Navigating the transition from an in-network to an out-of-network provider can be a sensitive process. Clear and empathetic communication is key to retaining patients and maintaining trust. A well-crafted letter explaining the change, its potential impact on their insurance coverage, and your continued commitment to their dental health is essential.
This article provides 15 sample letters you can adapt to your specific situation. Remember to personalize each letter to best suit your patient demographic and practice policies. Transparency regarding potential cost changes and options for maximizing their insurance benefits will demonstrate your dedication to their well-being.
Dentist Going Out of Network: Patient Letter Samples
Sample Letter 1: General Announcement
[Date]
[Patient Name]
[Patient Address]
Dear [Patient Name],
I am writing to inform you of an important change regarding our practice’s relationship with [Insurance Company Name]. As of [Date], we will no longer be participating as an in-network provider with [Insurance Company Name].
This decision was made after careful consideration, allowing us to maintain the highest standards of care and invest in the latest technology for your benefit. While we will no longer be in-network, we will still gladly file claims with your insurance company on your behalf.
We understand this change may raise questions, and we are here to help you understand how it might affect your coverage and out-of-pocket expenses. Please do not hesitate to contact our office at [Phone Number] to discuss your individual situation.
Thank you for your continued trust and confidence in our practice.
Sincerely,
[Dentist Name]
Sample Letter 2: Emphasis on Quality of Care
[Date]
[Patient Name]
[Patient Address]
Dear [Patient Name],
I am writing to let you know about a change in our practice. Effective [Date], we will be transitioning out of network with [Insurance Company Name].
This decision was not made lightly. In order to continue providing you with the highest quality dental care and utilize the most advanced techniques and materials, we have chosen to become an out-of-network provider. This allows us to focus solely on your individual needs and treatment plan, without the limitations imposed by insurance companies.
We will continue to file claims on your behalf, and we will provide you with all the necessary documentation to maximize your reimbursement. We encourage you to contact your insurance company to understand your out-of-network benefits. Please feel free to call our office at [Phone Number] if you have any questions or concerns.
Thank you for being a valued patient. We appreciate your understanding.
Sincerely,
[Dentist Name]
Sample Letter 3: Offering Payment Options
[Date]
[Patient Name]
[Patient Address]
Dear [Patient Name],
I am writing to inform you that our practice will be transitioning out-of-network with [Insurance Company Name] effective [Date].
This allows us to continue providing you with the personalized, high-quality care you deserve. We understand that this change may affect your out-of-pocket costs, and we are committed to making your dental care as affordable as possible.
We offer a variety of payment options, including [List Payment Options: e.g., payment plans, CareCredit, etc.]. We will also continue to file claims with your insurance company on your behalf. We encourage you to contact your insurance provider to understand your out-of-network benefits.
Please contact our office at [Phone Number] to discuss your specific situation and payment options. We value your continued trust in our practice.
Sincerely,
[Dentist Name]
Sample Letter 4: Specific Insurance Company Transition
[Date]
[Patient Name]
[Patient Address]
Dear [Patient Name],
This letter is to inform you that [Practice Name] will no longer be an in-network provider with [Insurance Company Name] as of [Date].
This decision allows us to maintain our commitment to providing the best possible dental care with advanced technology and personalized attention. While we are no longer in-network with [Insurance Company Name], we will still gladly submit claims on your behalf. Your reimbursement will depend on your specific plan’s out-of-network benefits.
We encourage you to contact [Insurance Company Name] directly to understand your out-of-network coverage. Our team is also available to answer any questions you may have. Please call us at [Phone Number].
We value you as a patient and look forward to continuing to provide you with exceptional dental care.
Sincerely,
[Dentist Name]
Sample Letter 5: Highlighting Benefits of the Practice
[Date]
[Patient Name]
[Patient Address]
Dear [Patient Name],
We are writing to inform you of a change at [Practice Name]. Beginning [Date], we will be operating as an out-of-network provider with [Insurance Company Name].
This change allows us to continue offering you the benefits you’ve come to expect from our practice, including: [List 2-3 key benefits: e.g., advanced technology, personalized care, experienced team]. We believe this decision will allow us to provide you with even better dental care in the long run.
We understand you may have questions about how this change will affect your insurance coverage. We will continue to file claims on your behalf and provide you with the necessary documentation to maximize your reimbursement. Please contact our office at [Phone Number] with any questions.
Thank you for your continued loyalty to our practice.
Sincerely,
[Dentist Name]
Sample Letter 6: Offering a Discount or Special Offer
[Date]
[Patient Name]
[Patient Address]
Dear [Patient Name],
We are writing to inform you that we will be transitioning out of network with [Insurance Company Name] effective [Date].
This decision was made to ensure we can continue to provide the highest quality of care and invest in the latest dental technologies. We understand this may impact your out-of-pocket expenses.
To help ease this transition, we are offering a [Percentage]% discount on all services for our valued patients like you for the next [Number] months. We will also continue to file claims with your insurance company on your behalf.
Please call our office at [Phone Number] to schedule your next appointment or to discuss any questions you may have.
Sincerely,
[Dentist Name]
Sample Letter 7: Focusing on Long-Term Patient Relationships
[Date]
[Patient Name]
[Patient Address]
Dear [Patient Name],
We are writing to inform you of an important change at our practice. As of [Date], we will no longer be in-network with [Insurance Company Name].
Our priority has always been, and will continue to be, providing you with the best possible dental care. This decision allows us to maintain the high standards we set for ourselves and to ensure we can focus on your individual needs. We value the long-term relationships we build with our patients.
