Sample letter for changing billing procedures

Welcome, visitor! Recently, we have noticed an unusual number of canceled and returned deliveries from Shoe Tree because employees are placing unapproved orders. To solve this problem, we have instructed our salespeople to accept orders only from you or Brad Freshwater. Thanks for your cooperation with this new procedure. We think it will speed the ordering process for everyone involved. Savory Chicken is one of our most valued customers and we want to make our service to you as reliable as possible.

Now that you have expanded to 42 stores in the metropolitan area it is easy for us to confuse orders. When your South Main store got the catsup ordered by the North Main store last Monday, we decided it was time to change our ordering procedure. We are instituting a plan to avoid misdirected orders using purchase codes. Each Savory Chicken store is being assigned its own code.

The code for the Blanton St. Please use this code when placing an order. We have participated in the HEAP program for 12 years as a courtesy to our customers. The new federal energy assistance guidelines, unfortunately, make the program too cumbersome for us to administer it effectively.

If you do not have access to the Internet, try our new automated phone system. Call with your account number handy. The entire process of order trucks, drivers, and insurance now takes about 10 minutes in most cases. You may still fax your requests tobut our on-line staff is being reduced and our previous number will change over to our new system on June 1.

Home Categories About. Example 1 Example 2 Example 3 Example 4. If you wish to add anyone else to the list of authorized purchasers, please let me know. Appleby: Savory Chicken is one of our most valued customers and we want to make our service to you as reliable as possible.

Thank you for helping us to serve you better. We regret any inconvenience this may cause.This is to bring to your notice that Effective March 1st the company will be changing its policy with regards to the late comers. If employees come on time, we could reach our quota for the day, or may even exceed it. As a part of our rules and regulations, everybody is required to abide by this new policy. The office computer and internet is only for the use of work related to XYZ Ltd.

No employee shall use internet for personal usage. An analysis of internet records shows that our employees have been using our internet connection for unofficial and rather personal usage. Large amount of data have been consumed for personal usage of the employees which had resulted in reduced speed of overall data connectivity.

We are sad to inform that some instances of unusually unprofessionalism have been market amongst employees using internet connections for their personal usage. There have been instances of employees using internet for their personal downloads, playing online games, social networking, etc. Internet usage for the above mentioned activities or any such activity for entertainment which has nothing to do with the productivity of XYZ Ltd.

Even during waiting hours of work you are not permitted to use office internet for any personal usage. Last month, our internet had almost exhausted its speed data limits due to highly unofficial usage by our employees. Our new policy states that any employee found to be violating the aforementioned warning shall be liable to answer the director and shall be charged from his salary for the same.

We have installed software for the blockage and detection of unofficial internet usage. The supervisor shall be notified if any one of the employee tries to infringe this policy. Please cooperate in making the new policy effective and do not give us a chance to question your professionalism in front of others. Related Content Sample letter to announce the anniversary of your business Sample letter to announce someone to an organization or the Sample letter to announce a holiday - as business management Sample letter to announce a special meeting Sample letter to announce a routine meeting Sample letter to announce joining of a new partner Sample letter to announce a new business, store, or branch o Sample letter to announce a referral program for employees t Sample letter to announce new job opening in the company Sample letter to announce the changes in an existing policy Sample letter to announce a business or professional contact Sample letter to announce a bad news to employees Sample letter to announce closing of an office or store to e Sample letter to announce actions to be taken during a strik Sample letter to announce an employee's achievement.Altering your company's billing procedures can affect how you do business with scores of customers.

You can't simply change scheduled invoice dates, raise payment amounts or otherwise revise your terms without giving your customers advance notice. Otherwise, you face the prospect of calls, complaints, loss of revenue and negative comments. Craft the letter you send your customers so it provides complete answers to the "who, what, when and where" of your new policies. Formal announcements of procedural changes should open with clear statements of the source of the information, the population it affects and the nature of the change.

To accomplish this objective, use your company letterhead so the recipient immediately knows your identity.

