10 Strategies for Navigating Patient Cancellations and No-Shows in Dental Practices

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reply to: Late Arrivals, No-Shows? Effective Strategies for NPs
If you’ve been in practice for any length of time, whether as a practice owner or employee, you know firsthand how disruptive and annoying missed and late appointments can be.Your schedule is turned upside down, patient flow and workflow are disrupted, and the practice revenue goes down.While unpleasant and annoying, missed and late appointments will continue if you deal with people. They are a fact of life for practice owners.Does that mean you can’t do anything about it?No, of course not!However, to effectively manage these problems, you need a unified approach of clear policies, proactive and open communication, and a good dose of patient education.So here are strategies to help you address these (never-ending) challenges in your practice.Establish Clear Policies
Start by setting clear expectations about missed appointments and late arrivals. Patients must understand your policies upfront to avoid confusion later.

Include the policies in the paperwork new patients sign when getting established with your office. Effective policies should address and include the following:
Define Missed Appointments and Late Arrivals:
Clearly state what constitutes a no-show and how late a patient can be before their appointment is rescheduled or canceled.
Assign Consequences:
Explain the fees you will charge for missed appointments or late arrivals and list the amounts. For example, “Patients arriving more than 15 minutes late may need to reschedule, and missed appointments without 24-hour notice will incur a $50 fee.” Ensure your policies do not violate state or federal laws or violate your contracts with insurers.
Clearly Communicate Your Policies:
Explain your policies when patients first establish with your office. Ask them to initial policies, i.e., no-shows or late arrivals policies, to indicate they have read and understand them. Additionally, remind patients of your policies when sending text or phoning appointment reminders. Also, list your policies on your practice website and post them in your waiting area next to the front desk.
You could say:
“We value your time and ours. Please notify us at least 24 hours in advance if you need to cancel or reschedule your appointment; failure to do so will result in a $50 no-show fee.”Implement an Appointment Reminder System
Frequently, patients miss appointments simply because they forget. But if you have a reliable reminder system in place, it can significantly reduce no-shows and late arrivals.

Best Practices for Reminder Systems:
Send Multiple Reminders: Today, most offices use a combination of methods, such as email, SMS, and phone calls. For example, my dentist will send me multiple text reminders 48 hours and 24 hours before the appointment, asking me to respond. If I don’t respond, I will receive a phone call from the office. While some patients are annoyed by all the reminders (I am one of them), they help cut down on no-shows.
Include Key Details: Be sure to include the date, time, and location for the upcoming appointment. Also, remind patients to bring any necessary paperwork, insurance documents, or other items essential to the appointment.
Allow Easy Rescheduling: For automated reminders, include a link or phone number so patients can reschedule or cancel easily.
Your message might say: “Hi [Patient’s Name], this is a reminder of your appointment with [Practice Name] on [Date] at [Time]. We look forward to seeing you on [Day]. In case you need to reschedule, please call us at [Phone Number] or click here [link].”Monitor and Track Missed Appointments
Keep detailed records of all missed appointments, regardless of the reason. Use the data to identify patterns, address recurring issues, and uncover areas in your practice for improvement to discourage no-shows and late arrivals.

How to Track Effectively:
Use your Electronic Health Record (EHR) system to document no-shows and late arrivals.
Review your data regularly. At least monthly, analyze it to identify frequent offenders and/or trends.
Talk to patients who frequently miss appointments and find out why. Perhaps they need help getting to appointments, have difficulty getting time off from work, or feel anxious about coming in. Determine if you can offer them any help, but also let them know what potential consequences they could face if they continue to miss appointments or come in late.
Example: A patient keeps missing appointments due to transportation issues. You could offer telehealth services and/or identify and recommend local transportation resources to the patient.Address Late Arrivals Strategically
Often, late arrivals throw off your schedule. And as annoying as it can be, these situations must be handled diplomatically. Patients may be late for various reasons, and not all may be under their control.

