Follow-up for overdue payments

Purpose

1.1. Automate and streamline follow-up communications for overdue payments, reducing manual intervention for billing staff in mental health clinics.
1.2. Automated notifications improve cash flow, patient accountability, and claim processing by sending reminders as soon as payments become overdue.
1.3. Ensure all contact attempts are logged and compliant with healthcare privacy regulations (e.g., HIPAA) through automated processes.
1.4. Automate escalation to multiple channels (SMS, email, calls, account portal) and send pre-configured notices based on the overdue status period.

Trigger Conditions

2.1. Automatedly triggered when an invoice due date passes with partial or no payment recorded in the EHR or billing system.
2.2. Triggering can be real-time (event-based) or scheduled, e.g., daily scan of outstanding invoices.
2.3. Optionally, automating triggers for specific amounts, account types, or number of reminders already sent.

Platform Variants

3.1. Twilio
• Feature/Setting: Automate SMS or automated voice reminders using "Programmable Messaging API"; configure trigger for overdue invoice event, include patient name, amount, and secure payment link sample payload.
3.2. SendGrid
• Feature/Setting: Automate overdue payment email using "Send Email v3 API"; attach PDF invoice and payment instructions with dynamic template for personalization.
3.3. Slack
• Feature/Setting: Automate internal notification to billing team using "Chat.postMessage" API when automated follow-up fails twice, sample configuration includes patient and invoice metadata.
3.4. Salesforce Health Cloud
• Feature/Setting: Automate overdue payment task creation by configuring "Process Builder" workflow to flagged overdue invoice objects.
3.5. Zoho Books
• Feature/Setting: Automate payment reminder via "Send Payment Reminder" API; use schedule or event-based automation on invoice status.
3.6. Mailgun
• Feature/Setting: Automate email reminders with "Messages API"; dynamic templates insert invoice variables in automated messages.
3.7. DocuSign
• Feature/Setting: Automate sending payment agreements for overdue clients using "Envelope API" with dynamic data fields.
3.8. QuickBooks Online
• Feature/Setting: Automate "Send Invoice Reminder" API, schedule periodic automation for overdue payments.
3.9. WhatsApp Business API
• Feature/Setting: Automated WhatsApp follow-up messages via "Send Message" API with billing details and payment request buttons.
3.10. Microsoft Teams
• Feature/Setting: Automate notifications to finance staff using "Create Channel Message" Graph API when accounts remain overdue.
3.11. Gmail API
• Feature/Setting: Automate overdue payment emails with scheduled send via "Users.messages.send" function and prewritten templates.
3.12. Stripe
• Feature/Setting: Automate customer invoice reminder emails by configuring "Billing/Invoices" webhook for overdue status, trigger "Send Reminder" API.
3.13. Pipedrive
• Feature/Setting: Automate task creation for collection follow-up using "Activities API" when custom payment fields are overdue.
3.14. Google Sheets
• Feature/Setting: Automated update to collections log using "Sheets API" when payment reminder automations are sent.
3.15. HubSpot
• Feature/Setting: Automate tickets for overdue accounts via "Workflows" to automate follow-up emails and assign tasks.
3.16. RingCentral
• Feature/Setting: Automate outbound calls using "Call Out" API for high-value overdue invoices via voice reminders.
3.17. Intercom
• Feature/Setting: Automate overdue payment messages in chat widgets using "Conversations API" and event rules.
3.18. ClickSend
• Feature/Setting: Automate multi-channel reminders (SMS, voice, email) using "Send SMS/MMS/Voice/Email" APIs per account segment.
3.19. Aircall
• Feature/Setting: Automate call tasks for billing team using "Contacts API" and overdue list integration.
3.20. Monday.com
• Feature/Setting: Autogenerate billing board items and automating due date-driven notifications using "Create Item" and "Automations" functions.
3.21. FreshBooks
• Feature/Setting: Automate reminder emails with "Send Reminder" API, schedule by overdue period configuration.

Benefits

4.1. Dramatically automates administrative workload, freeing staff resources.
4.2. Automating multi-channel approaches accelerates collections and patient response rates.
4.3. Automated escalation and logging assure audit trails, compliance, and consistent patient communication.
4.4. Automation reduces risk of human error in sensitive billing situations, protecting patient relationships.
4.5. Automated reminders improve clinic cashflow and financial predictability.