Insurance Benefit Reset Reminder System
A done-for-you dental practice automation built for the Insurance Coordinator, connecting Twilio, Mailchimp, and Google Sheets so the work below happens on its own.
What this automation does, step by step
Starting in early November, this automation scans every active patient's insurance benefit usage and remaining treatment needs for the calendar year and identifies anyone sitting on unused benefits or an incomplete treatment plan.
Those patients automatically receive a text and email reminder explaining that their insurance benefits reset on January 1st and any unused amount doesn't roll over, with a direct link to book before the end of the year.
Patients who don't respond to the first reminder get a second message in mid-December with the practice's remaining open appointment slots for the year.
The insurance coordinator sees exactly how many dollars in unused benefits are still on the table across the patient base, and December scheduling fills with patients using benefits they would have otherwise lost.
- Dentrix or Open Dental
- Zapier or Make.com
- Twilio (benefit reset SMS)
- Mailchimp or email (year-end reminder)
- Google Sheets (unused benefits tracker)
Using different software? We build around what you already have, so you never have to switch tools to automate.
The manual way vs. the automated way
Without automation
Left unautomated, an insurance coordinator spends hours on the parts of this job that don't require judgment: copying data, sending reminders, and tracking status by hand. Over a month, those small manual steps add up to a significant amount of lost time.
With this automation
- Win-back sequences triggered by inactivity, not guesswork
- Renewals and memberships that never lapse silently
- Referral and loyalty programs that track themselves
- Segmented campaigns built from actual purchase history
Often built alongside this one
Recall & Reactivation Campaign System
Patients who are overdue for their 6-month cleaning receive an automated outreach sequence (a text at the first overdue month, an email at two…
Before/After Content Pipeline & Review Generation System
After a successful cosmetic or restorative case, the patient is automatically sent a satisfaction survey, and those who respond positively are…
Post-Visit Loyalty Sign-Up Prompt
Guests who pay their check and aren't already loyalty program members automatically receive a text or email invitation to join right after their…
Prescription Refill Reminder & Reorder System
Every prescription filled through the practice is logged with its expected refill date based on dosing instructions, and 5 days before that date the…
Lapsed Customer Win-Back Campaign
When a previously active customer crosses 90 days without a purchase, this automation pulls their purchase history and builds a personalized…
Influencer Gifted Product Content Follow-Up
When a free product is sent to an influencer, the automation automatically sends a follow-up request for the agreed content and tag within the…