If you set up your message in word processing software as a mail merge project, you can incorporate a customized salutation into each letter to avoid the dreaded "Dear Valued Customer" introduction that depersonalizes any message. Reaffirm your appreciation for the recipient's business and spell out the policy basics in a brief first paragraph. For example, you can announce "Because we value you as a customer, we're contacting you to inform you of an upcoming change in our billing procedures that affects your account with us.

After you introduce the overall subject of your communication, get to the point in the next paragraph. Explain -- as succinctly as possible -- the change that's coming and how the new rules differ from the old. Customers want to know exactly how your policies affect them. If you fail to provide a clear, logical explanation that answers all the obvious questions it raises, your phone will begin ringing shortly after your letters arrive in the recipients' mailboxes.

To assure that you've addressed all the necessary details, ask friends, colleagues or other outsiders to read your letter in its prototype stages and refine your message in light of any questions they raise. Delineate exactly when the changes take effect. If customers must begin using a new payment address effective with a specific month's billing cycle, tell them "Beginning with your [month and year] payment, please send your check to [address].

Before you close your letter, make it clear in a firm but friendly way that your changes don't represent optional terms. Customers must realize that they can't opt out of your procedures, except by closing their accounts, and that continuing to do business with you past the date of the change confirms that they accept and agree to abide by your new rules.

Provide your name and contact information, even if it all appears as part of your letterhead, and emphasize that you welcome customers' calls if they have questions or comments. Elizabeth Mott has been a writer since Mott has extensive experience writing advertising copy for everything from kitchen appliances and financial services to education and tourism.

Share It.Welcome, visitor! Effective May 1, you can call extension for your medical insurance renewal changes.

sample letter for changing billing procedures

We will enter any changes directly into the system and within 2 days we will mail your insured a revised or amended renewal declaration and an invoice. Such efficient, fast service is a primary concern to both of us, and this direct access will reduce the time for processing these changes. If you have concerns about how this procedure will work, call me at Effective May 20, all shipments by Surety, Inc. This new procedure will continue through the end of August, at which time we will revert to our normal shipping guidelines.

We, not our customers, will bear this additional cost as part of our ongoing efforts to ensure customer satisfaction.

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This express shipping procedure should allow us to process the backlog of orders generated by the increased media exposure with regard to the Midland situation. If you have questions about arrival dates on your orders, continue to deal directly with your normal contacts. We work hard to provide our customers with the latest fashions at the most reasonable prices. In the past, we have offered flexibility in our return policy.

However, these policies have been revised to accommodate the changing times. Cash refunds require a cash register receipt and all clothing tags must be intact and attached to the garments. Clothing must be returned within 30 days to be eligible for a cash refund. Refunds after 30 days will be made in the form of merchandise exchange only. For an exchange, a receipt is not required; however, you will only be credited for the current price of the item.

In fact, health issues are the reasons for our implementing new policies and procedures in the gym for our members. We have recently learned that minor infections related to gym conditions are being spread. In order to prevent the spread of infection through perspiration, the following precautionary measures should be taken:.

Work out clothes should cover the entire back and front of the torso.

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In order to ensure continued success and preserve our clean safety record, we are adopting a new policy for our newest clients.

In the past, only sitters were required to submit references. We will now require families wishing to use our services to submit at least two references, one of which must be an employer or former employer. This will help to ensure the safety of the sitters as well as the children and their families.

We hope you understand the necessity of this new policy.

Payment Request Letter

We feel that it will contribute to high quality service in a safe environment. Please submit your references in the enclosed envelope and return it as soon as possible.Policy change letters are difficult to write because the change usually does not favor the client or employee, even if it is necessary.

sample letter for changing billing procedures

Policy-change letters, like any letters conveying negative news, require careful preparation and consideration. If you write the letter carefully, it can explain the rationale for the change and still retain the goodwill of the clients or employees.

Use your company letterhead. Because this letter is a legal notification of a policy change, it should look official and formal.

sample letter for changing billing procedures

Type the recipient's name, organization, and address. If this letter is a mass mailing to all employees or all clients, you may either omit the name and address or use the mail merge feature in your word-processing program to automatically insert the name and address for each letter. Skip another line space. Type "Dear Mr. Name " followed by a colon. If this is a mass letter, use a generic salutation such as "Dear Valued Customer" or "Dear Employee" instead.

