Writing an Impactful Patient Letter

I want to share with you a specific strategy that has proven to be remarkably effective in my 40 years of practice in increasing patient acceptance: crafting impactful patient letters. It’s important you follow these exact steps.

(Don’t take my word for it, listen to what this patient said) 

 The Impact of Patient Letters:

• Personal Connection: A well-crafted letter can help to establish a personal connection with your patients, making them more likely to return for care and to refer others.
• Transparency: The patient letter clearly explains the diagnosis and treatment options. Patients are often overwhelmed with a fear of the unknown. The letter removes the confusion and allows the patient to step backstage to see what really happens.
• Data-Driven Decision Making: The patient can clearly evaluate the treatment options in the comfort of their home and share the information with trusted loved ones. There is less confusion, and the patient will often find a trusted ally to help in the decision-making process. Case acceptance will increase.
  
  

Key Components of an Effective Patient Letter:

• Welcome: A warm introduction to make the patient feel valued.
• Chief Complaint: A review of why the patient presented to your office.
• Medical and Dental History: A discussion of the patient’s previous relevant treatment.
• Examination: A report of findings of the patient’s examination in plane English, including the oral, extraoral, periodontal, dental, esthetic, occlusal and radiographic examination.
• Diagnosis: A clear and concise explanation of the dental problems and issues.
• Treatment Options: A presentation of the various treatment options (solutions to their problems) with an explanation of the different costs, risks and benefits of pursing treatment as well as not pursing treatment.
• Treatment Plan: If possible, a detailed description of the treatment plan or plans. The treatment plan will include the sequence of procedures, the timeline and the costs. 
• Options: If a treatment plan is not decided, we often give the patient a series of possibilities with an explanation of the benefits and costs.
• Follow-Up: Information on next steps and future appointments.
• Closure: A pleasant way of ending the letter giving the patient the option to call or email you directly with any questions or concerns.

Patient Letter Template

Dear [Patient's Name],

Welcome to [Your Practice's Name]. Thank you for choosing us for your dental care. Following our initial visit on [insert date], we'd like to summarize the key findings and our recommendations for your treatment.

Medical History Overview:

• Medical Diagnosis: [insert medical diagnosis]
• Medications: [list medications]
• Allergies: [list allergies]
• Blood Pressure: [insert blood pressure]
• Pulse: [insert pulse]

Oral Examination Findings: 

[Note any pathology, if applicable. If none, state 'No pathology detected.']

Occlusal Examination Summary:

[Discuss occlusal aspects including wear, bruxism, muscle spasms, tenderness, and TMJ concerns]

Dental Examination Summary:

• Caries: [describe any detected caries]
• Broken Teeth: [list and describe any broken teeth]
• Missing Teeth: [detail any missing teeth and their impact]
• Endodontic Concerns: [discuss any endodontic issues observed]
• Bony Pathology: [describe any bony pathology related to the teeth]

Periodontal Examination Results:

[Detail periodontal findings such as bone loss, inflammation, calcareous deposits, suppuration, and any other relevant factors]

Diagnoses Based on Findings:

1.  Periodontal Diagnosis: [insert details]
2. Caries Diagnosis: [insert details]
3. Medical Concerns: [insert details]
4. Bone Analysis for Implants: [insert details]
5. Occlusal Concerns: [insert details]
6. Esthetic Considerations: [insert details]

Proposed Treatment Options:

[Discuss various treatment options, including costs, risks, and benefits. Aim to educate the patient to enable informed decision-making.]

Follow-Up Appointments and Treatment Plan:

[Outline the treatment plan with bullet points, including treatments and timelines. For instance, if an infected tooth extraction is needed, explain the waiting period for healing before considering an implant.]

Closing Remarks: Please feel free to reach out with any questions or concerns. I'm providing you with my contact card, which includes my phone number and personal email for direct communication.

Best regards,

[Your Name]

Next Steps:

• Customize the template to fit the unique needs of your practice.
• Measure the impact through key performance indicators (KPIs) like patient acceptance rate, online patient reviews and direct referrals.

Was this helpful? I send out weekly newsletters just like this with tactical advice that will help you not only expand your practice but also make a greater impact in the lives of your patients. 

Until next time,
Michael Sonick