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Acknowledgements
The Council on Dental Practice Mission Statement
The ADA Practical Guide to. Dental Letters. Write, Blog and Email Your Way to Success. Table of Contents
Introduction. Using the Contents of This Book
Adapting the Contents for Different Media Platforms
Branding Your Communications
A Caveat About Emails and Faxes
Think Before You Write — or Click “Send” or “Post”
Insurance
How Insurance Plans Work
BLOG POST
Forgotten Signature on Dental Claim Form
Treatment Beyond Insurance Maximum
Treatment Beyond Insurance Maximum — CareCredit®
Patient Balance Due After Office Received Insurance Payment
Query to Insurance Company About Late Payment
Direct Reimbursement
Letter to Insurance Carrier Regarding UCR
Letter to Insurance Carrier — EOB Language for Not Dentally Necessary Services
Letter to Employer Regarding UCR
Letter to Employer — EOB Language for Not Dentally Necessary Services
Use Your Dental Benefits Before the End of the Year
Letter to Insurance Company for Nightguard and Cosmetic Approvals
Coordination of Benefits (COB)
Insurance Did Not Pay — Letter to Patient
Change of Accepted Insurance
Appeal of Claim Denial to Insurance Company — Letter from Patient
Notice of Privacy Practices: What Does it Mean?
Financial
New Payment Policy
Change in Charges
Payment Options for Extensive Treatment
Introducing Patients to CareCredit®
Cost Estimates
Delinquent Payers (1-30 Days)
Delinquent Payers (31-60 Days)
Delinquent Payers (61-90 Days)
Yearly Dental Expenditures
Office Announcements
New Office Hours
Office Relocation
New or Second Office Location
New Dental Office/Renovation
New Dentist Introduction
New Employee Announcement
Retiring Employee/New Replacement Announcement
New Partner Announcement
New Associate Announcement
Dentist Absence/Office Closed
Dentist Out on Illness/Disability
Dentist Out on Maternity/Paternity/Adoption Leave
Retirement/Recommended Replacement Announcement
Practice Closing — No Replacement
Dentist Replacement After Death
Employment
Confirmation of New Employee
Rejection of an Application
Confirmation of Termination
Dentist Cover Letter
Dental Staff Cover Letter
Sample Dentist CV
Sample Dental Staff CV
Cover Letter for Applying for a Fellowship/Community Organization
Vendors
Requesting a Safety Data Sheet (SDS)
Information and Thank You to Dental Laboratory
Dissatisfaction with Supplies and Equipment
Services Not Ordered
Business Associate Agreement (HIPAA) Letter
Referrals
Update Non-dental Referral Sources on New Techniques
Thank You to Physician for Referral
Post-visit Thank You to Patient/Referral Encouragement
Thank You to Patient for Referral
Referral to Specialist on Patient’s Behalf
Specialist Recommendation/Referral — Letter to Patient
Follow-up on Referral — Letter to Patient
Physician Consult
Welcome
Welcome Letter to an Adult Patient (1)
Welcome Letter to an Adult Patient (2)
Welcome Letter to an Adult Patient (3)
Welcome Letter to Adult for Child Patient
Welcome to Adult for Child Patient
Welcome Letter to a Child Patient
Appointments
Appointment Reminder
Appointment Confirmation
Recall Notice
Continuing Care Reminder
Continuing Care Past Due
Reactivation of a Patient
Apology for Running Late for a Patient’s Appointment
Missed Appointment
Treatment
Mid-treatment Letter for a Complicated Case
Interrupted Treatment
Consequences of Delayed Treatment
Treatment Follow-up
Follow-up for Emergency
Post-treatment (1)
Post-treatment (2)
Post-visit Letter to New Patient
Post-visit Letter to Child
Post-visit Letter to Child — Thank You from Dudley and Your Dentist
Pre-medication
Antibiotic Prescription
Patient Dismissal
Patient Education
The Importance of Regular Dental Visits
Basic Home Care
Dental Care for Babies
Your Child’s First Dental Visit
Back to School Dental Visit
Mouthguards
Sealants
Braces for Kids
Dangers of Oral Piercing