Tips for Managing Late Arrivals:
Set a Grace Period:
Allow a 10–15-minute grace period before rescheduling the appointment.
Adjust Your Schedule:
If possible, build “buffer time” into your schedule, allowing a set amount of time between appointments. This will benefit you in multiple ways, allowing you to run over, make calls between appointments, catch up on paperwork, and allow for late arrivals.
Educate Patients:
Remind patients how important it is to be on time for their appointments. Reiterate that you reserve a block of time for them and that it would be unfair to cut someone else’s time short because they were late.
You might say: “We understand things can come up at the last minute, but when you’re late for your appointment, you short-change yourself and other patients, too. In the future, we ask that you arrive on time, or better yet, a few minutes early so that we can provide you with the best care.”Be Proactive with Chronic Offenders
Almost every practice has them… Patients who repeatedly miss appointments or arrive late despite reminders. What do you do?

Here are some suggestions…How to Handle Chronic Offenders:
Schedule at Low-Demand Times:
If possible, schedule them during less busy hours or at the end of the day to minimize disruption if they’re late or no-show.
Require Prepayment:
Consider asking for a deposit when booking an appointment that reserves their slot. The deposit is refunded or applied toward any balance when the patient returns for the appointment.
Talk to them: If a patient is chronically late or misses appointments, talk to them about their behavior and explore potential solutions. While these discussions may be brushed aside when done by front desk staff, they are often much more successful when handled by the provider.
For example, you could open the discussion: “We’ve noticed you’ve missed several appointments. Is there a specific reason? What can we do to find a solution that works for both of us?”Focus on Patient Education
Educating patients about the impact missed appointments and late arrivals have on them, other patients, and your practice can change their behavior. Some people may not understand that when they’re late, everyone else may get pushed back.

Some patients feel that since providers are always late, why can’t they? Most don’t realize you may be late because an earlier patient was upset about losing a loved one. Or, a patient fainted in the exam room, and you had to deal with it, regardless of whether the appointment went over the allotted time. Once people realize what can happen during a routine appointment, they tend to be more respectful of your time.Key Points to Communicate:
How missed appointments affect everyone’s care, theirs, and other patients.
The value of their time, yours, and your team’s time.
The importance of being on time for appointments to maintain a smooth and efficient workflow.
Example Educational Message: “When appointments are missed or delayed, it impacts the care we provide to you and others. Please help us continue providing quality care by keeping your appointments or notifying us if you need to reschedule.”This is a reminder you may want to post in the waiting area close to the front desk, where it’s easy to see.Offer Flexibility When Possible
Sometimes, patients have legitimate reasons for being late or missing appointments. Offering flexibility in these cases can build trust and loyalty.

How to show flexibility:
Provide telehealth appointments for those unable to come in person.
Allow a one-time waiver of missed appointment fees for first-time offenders or when due to extenuating circumstances.
Offer extended hours for patients with tight schedules.
Example: A patient stuck in traffic calls to say they’ll be late. You could shift a follow-up visit to accommodate them without disrupting your workflow.Educate and Train Your Staff
Ultimately, reducing no-shows and late arrivals requires a team effort.

Train Your Front Desk Staff:
Train your staff so they know how to enforce policies consistently and professionally. Your front desk staff may need special training to use effective, diplomatic, and respectful language in carrying out practice policies.
In cooperation with your staff, develop scripts they can use to talk to patients and enforce policies when necessary.
Regularly review and update your policies to reflect your practice’s needs.
Example: Conduct regular staff training sessions addressing no-shows and late arrivals. Because confronting patients is uncomfortable and stressful for most, incorporate roleplaying difficult conversations to prepare staff adequately.In Summary…
Unfortunately, no-shows and late arrivals come with the territory in most practices.Don’t let it get to you; take a deep breath!While part of the solution is outside your control, you can take proactive steps to reduce the behavior.Start by implementing the strategies we discussed. See how patients respond and fine-tune your approach. Stay alert and take immediate steps to deal with repeat offenders.Handling missed appointments and late arrivals effectively can streamline your practice, benefit patient care, and improve your bottom line.Combining clear policies, proactive communication, and patient education not only fosters a more respectful and efficient practice environment but also reduces disruptions. Why not start implementing some of the strategies today and see the difference they make in your office?What’s your experience with no-shows and late arrivals? But more importantly, what have you done about it?Please share your experience so all of us can learn from it; just leave your comment below

Great insights on managing no-shows and late arrivals! I’ve seen practices implement similar strategies with success, particularly clear policies and reminder systems. One approach that worked for a clinic I know was using automated SMS reminders with a reply option for patients to confirm or reschedule, cutting no-shows by about 20%. They also offered telehealth for chronic offenders, which helped with transportation issues.My question for you: Have you found any specific reminder method (e.g., SMS vs. email) to be most effective in your practice? Also, how do you balance enforcing fees with maintaining patient goodwill?

