Patient balance notifications and payment reminders

Purpose

1.1. Systematically notify patients of outstanding balances and send scheduled or event-triggered payment reminders to optimize revenue collection for allergy and immunology medical practices.
1.2. Automate notification workflows via SMS, email, phone, or portal to improve payment rates, reduce staff workload, and lower billing cycle time.
1.3. Integrate with EHR/PM/billing systems for real-time balance detection and multichannel outreach, with tracking and escalation logic if unpaid.
1.4. Address compliance, patient experience, and workflow efficiency with clear, timely, and traceable patient communications.

Trigger Conditions

2.1. New balance exceeding threshold is posted to patient account in EMR or PM system.
2.2. Defined time elapsed since invoice date without payment (e.g., 7, 15, 30 days).
2.3. Patient appointment completed with residual balance due.
2.4. Failed autopayment or returned check detected.
2.5. Manual flag by billing staff for notification workflow.
2.6. Policy-based triggers – e.g., reminders for high-deductible plans, recurring balances, or payment plans.

Platform Variants

3.1. Twilio (SMS/Voice API)
• Feature/Setting: Programmable Messaging/Voice – Use API to send balance due alerts and voice calls; sample: POST /Messages or /Calls
3.2. SendGrid
• Feature/Setting: Mail Send API – Send personalized email reminders using dynamic templates and tracking; sample: POST /mail/send
3.3. Stripe
• Feature/Setting: Invoices API – Auto-send payment reminders and schedule follow-up notifications; sample: POST /v1/invoices/{id}/send
3.4. Salesforce Health Cloud
• Feature/Setting: Automation Rules/Flow Builder – Trigger patient reminders on outstanding balance fields; configure “Send Email Alert” action
3.5. Athenahealth
• Feature/Setting: Clinicals API & Patient Communications – Webhook on patient balance; trigger SMS or email from patient engagement module
3.6. DocuSign
• Feature/Setting: eSignature API – Deliver payment agreements for overdue accounts; configure “Envelope Creation” and automated reminders
3.7. Google Workspace (Gmail/Calendar)
• Feature/Setting: Apps Script Event-Based Triggers – Auto-email reminder based on Google Sheets with balances
3.8. Microsoft Power Automate
• Feature/Setting: Scheduled Flows with Outlook/Teams – Automate multi-channel reminders based on SharePoint/Excel data
3.9. RingCentral
• Feature/Setting: SMS & Voice API – Send batch patient payment reminder campaigns by phone or SMS; POST /restapi/v1.0/account/~/extension/~/sms
3.10. Zoho CRM
• Feature/Setting: Workflow Rules & Email Notifications – Alert patients linked to overdue invoice records
3.11. Mailgun
• Feature/Setting: Messages API – Send transactional email notifications with merge tags for balance details
3.12. Slack
• Feature/Setting: Incoming Webhooks – Alert internal billing teams of failed reminders or at-risk accounts
3.13. HubSpot
• Feature/Setting: Workflow Automation – Trigger patient follow-up based on custom property “Outstanding Balance”
3.14. Interfax
• Feature/Setting: Fax API – Send balance notifications to patients lacking SMS/email consent
3.15. Practice Fusion
• Feature/Setting: Patient Messaging Integration – Schedule balance notifications via secure portal
3.16. Kareo
• Feature/Setting: Automated Statements Module – Enable recurring statement dispatch to overdue accounts
3.17. Medisoft
• Feature/Setting: Statement Manager – Generate and auto-send reminders based on AR aging
3.18. QuickBooks Online
• Feature/Setting: Invoice Reminders – Auto-email overdue notifications through scheduled invoice reminders
3.19. ActiveCampaign
• Feature/Setting: Automation Builder – Send targeted reminders based on patient tags/custom fields
3.20. Zapier
• Feature/Setting: Multi-App Automation – Chain triggers between EHR, billing, SMS, and email for comprehensive notification flows
3.21. CallFire
• Feature/Setting: Voice Broadcast – Deliver automated voice payment reminders to patient lists
3.22. Yosi Health
• Feature/Setting: Patient Engagement Automation – Send balance and payment reminders via SMS/email, track patient responses
3.23. Freshdesk
• Feature/Setting: Ticket Automations – Generate tickets/alerts when reminders fail or balances remain outstanding

Benefits

4.1. Accelerates collections and reduces days in accounts receivable.
4.2. Lowers manual workload for billing staff and reduces human error.
4.3. Enhances patient awareness and payment experience with personalized, multi-channel communication.
4.4. Improves compliance through audit trails and documentation of communications.
4.5. Reduces need for costly paper statements and minimizes phone call volume.