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Don’t Let Your Patients Miss Out: Send an End-of-Year Dental Benefits Letter

by | Sep 7, 2023 | Dental Patient Communication

What are the Benefits of Sending Dental Appointment Reminders

Patients often forget they have dental benefits that expire. By sending an end-of-year letter, you remind them to book treatments before the year-end deadline. By doing this, you’re not just filling up your appointment calendar; you’re helping patients take advantage of what they’ve already paid for. The best part? Yapi can make this process a breeze, seamlessly integrating with your existing patient management software like Open Dental, Dentrix, and Eaglesoft.

How to Craft an Effective End-of-Year Dental Benefits Letter

Crafting this letter doesn’t have to be complicated. Let’s break it down into digestible steps, all made easier with Yapi.

Checklist for Crafting Your Letter

Subject Line

– Option 1: “Don’t Miss Out: Utilize Your Remaining Dental Benefits!”

– Option 2: “Time-Sensitive: Your Unused Dental Benefits Are Expiring Soon!”  

Key Point: Pick a subject that grabs attention. Yapi has customizable email templates to make this easy.

Opening Line

– What to Mention: The year is ending, and it’s high time to use those dental benefits. 

Key Point: Your opening sets the stage. Keep it straightforward.

Importance of Utilizing Benefits

– What to Mention: Tell them benefits are like prepaid dental care. Using them adds value to their healthcare investment. 

Key Point: The message? They’re leaving money on the table by not acting.

Highlighting Specific Treatments

– Option 1: Suggest they go for treatments like dental cleanings or dental implants.

– Option 2: Personalize. Use their dental records to suggest relevant treatments.  

Key Point: Specifics make the letter actionable. 

CTA (Call To Action)

– What to Mention: “Schedule Your Appointment Today!”  

Key Point: End with a bang. Yapi can insert a clickable link for them to immediately schedule. And since it’s tied into your systems, it’ll be contextual to their treatments and your pre-defined settings.

Privacy Statement

– What to Mention: Briefly say their information is safe and secure.  

Key Point: It’s about trust. Yapi helps you stay compliant with healthcare privacy laws.


– What to Mention: “Looking forward to seeing you soon.” 

Key Point: Wind down on a brief, positive, and expectant note.

All set? With Yapi, you don’t just send out a letter. You send a practical, targeted communication that benefits your practice and your patients.

Concepts to Keep in Mind

Understanding Dental Insurance Jargon

When communicating with patients, the terminology you use matters. Terms like “dental carrier” or “dental coverage” might sound like industry standard to you, but they can be jargon to your patients. Consider translating these terms into simple language. Instead of saying “dental carrier,” you could explain it as “the insurance company that covers your dental treatments.” Yapi can help manage the complexity of these terms by integrating them into your existing systems and helping you target your messages effectively.

Managing Unused Benefits

Many patients forget they have benefits they haven’t used. It’s a missed opportunity for both of you. Yapi’s software can help you identify these patients. When crafting your email, remind them that these are benefits they’ve already paid for, and missing out would be akin to ignoring their complete dental plan. A straightforward dental insurance plan reminder can spur them into action, ultimately helping both the patient and your practice.

Flexible Spending Accounts

The Employee Benefit Research Institute (EBRI) has recently disclosed that a staggering 40% of employees with Flexible Spending Accounts (FSAs) don’t fully exhaust their contributions. This lapse results in an average annual forfeiture between $339 and $408, simply because individuals don’t meet the spending deadline.

Incorporating this information about FSAs in your end-of-year letter can be a game-changer. Frame it as an opportunity for your patients to leverage pre-tax dollars towards essential dental services. Yapi simplifies the management of FSAs, aligning your team and your patients seamlessly. Also, consider pointing out that FSAs often extend to cover dependents, offering even more avenues for benefit utilization.

Streamlining Appointments

Efficiency is king in a busy dental practice. Let your patients know how easy it is to book an appointment with you. Explain that you use a modern and intelligent system to make the appointment process as smooth as possible. Tell them it’s not just about convenience but also about valuing their time.

Don’t forget to send appointment reminders. If you want inspiration about what to say, check out our post with the 3 Best Dental Appointment Reminders Email Samples

Tracking and Reporting

While you won’t mention this to your patients, it’s critical for your practice. Yapi’s real-time tracking capabilities can help you monitor how effective your end-of-year benefit letter has been. Are people opening your emails? Are they taking action? Understanding these metrics can guide you in future communications, ensuring that your efforts are not just well-intended but also effective.

By focusing on these elements, you’re not just providing an essential service, you’re communicating it in a way that resonates with your patients. And thanks to Yapi’s powerful integration capabilities, you can do it all efficiently and effectively.

Don’t Delay

Crafting a thoughtful and actionable end-of-year letter isn’t just about delivering exceptional patient care—it’s also about driving tangible results for your dental practice. By sending targeted, impactful letters, you can significantly increase your appointment bookings for the end of the year. This translates into improved utilization of your staff and resources, ultimately boosting your bottom line.

But it doesn’t stop there. When you help patients take full advantage of their unused benefits or Flexible Spending Accounts, you’re essentially helping them to take full advantage of their dental insurance benefit. This creates an environment of trust and value, factors that turn occasional patients into loyal ones. 

So don’t hesitate. Open up your Yapi dashboard today and start crafting a letter that not only enriches your patient’s dental health journey but also adds to your practice’s fiscal health. The right communication can make a world of difference, and with Yapi, that communication is simplified, streamlined, and effective.