Implementing an effective follow-up strategy can significantly impact case acceptance rates for patients who have initially shown hesitancy towards treatment.
Here are three approaches to enhance your strategy:
- Highlight the Value of Treatment: In some cases, patients may have reservations about pursuing treatment, possibly due to concerns about costs or anticipated discomfort. This follow-up presents a valuable opportunity to rebuild trust and emphasize the significance of the recommended treatment. Take the time to revisit their case and thoroughly discuss your findings, related to the initial presentation. Often, hearing the information a second time can help the patient recognize the true value of the proposed treatment.
- Express Genuine Concern: You’ve already invested time in presenting your findings and explaining the potential repercussions of delaying treatment. Extend that same level of care in your follow-up by expressing your genuine concerns for their well-being. Articulate that by postponing treatment, they might experience heightened discomfort or potentially face a more complex and costly intervention in the future.
- Go the Extra Mile: Ensure the patient understands that you are deeply committed to their health. If phone contact proves challenging, consider sending a personalized letter, signed either by the Doctor or the treatment care coordinator that presented the treatment. While emails are commonplace, a physical letter bearing your heartfelt concerns can leave a lasting impression. It is a clear call to action, urging the patient to reach out promptly and schedule their treatment. Alternatively, sending a patient education video via email can provide a visual representation of the recommended treatment. These educational resources can be a powerful tool in reaffirming the importance of their oral health.
Below are a few sample letters. These are intended to be customized to fit your practice. Make it personal. Patients want to feel like an individual, not a number.
Sample Letter #1:
Hello [patient name],
It was truly a pleasure to meet with you and discuss your dental needs. I understand that this process can feel a bit overwhelming, but I want to reassure you that I’m here to address any questions or concerns that may be holding you back from starting treatment.
In cases like this where urgency is a factor, as determined during your consultation with the Doctor, it’s crucial not to delay the start of your treatment. Given the high demand for appointments in our office, I want to ensure you get a spot reserved on our schedule.
To help offset the financial costs of treatment, we are pleased to provide our patients with convenient and affordable financing options, [Sunbit, Proceed Finance, and Care Credit]. If this option suits your needs, I encourage you to explore the links provided below for additional details or call me directly at [office phone number] and I will be happy to walk you through the process.
Please know that you can reach me at any time, either by email or phone. Your well-being is our top priority, and we’re here to assist you every step of the way.
I look forward to hearing from you soon.
[Treatment Coordinator Name]
[Title] [Treatment Coordinator Email Address]
[Practice Name]
[Practice Phone Number]
[insert links to your website; specifically where the patient can request an appointment AND review/apply for financing options]
Sample Letter #2:
Hello [patient name],
[Insert Doctor Name] was reviewing your chart and has noted that your previously diagnosed treatment remains incomplete. Your dental health is extremely important to us, therefore, we strongly advise you to schedule an appointment as soon as possible. We understand how quickly life can get in the way of dental appointments and want to ensure we have a spot reserved specifically for you.
It’s important to be aware that certain dental conditions can progress swiftly, leading to more discomfort and costly treatment.
To help offset the financial costs of treatment, we are pleased to provide our patients with convenient and affordable financing options, [Sunbit, Proceed Finance, and Care Credit]. If this option suits your needs, I encourage you to explore the links provided below for additional details or call me directly at [office phone number] and I will be happy to walk you through the process.
Please know that you can reach me at any time, either by email or phone. Your well-being is our top priority, and we’re here to assist you every step of the way.
I look forward to hearing from you soon.
[Treatment Coordinator Name]
[Title]
[Practice Name]
[Practice Phone Number]
[Treatment Coordinator Email Address]
[insert links to your website; specifically where the patient can request an appointment AND review/apply for financing options]
