January Deductible Reset: Your Best POS Collection Script
January marks a critical time for healthcare practices as patient deductibles reset to zero, creating a surge in out-of-pocket expenses that catch many off guard. This challenge requires a strategic approach to point-of-service collections that balances financial necessity with patient relationships. Leading revenue cycle experts share proven scripts and techniques to improve collection rates while maintaining positive patient experiences during this high-stakes period.
Move Collections Upstream with Advance Notice
We took away the collection conversation from the front desk and worked it into a proactive, pre-arrival workflow. This helps to avoid sticker shock and normalizes the conversation about money. A few days before the appointment an automated text or email is sent out with a straightforward educational script:
Hi [Patient Name], a quick reminder as we start the new year: most insurance deductibles have reset. If you don't want to incur sticker shock, please take a moment to verify the details of your plan. We have estimated your responsibility for your upcoming visit is [Amount]. Please call us if you have any questions. This helps to turn the front-desk conversation about taking payment into a simple matter of confirming payment. All of the other person has to do is to greet the patient. "Welcome, [Patient Name]. Were you able to look at the information we sent you? Great. How would you like to handle your portion of [Amount] today?" It turns what could be an adversarial moment into a no-surprise transaction, which is trust building for us.
Use Preclaim Hold for Exact Capture
To make billing smooth, an authorization can be placed for up to $X today. This is not a final charge and allows only the exact insurer-approved amount to be captured after the claim. If the final patient share is lower, the unused portion of the hold is released. If it is higher, a quick call will be made before any change.
A receipt showing the authorization and terms will be provided. This prevents multiple checkouts and surprises. May an authorization for up to $X be placed now?
Reward Same-Day Pay with Prompt Discount
Paying today qualifies for a prompt‑pay discount on eligible patient balances. This discount is offered because same‑day payment lowers billing costs and saves time. The adjustment applies only where allowed by your plan and state rules. It does not change what the insurer pays or requires.
The exact discount will be shown on the receipt before the payment is run. This is a simple way to save while closing the visit. Would you like to use the prompt‑pay discount today?
State Today’s Share and Ask Now
According to your plan benefits, the estimated patient portion due today is $X. January often resets deductibles, so today’s amount applies to that reset. Paying now keeps the visit on track and avoids a later balance. The claim will still process with your insurer, and any change will be reflected after adjudication.
If the plan reduces the amount, the difference will be refunded or removed. Taking care of it now keeps things simple and clear. Would you like to take care of the $X today?
Provide No-Interest Plans and HSA Options
Payment can be made with an HSA card, a credit card, or a simple payment plan. Many patients prefer a short plan in January because deductibles restart. A plan can split the balance into smaller monthly steps with no interest. Dates and amounts are clear before the first draft.
There are no hidden fees and no hard credit checks. This helps fit care costs into a monthly budget. Which option works best today?
Keep Tokenized Card on File Safely
To make January easier, a card can be kept on file with bank‑level security. The card is stored as a token, not the full number. It is only used after the insurer processes the claim and the explanation of benefits shows the patient amount. A notice is sent at least a day before any charge is made.
The card can be changed or removed at any time. This avoids mailed statements and late fees. Would you like to place a card on file for January?