End-of-year health benefits: How to help patients maximize their insurance before January
Learn how to help your patients maximize their year-end health benefits while boosting your practice’s revenue through strategic communication and scheduling.
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At a Glance
- Healthcare practices can help patients maximize their year-end insurance benefits by proactively communicating about services that may expire on December 31.
- Multiple communication strategies, including targeted emails, text messages, in-office education, and personal phone outreach, can effectively remind patients to schedule needed care and use their remaining coverage.
- By implementing an end-of-year plan that includes strategies like bundling services and tracking patient benefits, practices can simultaneously support patient health and generate additional revenue.
As the end of the year approaches, healthcare providers have an important opportunity to help patients maximize their insurance benefits before they expire.
By proactively communicating with patients and educating them about their coverage, your practice can help patients maximize their insurance while generating a healthy revenue stream. Read on to learn how to help patients make the most of their end-of-year health benefits.
Understanding end-of-year health benefits
Many health insurance plans operate on a calendar year basis, with benefits resetting on January 1. This means patients may lose unused benefits if they don't use them by December 31.
Key points to understand:
- Deductibles often reset annually, so patients who have met their deductible can save money by scheduling care before year-end.
- Flexible Spending Account (FSA) funds may expire, while Health Savings Account (HSA) funds typically roll over. Using these funds can reduce patients’ taxable income and save them money.
- Annual coverage limits on certain services may reset in the new year.
- Some plans have "use it or lose it" benefits that don't carry over.
Communicating with patients
Proactive, personalized communication is key to helping patients take advantage of their remaining benefits. Consider the following strategies.
1. Send email campaigns
Send targeted emails to patients reminding them to schedule appointments and use their benefits.
“Send targeted emails to patients reminding them to schedule appointments and use their benefits.”
Sample email template to remind patients about their expiring health benefits
Subject: Don't Let Your 2024 Health Benefits Expire
Dear [Patient Name],
As we approach the end of the year, we want to remind you to take full advantage of your remaining 2024 health insurance benefits before they expire on December 31.
Many patients have already met their annual deductible, meaning your out-of-pocket costs may be lower for care received before the end of the year. Additionally, you may have unused FSA funds or annual coverage limits that will reset in January.
We recommend scheduling any outstanding preventive care, follow-ups, or procedures you've been considering. Our office has limited remaining availability, so please call [Phone Number] or book online [Link] as soon as possible to secure your appointment.
Don't miss this opportunity to prioritize your health while maximizing your benefits.
Sincerely,
[Provider/Practice Name]
Year-end email to remind patients about scheduling their wellness exam
Subject: Schedule Your Wellness Exam Before Your Benefits Reset
Dear [Patient Name],
As we approach the end of 2024, we want to remind you about the importance of your annual wellness exam. This preventive care visit is often fully covered by insurance and is a great opportunity to discuss your health with your provider.
We can:
- Address any health concerns you've been experiencing
- Update vaccinations and screenings
- Review and refill prescriptions
Annual exams are typically 100% covered. Don't let this valuable benefit go to waste. Call [Phone Number] or click here [Scheduling Link] to book your appointment before December 31.
Here's to your continued good health,
[Provider/Practice Name]
Email template reminding patients about expiring FSA funds
Subject: Use Your FSA/HSA Funds Before They Expire
Hello [Patient Name],
Did you know that your Flexible Spending Account (FSA) funds may expire at the end of the year? Unlike Health Savings Accounts (HSAs), FSA funds often don't roll over to the next year.
- Ways to use your remaining FSA/HSA funds:
- Schedule medical, dental, or vision appointments
- Purchase eligible over-the-counter medications
- Upgrade your eyeglasses or contact lenses
- Buy qualified medical equipment or supplies
We have appointments available to help you use these funds for your healthcare needs. Book now: [Scheduling Link] or call [Phone Number].
Best regards,
[Practice Name]
2. Send brief text messages
Send brief SMS reminders to patients about expiring benefits.
“Send brief SMS reminders to patients about expiring benefits.”
Sample text message to inform patients about their end-of-year health benefits
[Practice Name] Reminder: Your 2024 health insurance benefits expire 12/31. Schedule care now to use remaining coverage. Call [Phone] or book online: [Link]
Sample text message reminding patients to book their wellness exams
[Patient Name], don't forget your annual wellness exam. It's covered by most plans. Book now: [Link] or call [Phone]. [Practice Name]
Sending text messages encouraging patients to book can help keep them engaged and adherent. This in turn leads them to being more likely to:
- Show up to appointments
- Take prescribed treatments
- Follow medical advice when they feel their health professionals care about them and are invested in their health
Don’t lose business due to missed calls and voicemails. Capture every patient interaction seamlessly with Tebra’s patient messaging solutions to keep your schedule full and your patients engaged.
3. In-office education
Use posters, brochures, and TV displays in waiting areas to remind patients about year-end benefits. Office staff are often too busy to specifically address education, especially in a busy practice. The more that educational information is put out there, the better the chances of it being well-received.
It’s common for patients not to understand their insurance and requirements completely, so patient education initiatives — such as informative workshops, newsletters, and digital resources — are important to educate patients about the various services covered under their insurance plans.
Also take care to train front desk staff to discuss patients’ benefits when scheduling appointments so this education becomes the practice-wide norm.
4. Phone outreach
Staff can personally call patients who are due for care or have unused benefits to schedule appointments. This approach is particularly effective for older patients who might not have access to email or text messages.
5. Reminders about commonly overlooked services
Remind patients about these services that may be covered by expiring benefits:
- Annual physical/wellness exam
- Dental cleanings and exams
- Vision exams and new glasses/contacts
- Immunizations (flu shot, etc.)
- Prescription refills
- Specialist consultations
- Diagnostic tests and screenings
- Mental health visits
- Physical therapy sessions
- Durable medical equipment
6. Bundling services
If possible, try to schedule multiple services in a single visit to maximize benefits and minimize copays. Patients prefer to have as much addressed as possible to avoid extra copays and transport to offices. For example, patients could combine their annual physical with any needed screenings or vaccinations.
“If possible, try to schedule multiple services in a single visit to maximize benefits and minimize copays.”
Many insurance plans cover preventive services at 100%. Preventative medicine is best, since it's easier to prevent conditions rather than treating ones that pop up. Combining preventive service with other needed care, such as the services below, can be cost-effective:
- Schedule an annual physical along with any due cancer screenings (e.g., mammogram, colonoscopy)
- Combine well-child visits with required immunizations
- Add vision and hearing screenings to routine check-ups
While bundling services can be beneficial, keep in mind:
- Patient comfort and ability to handle multiple appointments in one day
- Coordination between different healthcare providers
- Insurance limitations on same-day services
- Potential impact on quality of care if too many services are compressed into a single visit
By strategically bundling services, patients can maximize their insurance benefits, reduce out-of-pocket costs, and potentially improve care coordination.
Implementing an end-of-year plan
To effectively help patients maximize benefits, consider these practice-wide strategies:
- Analyze patient data to identify those with unused benefits or who are due for care.
- Create a communication calendar with staggered outreach via email, text, and phone.
- Offer extended hours or weekend appointments in December to accommodate increased demand.
- Train all staff on insurance basics and how to discuss benefits with patients.
- Partner with specialists for expedited referrals to use remaining benefits.
- Implement a system to track and follow up on scheduled appointments.
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