Sample Letters from the Treatment Coordinator – Patient Did Not Schedule

This Treatment Coordinator resource document provides templates that are a good starting point for creating your own library of templates or using them just as they are to communicate effectively with your patients.

Sample Letters from the Treatment Coordinator

The following are examples of emails we send out the next day after presenting treatment if the patient did not schedule. The key when using these letters is it comes from a person with a name on your team. The patient wants to feel they have an advocate in your office that is looking out for them and who they can speak to. It also speaks to a few typical concerns people have that leave without scheduling: being overwhelmed with the treatment plan and the cost. This allows the patient to reach out to your office to discuss both concerns. Finally, there is a sense of urgency with this letter. It stresses the clinical need to get the treatment done sooner than later and the urgency to book the appointment soon as the office is schedule is filling up with other patients. This shows the patient they are not the only person with a dental need and they should get scheduled.

One final thought – your letter does not need to be exactly like these samples, but something that captures all of the pieces listed above would be perfect to send the next day.


Dear Patient,

It was a pleasure meeting with you and reviewing your dental needs. I know it may be a little overwhelming, but I wanted to remind you that I am here to help you with any questions or concerns you may have regarding anything associated with your treatment needs.

If your treatment is urgent, based off the meeting you had with the doctor, please remember that waiting to start your treatment is never a good idea. With our schedule filling up fast, we advise that you request an appointment today.

We are glad to offer our patients two convenient and affordable financing options to help you achieve optimal dental health, LendingClub and CareCredit. If you are interested, please click on the links below for more information.

View the complete document and print out a copy for your office below!
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