comment as a massage therpist to : Proven Best Practices for Event Staff No-Shows
Timely Alerts:Send shift confirmations and reminders multiple times via multiple channels to reduce no-shows. The best practice is to send reminders 3 days, 1 day, and a few hours before the shift via SMS, email, and push notifications.A study confirms that digital nudges 24 hours or 1 hour before shifts can cut down on no-show rates by 20 to 30 per cent.Use Auto Replacement ToolsThe best way to cope with no shows is to use a tool that provides you with replacement options in real-time.Track Attendance Patterns:Review attendance logs to spot reliable team members and flag recurring absentees.Post-Event Review:Document observations such as late arrivals, staff replacements, and operational gaps.Distribute Shift Information:Provide precise job descriptions, site maps, and timely reminders to maintain transparency and reduce absenteeism.Why Senegal Software Excels in Real-Time Replacement
Senegal Software provides you with robust, centralized control over your entire scheduling workflow.The platform alters the process of managing staff and replacements within a single, purpose-built interface.
Configures multi-day shift plans and utilises automated employee allocation to minimise scheduling conflicts.
Dispatches invitations instantly and monitors real-time updates, all in one place.
Leverage historical attendance data to inform staffing decisions moving forward.
Initiate replacement procedures for no-shows only after a confirmed check-in is registered via GPS-enabled check-ins.
With Senegal Software, replace event staff within five minutes! Schedule a free demo today to learn more.Live Shift Replacement Workflow
Issue Detected: Bartender X fails to check in for the scheduled shift.
Automated Notification: The system immediately notifies Y, a designated backup nearby.
Rapid Acceptance: Y confirms and accepts the assignment via a one-tap interface.
Admin Confirmation: Administrator receives a real-time update of Y’s assignment and verifies her GPS location.
Operational Continuity: Shift coverage transitions swiftly, ensuring uninterrupted service.
Why Does This Approach Work?
Let’s break it down from a technical standpoint:Clients remain insulated from staffing fluctuations, so there’s minimal risk of workflow interruption.
The team operates in a stable environment. They’re not reactive, which means fewer errors and more consistent output.
Reliable staff feel recognised and trusted. That increases morale and reduces turnover.
Resource allocation becomes more efficient, and productivity metrics experience a measurable increase.
With data-driven insights, planning becomes proactive.
Bottom Line
No-shows are inevitable, but they don’t need to derail your events. With staffing software and real-time management tools, you can replace event staff on the fly and keep schedules intact. Senegal Software equips you with the necessary resources to ensure easy transitions, so even unexpected no-shows won’t compromise workflow.Looking for an All-in-One Solution to Manage Event Staff Efficiently?
From intelligent scheduling to automated alerts, Senegal Software has the tools you need to manage temp event staff effortlessly.FAQsWhat proportion of no-shows is typical?No-shows range from 4% to 10% every day, with unscheduled roles experiencing higher no-show rates.How effective are digital reminders in reducing no-shows?Digital reminders are effective in reducing no-shows by 20-30%.How quickly can a shift get covered?With current real-time software, you can expect confirmations in under five minutes.What makes event shift replacement work?For event shift replacement to be effective, you need a live dashboard for real-time updates, quick backup options, tracking reliability, and GPS check-ins to confirm attendance.

As a massage therapist who often works events, I can attest to how disruptive no-shows are, especially when you’re counting on a full team to keep things running smoothly. Your strategies, like timely alerts and auto-replacement tools, are spot-on. I’ve found SMS reminders sent 24 hours and a few hours before shifts work best for my team—clients respond faster to texts than emails. Senegal Software’s real-time replacement feature sounds like a game-changer, especially with GPS check-ins to confirm attendance. One thing I’ve done is maintain a shortlist of reliable backup therapists I can call last-minute, but an automated system like this would save so much time. Have you seen better results with specific reminder timings (e.g., 1 hour vs. 3 hours before)? Also, how do you handle staff who repeatedly no-show despite these tools?

