Outstanding Balance Payment Reminder Sequence
A done-for-you healthcare automation built for the Billing Coordinator, connecting Twilio, Mailchimp, and Stripe so the work below happens on its own.
What this automation does, step by step
Once a patient's account carries an outstanding balance past the insurance adjustment period, this automation automatically enrolls them in a payment reminder sequence: a friendly email statement with a direct online payment link at 15 days past due, a text reminder at 30 days, and a final notice at 45 days before the account is flagged for the billing coordinator's manual review.
Every payment made through the link automatically updates the balance and removes the patient from the sequence, so no one keeps getting reminded after they've already paid.
Balances that remain unpaid past 60 days are automatically compiled into a weekly aging report for the billing coordinator.
Practices running this typically collect a meaningfully higher share of outstanding balances without adding a single hour of manual billing follow-up calls.
- Practice management software
- Zapier or Make.com
- Payment processor (e.g., Stripe or a patient payment portal)
- Mailchimp (statement emails)
- Twilio (payment reminder texts)
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
The manual version of this puts the entire workload on a billing coordinator, who has to juggle phone calls, emails, and spreadsheets just to keep things moving. It rarely feels urgent in the moment, but it adds up fast.
With this automation
- Invoices generated the moment a job or milestone completes
- Polite, escalating payment reminders that run on schedule
- Failed payment recovery for subscriptions and memberships
- Expense, commission, and reconciliation work handled automatically
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