Using Additional Modules, Products, and Services > Additional Modules > Using the Zuelke Financial Module > Using the Setup Menu

Installing Zuelke Letters

Use the Zuelke Letters to communicate with patients regarding policy changes and collect balances on past due accounts.

• You must edit some of these letters prior to using them in your practice; others must be edited after they are posted to each patient.

To install the Zuelke Letters:

1. From the Setup menu, select Install Zuelke Letters. When the installation finishes, the Zuelke Letter Installation window notifies you that the installation is complete.

2. Click OK.

3. From the main OrthoTrac menu bar, select Functions > Word Processing > Letter Setup. The Letter Setup window is displayed.

4. Verify that the following letters are present in the Letter Setup window:

5. ZM Z Chronic Late #1

   Send this letter to responsible parties who pay regularly and in the correct amount, but who are chronically late with payments.  Do not send this letter while the account is delinquent.  It is best to send this letter immediately after receiving a late payment.

6. ZM Z Chronic Late #2

   Send this letter if there is no response after sending the Chronic Late #1 letter and the next payment is 10 days late.

7. ZM Z Chronic Late #3

   Send this letter when the responsible party has repeatedly failed to make payments on time or in an appropriate amount.

8. ZM Late Charge

   Send this letter to respond to questions patients have about your practice's late fee policy.

9. ZM Letter #1

   Send this letter to the responsible parties for accounts with balances that are between 5 and 20 days past due.

10. ZM Letter #2

    Send this letter to the responsible parties for accounts with balances that are between 20 and 30 days past due, or 8 to 12 days after sending ZM Letter #1.

11. ZM Letter #3

    Send this letter to responsible parties for accounts with balances that are between 30 and 60 days past due, or 8 to 12 days after sending ZM Letter #2.

12. ZM Letter #4

    Send this letter to responsible parties for accounts with balances that are more than 60 days past due, or 8 to 12 days after sending ZM Letter #3.

13. ZM Letter #5

    Send this letter in a separate envelope on the same day that you send ZM Letter #4.

14. ZM Letter #6

    Send this letter 8 to 12 days after sending ZM Letter #4 and ZM Letter #5 to place a patient in maintenance. Send this letter by Certified mail, and keep a copy that has been signed by the doctor.

15. ZM Letter #7

    Send this letter two weeks after sending ZM Letter #6 to encourage the responsible party for the account to call you.

    • This is not a legal requirement.

16. ZM Letter #8

    Send this letter 30 days after ZM Letter #6 to dismiss a patient from treatment. Send this letter by Certified mail, and keep a copy that has been signed by the doctor. Send an additional copy by regular mail the same day.

17. ZM Out of Tx #1

    Send this letter 8 to 12 days after ZM Letters #4 and #5 when the patient is not in active treatment.  

18. ZM Out of Tx #2

    Send this letter five days after sending ZM Out of Tx #1. Send this letter by Certified mail, and keep a copy that has been signed by the doctor.

19. ZM Out of Tx #3

    Send this letter ten days after ZM Out of Tx #2 to dismiss the patient from the practice. Send this letter by Certified mail, and keep a copy that has been signed by the doctor. Send an additional copy by regular mail the same day.

20. ZM Part Pay #1

    Send this letter when a patient or responsible party sends a partial payment and telephone collection has proved unsuccessful.

21. ZM Part Pay #2

    Send this letter when a patient or responsible party sends an additional partial payment or when a patient in maintenance sends a partial payment.  

22. ZM Policy Change

    Send this letter when you are making changes in office policy.  

5. Click Close.

Related Topics

Using the Setup Menu

Setting Up Contract Types in the Zuelke Financial Module

Setting Up the Zuelke Monitor

Setting Up Paid In Full Adjustment Types

Setting Up Status

Removing Promises