Billing Statement Delivery Email Template & Workflow for Outlook
Deliver a medical billing statement with payment options and financial assistance information. Copy this ready-to-use Outlook email template, or use it as a reusable Toggles workflow with variables, recipients, attachments, and team sharing.
Free to try. No automatic sending - review every draft before sending.
Copy/paste template
Copy the billing statement delivery email template
Use this once as a regular Outlook template, or launch the full Toggles workflow when you send it repeatedly.
What this template helps you avoid
Common email risks
- Missing required details
- Rewriting the same email manually
- Inconsistent wording across a team
- Forgetting attachments, links, recipients, or preparation notes
Fields your team can fill in
To
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Cc
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Bcc
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Subject
Billing Statement — patient_first_name
billing-statement
Hi patient_first_name,
Please find your billing statement attached. This reflects your patient responsibility after any applicable insurance payments and adjustments.
STATEMENT SUMMARY
• Statement Date: statement_date
• Amount Due: $amount_due
• Payment Due Date: due_date
The attached statement provides a detailed breakdown of services rendered, charges, any insurance payments applied, and any adjustments. Please review it carefully and contact our billing office if anything is unclear or appears incorrect.
HOW TO PAY
• Online: payment_portal_url (secure, 24/7)
• Phone: me::phone (billing office hours are Monday–Friday, 8 AM to 5 PM)
• Mail: Check payable to our practice — address is listed on the attached statement
FINANCIAL ASSISTANCE
• payment_plan_note
• If you are experiencing financial hardship, please ask about our charity care program when you call — we are committed to ensuring access to care for all patients regardless of financial circumstances
INSURANCE QUESTIONS
If you believe your insurance should have covered a portion of this balance that it did not, please contact your insurance company directly with the Explanation of Benefits (EOB) they should have sent you. Our billing team is also available to assist.
Thank you for trusting us with your care. Call me::phone with any billing questions.
Workflow context
When to use this workflow
Use this workflow when delivering a patient billing statement with payment options, amount due, due date, and financial assistance notes.
What this replaces
This replaces manually writing billing emails, copying payment links, and checking whether the correct billing statement is attached.
Why teams standardize this email
Billing emails can be sensitive and confusing. A standard workflow helps healthcare teams communicate payment details clearly while including support options and keeping the draft reviewable.
What Toggles adds beyond a normal Outlook template
Toggles inserts the workflow directly in Outlook, prompts for variables, prepares operational details, and keeps the draft editable before sending.
- Inserts the billing statement delivery email in Outlook
- Prompts for patient name, statement date, amount due, due date, payment portal URL, payment plan note, and phone number
- Adds a patient-specific billing subject line
- Can require the patient billing statement attachment
- Keeps the email editable before sending
FAQ
Does Toggles process patient payments?
No. Toggles prepares the email and can include a payment portal link. Payment happens through your billing system.
Can a billing statement attachment be required?
Yes. This workflow can require the patient billing statement before sending.
Can financial assistance language be included?
Yes. The workflow includes a payment plan note and the draft can be edited for approved assistance language.