Begin the letter by explaining the problem that led to the policy change. Use any facts or statistics that will help convince the recipient. Always discuss the problem first in a negative message — if the recipient understands the problem, she will be more likely to accept your solution.

Explain the policy change in specific, clear language. Explain when the new policy will take effect, the consequences of not following the policy, and any details that the employee or client will need to carry out the change.

Thank the client or employee for her time and cooperation. Provide contact information for her to use if she has any questions about the policy. Type "Sincerely," and skip three line spaces.

Type your full name and title. Sign your name above your typed name. Make a copy of the letter for your records, and provide another copy for your legal department.

Mail the original letters. If the policy change is important or results from a change in a law, send the letters by certified mail so that you will have a record of when each recipient received their letter. Keep the letter brief and polite. Do not over-explain negative news, which could create unintended loopholes in the policy change. Natalie Smith is a technical writing professor specializing in medical writing localization and food writing.

Her work has been published in technical journals, on several prominent cooking and nutrition websites, as well as books and conference proceedings.A series of templated letters has been prepared to assist you in appealing these claims with your local payers.

You may choose a letter based on the nature of the denial you are experiencing, and if it exactly describes the inappropriate denial simply complete the blanks with the names of the payer in question, and submit your appeal. You might also consider referencing pertinent historical and current issues in your state, for instance you might not be experiencing similar denials with other local, private, or governmental payers.

What is a billing system?

These sample letter templates provide guidance for communicating with a payer provided that appropriate patient health information release requirements have been satisfied pursuant to state and federal law. Historically, it has been helpful to copy your state insurance commissioner and your state representatives on these appeal letters. However, sending a copy of the letter to anyone other than the patient e.

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The American College of Emergency Physicians does not provide legal advice and so does not warrant or assume any legal liability or responsibility for the accuracy, completeness, or usefulness of this information and recommends consulting legal counsel experienced in this area of the law.

Templated Letters for Appealing Denied Claims. Assignment of Benefits Denial Sample Letter. Concurrent Care Denials Sample Letter. Incorrect Coding Audits Sample Letter. Terms of Use Privacy Policy.Sample Letters. It also serves as a rebuttal as to why you believe that they should cover the procedure or charges. The important thing is to make sure that the letter contains factual information and is writing in a firm tone.

While it is important to be pleasant, an appeal letter needs to be strong and let the insurance company know that you mean business. They need to know that you have no intention of backing down regarding the matter at hand.

There are a few things that an appeal letter for medical claims needs to include. Things like the policy number are helpful to allow them to quickly access the account.

They may also need any group numbers or a claim number that has been assigned to the case.

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Be sure to reiterate their reason for denying the claim. If you believe this was a mistake, state the correct information that may make all the difference in whether the claim will be approved or denied. It is not uncommon for a coding error to have taken place.

For instance, the insurance company may have you down as receiving one prescription medication when actually it was another one. If you need to go out of network to get the services you need, explain yourself well and attach any documentation necessary. The whole purpose of the letter is to ask for reconsideration. See samples below for more information on a typical appeal letter for medical claims.

It is my understanding based on your notification of refusal of services dated DATE, that this procedure has been denied because: A colonoscopy will not be approved more than once in a twelve month period without the presence of cancerous or precancerous cells.

Currently Dr. Jonas believes that I will considerably benefit from a second colonoscopy.

What is a billing system?

Please see the enclosed letter from Dr. Jonas that discusses my medical history in more detail. I believe that you did not have all the necessary information at the time of your initial review. I have also included with this letter, a follow up letter from Dr. Jonas is a specialist in Columbus, Ohio and he is one of the top ranking individuals in his field.

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His letter discusses the procedure that is needed in more detail. Also included are my medical records, explaining why this additional procedure is necessary. Based on the current information, I am requesting that your company reconsider allowing this procedure and cover my colonoscopy as Dr.

Jonas outlines in his letter. The treatment is scheduled to take place on DATE, pending your approval.


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