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Medical Practice Collection Letter – Let us Discuss

May 29th 2014 at 12:04 AM

The Affordable Care Act has introduced several reforms creating a great impact in US healthcare delivery. One major change among them is the provision of affordable health insurance plans to all citizens. Not only are these plans least expensive, but they come with high deductibles and co-pays, meaning Providers will be encumbered with more patient collections. Like medical billing and collections, Providers must handle the patient collection process prudently. To make it simple and easy, they must follow stringent patient eligibility verification. Having a process of patient eligibility verification before rendering a service can limit the amount of patient outstanding, leading to reduced effort in collecting from patients.

When patients do not respond to phone calls or emails, Providers send out medical practice collection letters requesting payment. Medical claims and billing specialists must learn the nuances of writing collection letters to enhance their patient collections. A perfect and highly-effective collection letter will have the following qualities:

· Simple and Understandable: Most patients put off paying medical bills because they do not properly understand. Medical claims and billing specialists must make sure that they draft a collection letter that looks simple and easily understandable to everyone, especially patients who do not understand medical terminologies.

· Avoid Usage of Harsh Language: One of the important reasons that keep patients from paying their outstanding medical dues is the usage of harsh language in collection letters. For instance, phrases like ‘3rd and Final Attempt’, ‘Delinquent’, ‘Pay or else’, and ‘Final Warning’ highlighted in bold capitals that might also be visible through the address window on the envelope, will make the collection letter more intimidating. Only a few patients respond to such letters, while most of them get offended and abandon the thought of paying their medical bills. Therefore, it is highly essential that the Medical claims and billing specialist team also takes care of the usage proper language and tone.

· Humble Tone: Patients with low economic status will find it hard to pay high medical bills. Sending out intimidating letters to them will only aggravate the situation. In such cases, medical claims and billing specialists must draft letters with a convincing tone. For instance phrases with some empathy like, ‘We understand that you may be facing certain financial constraints. However, our continuous provision of quality care depends on the timely payment from each one of our patients’, is one of the best ways to writing a convincing collection letter.

· Different Formats of Drafting Letters: Sometimes, Providers may draft more than one letter for the same patient if they do not respond to previous reminders. The first letter should sound friendly with a gentle reminder. The second letter may contain a much formal tone. If patients do not respond even after receiving multiple letters, then the language used may be firmer.

Medical claims and billing specialists can get help from physician practice management companies like MGSI to draft perfect collection letters for their patients.

About MGSI:

MGSI is a physician practice management company, which will take care of all your medical billing and collection needs while also helping with drafting patient collection letters. With more than 20 years of experience in the healthcare space and having a national reach, MGSI has been providing exceptional medical billing and collections to its clients. To learn more details, log on to

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