Now that we’ve entered October, it’s time to gear up and maximize your dental practice’s production by reaching out to patients with unused dental insurance benefits. October presents a golden opportunity to boost your schedule and hit your year-end goals by addressing unscheduled treatment. This is especially important as many dental insurance benefits expire at the end of the calendar year. Let’s dive into some effective strategies to help your patients make the most of their insurance benefits before they disappear!
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Why October is the Perfect Time
Many dental insurance plans run on a calendar year, meaning benefits reset in January. This makes October the ideal time to start reaching out to patients with unscheduled treatment and unused insurance benefits. If your patients don’t use their benefits by December 31, they lose them for good, which could mean missing out on hundreds of dollars of dental care.
Not all insurance plans renew in January. For example, some plans with school districts may renew in September, while large corporate plans like Boeing may renew in July. It’s essential to know when your patients’ plans renew so you can tailor your outreach accordingly. But for most practices, the end of the year presents a common deadline for many patients.
Using the Power of Your Practice Management Software
If you’ve been following me for a while, you know I’m a huge advocate for leveraging the power of your practice management software to maintain a healthy, productive schedule. Dentrix’s Treatment Manager Report is a game-changer for this. This report allows you to filter patients with unscheduled treatment and unused insurance benefits, making it easier to focus your efforts on the patients who can most benefit from outreach.
Here’s how it works: you can filter the report by patients with unscheduled treatment and sort it by available insurance benefits. For example, you can generate a list of patients who still have at least $500 worth of benefits remaining. Once you have this list, your team can start contacting these patients, making them aware of their remaining benefits and urging them to schedule necessary treatments.
Most patients are unaware of the nuances of their dental insurance. They know they’re entitled to two cleanings per year, but they’re often clueless about the remaining benefits, which could be used for more significant treatments like crowns or fillings. This is where you, as the healthcare provider, come in.
Communicating with Your Patients
No one wants to “babysit” patients regarding their insurance, but providing this added value shows your patients that you care about their oral health and finances. For example, you might say something like:
“Hi Dayna, this is Sarah from Saratoga Dental. I wanted to remind you that you still have $643 left in your dental insurance benefits. If you don’t use it by the end of the year, it’ll go to waste. Now might be a good time to schedule that treatment in the lower left we’ve talked about?”
A simple, straightforward conversation can prompt action, ensuring your patients don’t lose out on valuable benefits while also boosting your practice’s production.
Leveraging Patient Engagement Software for Campaigns
Another great tool to use in the fourth quarter is your *patient engagement software*. Whether you’re using tools like Patient Engage, Modento, Weave, or RecallMax, most platforms can help you set up campaigns that target patients with unscheduled treatment. You can send out emails or text messages, reminding patients of their unused benefits and encouraging them to schedule an appointment before the year ends.
Keep your email campaigns simple. Too much glitz or salesy language could result in your message being ignored or deleted. Instead, focus on a personal, plain-text approach that feels more like a friendly reminder than a hard sell. Think of it as a conversation at the front desk, such as:
“Hi Dayna, I wanted to let you know that you still have dental insurance benefits available that will expire at the end of the year. If you’re ready to schedule that crown we discussed, click here to book or give us a call.”
This direct, human-centered language resonates better with patients and increases the likelihood that they’ll take action.
Don’t Forget Traditional Methods
While digital communication is convenient, never underestimate the power of a phone call. Sometimes, a simple phone call can have a significant impact in filling those open spots on your schedule.
Conclusion
Incorporating these strategies into your practice’s routine can significantly improve your fourth-quarter production. By using your practice management software to run detailed reports and your patient engagement software to send targeted campaigns, you’ll be well on your way to helping your patients maximize their benefits and boosting your practice’s bottom line.
Remember, it’s not just about the money. It’s about helping your patients get the care they need and adding value to their experience. So, whether you’re scheduling calls, sending emails, or creating a strategic outreach plan, now is the time to act. Happy scheduling!
