in further collection efforts, which could include referral to a collection agency.