Automated outstanding balance notifications

Purpose

1.1. Automate reminders to patients with outstanding balances, enabling staff to focus on patient care instead of manual follow-ups.
1.2. Automates communication via preferred channels (SMS, email, phone, letter) escalating if ignored.
1.3. Ensures timely payments, reduced DSO (days sales outstanding), and improved cash flow by automating the full notification cycle.
1.4. Automates compliance with payment collection protocols, logs interactions for audit, and integrates with EHR and accounting systems.

Trigger Conditions

2.1. Patient’s account shows overdue balance after preset days post-service.
2.2. Scheduled recurring checks on account status.
2.3. Payment promise date missed triggers automated escalations.
2.4. Manual flag in PMS/EHR to initiate notification automation.

Platform Variants

3.1. Twilio
• Feature: Automate SMS via Programmable Messaging.
• Sample: Automate sending “Outstanding balance” template to patient’s phone when days overdue >30.
3.2. SendGrid
• Feature: Automate transactional emails using SMTP/API.
• Sample: Configures email trigger for invoice reminders when new unpaid balance detected.
3.3. RingCentral
• Feature: Automate phone calls with Voice API.
• Sample: Places a reminder call when email/SMS unacknowledged after 7 days.
3.4. Salesforce
• Feature: Automates workflow using Process Builder/Flow to generate task and notify patient.
• Sample: Automator triggers workflow in response to Balance_Overdue flag in patient object.
3.5. HubSpot
• Feature: Automates sequence emails for overdue payments using Workflow.
• Sample: Automation triggers personalized email chain based on invoice aging.
3.6. Zoho CRM
• Feature: Automate email and SMS via Deluge scripts triggered on overdue invoice field change.
• Sample: Deluge logic sends SMS and logs outreach in CRM timeline.
3.7. Mailgun
• Feature: Automate email notifications via the messages API.
• Sample: Sends detailed PDF invoice attachment for each automated notice.
3.8. DocuSign
• Feature: Automate statement sign-offs with Automated Envelope API.
• Sample: Sends automated consent form for payment plan when overdue exceeds x days.
3.9. Xero
• Feature: Automate invoice reminders using the Xero API.
• Sample: Automation triggers “reminder” when unpaid invoice status is detected in Xero.
3.10. QuickBooks Online
• Feature: Automates debt collection notification using the Accountant API.
• Sample: Notification sent via automation for all accounts aged >60 days.
3.11. Stripe
• Feature: Automate invoice webhooks to “payment_failed” event.
• Sample: Sends SMS and email via automation on payment failure event.
3.12. FreshBooks
• Feature: Automate overdue invoice notifications via API.
• Sample: Automating overdue email and PDF statement dispatch.
3.13. Pipedrive
• Feature: Use Automations to notify account manager and send reminders.
• Sample: Triggers email to patient and activities to collections when overdue.
3.14. Microsoft Teams
• Feature: Automate message post via Webhooks.
• Sample: Posts to finance channel when payment overdue automation starts.
3.15. Slack
• Feature: Uses Slack API or Workflow Builder to automate alerts.
• Sample: Automated DM to admin when patient/participant triggers notification sequence.
3.16. Intercom
• Feature: Automated Messenger campaigns for billing reminders.
• Sample: Automates chat message when overdue detected.
3.17. Zapier
• Feature: Automates cross-platform tasks for notifications between apps.
• Sample: Triggers workflow from EHR to email/SMS service when overdue detected.
3.18. Google Workspace
• Feature: Automate email using Gmail API or Apps Script.
• Sample: Automated Gmail reminders for overdue patients.
3.19. Clio Manage
• Feature: Automate client billing reminders using workflow rules.
• Sample: Sends balance reminder when unpaid invoice status remains.
3.20. EHR/EMR Platforms (OpenDental, Dentrix)
• Feature: Automates financial task lists and triggers notification to patients.
• Sample: Runs custom automation script to notify and log communication in chart.

Benefits

4.1. Reduces administrative workload through advanced automation.
4.2. Automates routine outreach, minimizing risk of uncollected payments.
4.3. Increases payment rates and consistency with scheduled, multi-channel automations.
4.4. Enhances patient experience by automatedly personalizing communications.
4.5. Ensures comprehensive audit trail for all automated communications and patient responses.