Collection of patients’ balances is a growing challenge for healthcare practitioners, especially as high-deductible health plans are becoming more common. While a lot of practices focus more on payer reimbursements, patient responsibility now accounts for a significant portion of total revenue, making clear, effective patient statements more important than ever.

Unfortunately, a lot of patients’ statements are left unpaid not because patients are unwilling to pay, but because the statements confuse them, are incomplete or unclear. Here’s how to write patient statements that not only get noticed but actually get paid.

🧾 1. Make the Statement Clear and Easy to Read

Try to avoid complex jargon or insurance-heavy language. Patients who receive it aren’t billing experts, and they are not responsible for decoding their statement, but you are. A clear statement for the patient should include:

• The name of the provider or facility
• The date(s) of service
• A plain-language description of the services rendered
• The total charge, insurance payment, adjustments, and the exact amount the patient owes
• Due date for payment

Pro tip: Use bold text and clean formatting to highlight the balance due and due date.

📌 2. Personalized Statements

Generic or commonly used templates seem impersonal, not letting the client feel connected and also ignored. Personalize statements by:

• Using the patient’s name and account number
• Listing specific dates and services
• Including a direct phone number or contact email for billing questions
  
  

Such points make the communication feel more trustworthy and reduce frustration.

3. Incorporates a Simple, Transparent Breakdown of the Charges

Patients are often left to question their bills simply because they are not able to understand what they are exactly charged for. A simple and itemized listing shows:

• Total charge
• Insurance paid
• Adjustments/write-offs
• Patient responsibility

… helps give transparency and brings down the chances of patient disputes or delays in payment.

4. Offer Multiple Payment Options

Make payment procedures easy. The quicker and flexible your payment options are, the higher the chances of collection. Try including:

• Online payment portal links
• QR codes for mobile payment
• Phone payment options
• Mailing address for checks
• Information about payment plans (if applicable)

Pro tip: State it clearly in your statement what the payment deadlines are and any late fees for non-payment.

5. Send Statement and Follow Up On Time

Send statements to your clients promptly after insurance adjudication. Delays increase the likelihood that patients forget or deprioritize the bill. Follow up with:

• Reminder statements
• Email or SMS notifications (if consent is given)
• Friendly phone calls for past-due balances

Tools used for automation can help optimize this process while ensuring consistency.

6. Use Clean and Action-Oriented Language

Encourage using prompt action that  had clear working. Instead of saying:

“You may owe a balance after insurance processes your claim,”

say:

“You have a balance of $165 due by August 20. Please pay online or call us to arrange a payment plan.”

The more direct and specific the sentence is, the better results you’ll get.

7. Provide Contact Information for Billing Support

For billing inquiries, always provide a phone number or email address where patients can get in touch with a live person. One of the main causes of late payments is unresolved inquiries. Patients are more likely to pay on time or at least talk about their circumstances if they feel supported.

8. Monitor Statement Effectiveness

Use KPIs such as:

• Average days in accounts receivable (AR)
  
  
• Statement response rates
  
  
• Collection rates by aging bucket

Review and improve your statements on a regular basis, taking into account what works best. Results can be greatly impacted by testing various designs or messaging.

Conclusion: Better Statements = Better Cash Flow

Well-crafted patient statements are more than just billing documents—they are essential communication tools that drive revenue and build trust. By making them clear, accurate, timely, and patient-friendly, you’ll increase the likelihood of getting paid, reduce billing disputes, and enhance the overall financial health of your practice.