Medical Collections Letter Template: Navigating Past Due Medical Accounts with Professionalism

[Your Practice Letterhead]
[Your Practice Name]
[Your Practice Address]
[Your Practice Phone Number]
[Your Practice Website]

[Date]

[Patient's Full Name]
[Patient's Address]
[Patient's City, State, Zip Code]

Account Number: [Patient Account Number]
Date(s) of Service: [Date(s) of Service]
Outstanding Balance: $[Amount Due]

Subject: Important Notice Regarding Your Past Due Medical Account

Dear [Patient's Full Name],

This letter is to inform you that our records indicate an outstanding balance of $[Amount Due] for medical services provided on [Date(s) of Service]. A detailed statement of these services has been previously sent to you and is also enclosed for your convenience.

We understand that managing healthcare expenses can sometimes be challenging. Our goal is to work with you to resolve this outstanding balance in a timely and mutually agreeable manner. We kindly request that you remit payment for the full outstanding balance by [New Payment Due Date].

For your convenience, we offer several payment options:
*   Online: Visit our secure patient portal at [Link to Patient Portal].
*   By Mail: Please detach the enclosed payment coupon and send your payment to [Your Practice Address].
*   By Phone: You may contact our billing department at [Billing Department Phone Number].

If you are experiencing financial hardship or believe there is an error on your statement, please do not hesitate to contact our billing department at [Billing Department Phone Number] as soon as possible. We are committed to assisting our patients and can discuss options such as payment plans or financial assistance programs that may be available to you.

[For Final Notice Letters, add the following paragraph:]
Please be advised that if we do not receive payment or hear from you to arrange a payment plan by [Final Payment Due Date], your account may be referred to a third-party collections agency, which could impact your credit. We sincerely hope to avoid this step and encourage you to contact us immediately to resolve this matter.

We value you as a patient and appreciate your prompt attention to this important matter. Thank you for your cooperation.

Sincerely,

[Your Name/Billing Department Manager]
[Your Title]
[Your Practice Name]

graph TD
    A[Patient Service Rendered] --> B{HealOS Billing Management Agent}
    B --> C{Generate & Validate Charges}
    C --> D{HealOS Patient Statements Agent}
    D --> E[Send Initial Patient Balance Letter]
    E --> F{Payment Received?}
    F -- No --> G{HealOS Payment Reminder Agent}
    G --> H[Send Payment Reminders (Automated)]
    H --> I{Payment Received After Reminders?}
    I -- No --> J{HealOS Accounts Receivable Management Agent}
    J --> K[Prioritize & Track Outstanding Balances]
    K --> L{HealOS Collections Automation Agent}
    L --> M[Initiate Automated Collections Process]
    F -- Yes --> N[Close Account & Post Payment]
    I -- Yes --> N
    M --> O[Resolve Account/Further Action]