X-ray Safety
Healthy Mouth, Healthy Body
Sipping and Snacking
Dealing with Dental Anxiety
Community Water Fluoridation
Antibiotics, Dental Treatment and Your Heart: Pre-medication Guidelines
Tobacco Cessation
Elder Care
Preparing to Travel Out of the Country
You May Be on Summer Vacation, But Your Oral Health Is Not
Cosmetic Dentistry
Cosmetic Dentistry
Braces for Adults
Tooth Whitening
Veneers
An Investment in Your Smile
Dental Conditions
Bad Breath (Halitosis)
Grinding Your Teeth (Bruxism)
Temporomandibular Disorders (TMD)
Dry Mouth (Xerostomia)
Mouth and Throat Cancer
Gum (Periodontal) Disease
Sensitive Teeth
Diabetes and Your Oral Health
Stress and Your Oral Health
Cancer Treatment and Your Oral Health
Restorative Procedures
Dental Implants
Three Tooth Replacement Options
Caring for Your Dentures
Crowns
Tooth Extraction
Root Canal
New Technology
CAD/CAM Restorations
Digital X-rays
Intraoral Cameras
Cone Beam Computerized Tomography (Cone Beam CT)
Marketing/Promotional
To New Residents of the Area
School Presentation/Visit
Take Home Letter for Parents after Children’s School/Community Presentation
Required School Check-up Offer
Mobile Dental Practice Visit — Letter to Patients
Mobile Dental Practice Visit — Letter to Community Organizations
Long Term Care Facility
Environmentally Friendly Practices in Our Office
Infection Control Procedures
Cover Letter for Sending Patient Surveys
[IF SENDING AN EMAIL LINK]
[IF DIRECTING PATIENT TO YOUR WEBSITE]
[IF SENDING BY MAIL]
New Practice Website
Our Practice Website Now Has PatientSmart
Special Occasion and Personal
Congratulations — Civic or Organization Election
Personal Achievement/Award
Get Well — Illness or Surgery
Sympathy — Death in Family
Congratulations — Retirement
Happy Holidays
New Baby
Job Promotion/Transfer
Marriage
High School/College Graduation
Patient Forms
Dentist Request for Patient Records
Patient Request for Transfer of Records
School Excuse Upon Patient Authorization
Work Excuse Upon Patient Authorization
Pre-surgical Authorization/Dental Contraindications
Non-covered Services Acknowledgement Form
Patient Email Address Request
Sample Press Releases
Local Dentist Leads “Give Kids a Smile®” Day
Dentist Elected Officer of Local (State) Dental Society
Community-wide Oral Health Campaign
Local Dentist Volunteers for Mission of Mercy Event
Doctor Updates
Doctor Updates
Local Dentist Wins Award
Local Dentist Wins Fellowship
Local Dentist Completes Specialty Training
Local Dentist Earns Certificate/Degree
Sample Texts, Tweets and Facebook posts
Sample Text Messages
Sample Tweets
Sample Facebook Posts
Your Practice Website
Your Practice Website
Sample Patient Education Website Content. What Causes Periodontal Diseases?
Improving Your Smile
Dental Implants
Early Childhood Tooth Decay
The American Dental Association’s Department of Product Development and Sales and the ADA Council on Dental Practice developed this publication.
Principal contributors to this manuscript were made by Kathryn Pulkrabek, Manager/Editor, Professional Products, Department of Product Development and Sales; Carolyn B. Tatar, MBA, Senior Manager, Department of Product Development and Sales; Kate Melcher, Product Line Manager, Patient Education, Department of Product Development and Sales; Dennis McHugh, Manager, Dental Benefit Information Service, Council on Dental Benefit Programs; Pam Porembski, DDS, Senior Manager, Council on Dental Practice; Helen Ristic, PhD, Director, Scientific Information, Division of Science; Wendy Wils, JD, Deputy General Counsel, ADA Division of Legal Affairs; Jeffrey Fraum, JD, Senior Associate General Counsel, ADA Division of Legal Affairs; and Paula Tironi, JD, Associate General Counsel, ADA Division of Legal Affairs.
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Basic Home Care
Dental Care for Babies
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