151 SECOND BILLING If payment is not received by the next billing day for that patient, the day of the following month when all patients whose last names begin with the same letter as the patient are billed, i.e., if the patient’s name is Mr. Hill, the next billing day for him would be the second Wednesday of the following month, which is the day that all patients with the last name beginning with the letter “H” are billed. However, don’t send a second billing within 14 days of the first billing. If the alphabetical billing date is within 14 days of the patient’s first billing, place a note in the alphabetical file reminding your self not to send the second billing until the next month. SEND ANOTHER COPY OF THE PATIENT’S ACCOUNT STATEMENT WITH A COLLECTION LABEL AFFIXED Affix the following collection label (PGF221) so that it does not show on the outside of the envelope, but is obvious when the envelope is opened: “We feel this balance is an oversight on your part. Thank you for sending payment today.” Place a reminder notice that you have billed the patient for (whatever amount) in the Alphabetical file under the letter of the alphabet that matches the first letter of the patient’s last name (i.e., Smith would go under the alphabet letter “S”). Make sure your statement format includes a very clear and precise “balance due” amount. THIRD BILLING If payment is not received by the second alphabetical billing day, send another copy of the patient’s account statement with the following collection label (PGF231) affixed so that it does not show on the outside of the envelope, but is obvious when the envelope is opened: “As previously requested, please let us hear from you regarding this account. We are preparing an in-house audit and your account must be paid within 10 days of this notice.”
Place a reminder notice that you have billed the patient for (whatever amount) in the Alphabetical file under the letter of the alphabet that matches the first letter of the patient’s last name (i.e., Smith would go under the alphabet letter “S”). Make sure your statement format includes a very clear and precise “balance due” amount.
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