We understand you may have questions, and we are happy to help you navigate this change. We will continue to file claims on your behalf, and we encourage you to contact your insurance company to understand your out-of-network benefits. Please feel free to call our office at [Phone Number] with any concerns.
Thank you for your understanding and continued trust.
Sincerely,
[Dentist Name]
Sample Letter 8: Addressing Potential Cost Concerns Directly
[Date]
[Patient Name]
[Patient Address]
Dear [Patient Name],
I am writing to inform you that our office will be transitioning to an out-of-network provider with [Insurance Company Name], effective [Date].
We understand that this change may raise concerns about the cost of your dental care. We want to assure you that we are committed to transparency and will provide you with a detailed treatment plan and estimate of costs before any procedures are performed. We will also continue to file claims with your insurance company on your behalf so you can receive any reimbursement you are entitled to.
We encourage you to contact your insurance provider to understand your out-of-network coverage. Please contact our office at [Phone Number] to discuss payment options or schedule a consultation to review your treatment plan. We value your continued patronage.
Sincerely,
[Dentist Name]
Sample Letter 9: Offering a Consultation to Discuss the Change
[Date]
[Patient Name]
[Patient Address]
Dear [Patient Name],
We are writing to inform you that [Practice Name] will no longer be in-network with [Insurance Company Name] effective [Date].
This decision allows us to maintain our high standards of care and invest in the latest dental technologies. We understand that this change may affect your out-of-pocket expenses.
We would like to offer you a complimentary consultation to discuss how this change may affect your individual insurance coverage and to answer any questions you may have. Please call our office at [Phone Number] to schedule your consultation. We value your relationship with our practice.
Sincerely,
[Dentist Name]
Sample Letter 10: Short and to the Point
[Date]
[Patient Name]
[Patient Address]
Dear [Patient Name],
Please be advised that [Practice Name] will be out-of-network with [Insurance Company Name] as of [Date].
We will still file claims for you. Contact your insurer for out-of-network benefits. Call us at [Phone Number] with questions.
Sincerely,
[Dentist Name]
Sample Letter 11: Offering Assistance with Insurance Paperwork
[Date]
[Patient Name]
[Patient Address]
Dear [Patient Name],
We are writing to inform you that effective [Date], our practice will no longer be in-network with [Insurance Company Name].
This decision allows us to continue providing the highest quality dental care using the latest technologies and techniques. We understand this change may impact your insurance coverage.
Our team is happy to assist you with any insurance paperwork or questions you may have. We will file claims on your behalf and provide you with all the necessary documentation. Please call us at [Phone Number] to discuss this further.
Thank you for choosing us for your dental care.
Sincerely,
[Dentist Name]
Sample Letter 12: Emphasizing Continuity of Care
[Date]
[Patient Name]
[Patient Address]
Dear [Patient Name],
I am writing to inform you of an upcoming change at [Practice Name]. Effective [Date], we will be transitioning out of network with [Insurance Company Name].
Please be assured that our commitment to providing you with exceptional dental care remains our top priority. This change will allow us to continue offering personalized treatment plans and utilizing the most advanced techniques. We value your trust in our practice and look forward to continuing to serve your dental needs.
We will continue to file claims on your behalf. Please contact your insurance company to understand your out-of-network benefits. Call our office at [Phone Number] with any questions.
Sincerely,
[Dentist Name]
Sample Letter 13: Proactive Explanation of Reimbursement Process
[Date]
[Patient Name]
[Patient Address]
Dear [Patient Name],
This letter is to let you know that as of [Date], our office will no longer be an in-network provider with [Insurance Company Name].
Even though we are out-of-network, we will still file your insurance claims for you. Your insurance company will then reimburse you directly, based on your plan’s out-of-network coverage. The reimbursement amount will vary depending on your specific plan. We can provide you with the necessary documentation to submit to your insurance company.
Please contact your insurance company to understand your out-of-network benefits. If you have any questions, please don’t hesitate to contact our office at [Phone Number].
Sincerely,
[Dentist Name]
Sample Letter 14: Highlighting Staff Expertise
[Date]
[Patient Name]
[Patient Address]
Dear [Patient Name],
We are writing to inform you that [Practice Name] will be transitioning out of network with [Insurance Company Name] effective [Date].
This decision was made to ensure that our experienced and dedicated team can continue to provide you with the exceptional, personalized dental care you deserve. We are committed to staying at the forefront of dental advancements and technology.
Our knowledgeable staff is available to assist you in understanding your insurance benefits and navigating the out-of-network claim process. We will file claims on your behalf. Please feel free to contact us at [Phone Number] with any questions.
We appreciate your continued trust in our practice.
Sincerely,
[Dentist Name]
Sample Letter 15: Focus on Building Value & Avoiding Insurance Limitations
[Date]
[Patient Name]
[Patient Address]
Dear [Patient Name],
Effective [Date], [Practice Name] will no longer be participating as an in-network provider with [Insurance Company Name].
This allows us to prioritize your individual needs and provide truly personalized, comprehensive care without the limitations often imposed by insurance companies. We believe in building lasting value in your dental health. We will continue to file claims for you.
We are here to help you understand your coverage and maximize your benefits. Please contact our office at [Phone Number] to discuss any questions or concerns you may have.
Sincerely,
[Dentist Name]
Conclusion
Communicating a change in network status requires careful consideration. Using these sample letters as a starting point, tailor your message to reflect your practice’s values and patient relationships. Offering assistance with insurance claims, payment options, and transparent communication will help maintain patient loyalty during this transition. Remember to consult with legal counsel to ensure your letters comply with all applicable regulations.