reply as a massage therapist in glasgow to post: How To Reduce Patient No Shows
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How To Reduce Patient No Shows
Blog0 commentsVery few things can impact the bottom line of a practice more than a steady stream of no shows. When a patient does not show up for an appointment you have essentially lost in two ways:You lose out on the earned revenue from the original appointment.
If the patient reschedules they take up another appointment slot and you have to be concerned if they are going to show up on time or at all.
Eliminating or limiting no shows is one of the quickest and simplest ways you can increase revenue and operate your practice more efficiently. Let’s look at some ways you can reduce patient no shows. Have A Written Policy – Your patients need to know what is expected of them when it comes to showing up for their next appointment. The best way to do this is to have a written policy. A written policy allows you to clearly detail what will happen if a patient is late or does not show up. The key to this step is to make sure your patients see it. You can post it at the front desk and/or require that they sign to acknowledge they are aware of your attendance policy. You may also chose to offer a copy of your policy to your patients either via handout or email.
Contact With Your Patients On Their Terms – Your patients have a myriad of ways in which they prefer to communicate. Some prefer phone calls, while some like text messaging, and others would choose email. Some may even prefer a letter or card in the mail. Make sure you know how to communicate with your patient on their terms. It really helps with the next method of reducing no shows.
Reminder Calls/Messaging – Once you know how your patient prefers to be communicated with, you can set up ways to send them reminders. A reminder via phone, email, text message, or letter in the mail can go a long way to reducing your no shows. Many people simply forget or have the wrong date, so a simple reminder can get them back on track. This is why knowing their preferred method of communication is so valuable. You want to make sure your reminder(s) are seen.
Utilize Automation – Depending on the size of your practice, it may be impractical to manually send out reminders. Especially if you are sending out multiple reminders to patients who prefer to be contacts on more than one communication channel. Fortunately, many scheduling applications come equipped with automation that allows for reminder messages to be sent. You will have to research what your scheduling software is capable of. At the very least, your software should be able to send an email or text message.
Reduce the Time Between Scheduling The Appointment and the Actual Appointment – The longer your patient has to wait from the date they schedule to the date of their appointment, the more likely something will come up that will cause them to forget or not show up. Unless absolutely necessary, limit the time that your patient has to wait for their next appointment.
Address Any Patient Concerns – As you might have sensed by now, great communication is the most important thing you can do to reduce no shows. When scheduling a patient, try to pick up on any non-verbal, or even verbal, cues that may hint at any concerns that your patient may have about their next appointment. A patient may schedule their appointment to avoid a confrontation and then skip it or cancel at the last minute. Make sure that your patient understands the importance of future appointments and be available to address any concerns or fears.
BONUS: Reschedule No Shows ASAP – The unfortunate reality is that no matter what you do, you will most likely never eliminate no-shows completely. Patients will still show up late or no show on you. When this happens, try to reschedule the patient ASAP. Try to understand the reason they missed or were late and determine if there is anything you can do to ensure they make their next appointment.
There are any number of reasons why a patient may not show for an appointment. Your goal should be to try to remove as many obstacles as possible. Doing so will (hopefully) make it easy for your patients to show up on time and ready for their appointment.

As a massage therapist in Glasgow, I’ve dealt with my fair share of no-shows, and your post hits the nail on the head! A clear written policy has been a game-changer for my practice—I display it at my studio’s front desk and include it in booking confirmations. I’ve also found that texting reminders 24 hours before appointments works best for my clients, as most prefer quick SMS over emails or calls. Automation through my booking software (I use Fresha) has saved me loads of time, sending texts and even allowing clients to confirm or reschedule with a click.One thing I’ve noticed is that offering evening slots helps reduce no-shows, as many clients here have busy workdays. I also try to chat with clients during sessions to pick up on any hesitations about rebooking, which helps address concerns early. For those inevitable no-shows, I follow up with a friendly call to reschedule and ask if there’s anything I can do, like offering a shorter session to fit their schedule.What’s been your experience with balancing strict policies (like no-show fees) with keeping clients happy? Also, have you found any specific automation tools that stand out for small practices like mine?

reply a a massage therapist in glasgow to post: Tips for Dealing With “No-Shows” in Your Salon
July 1, 2019 By Ivy Hultquist Leave a CommentYou glance at the clock. The client’s appointment was supposed to begin ten minutes ago. Are they coming? Should you call or text them just to see if they will be late (and throw off the rest of your day)? What about the missed income if they do not show?Twenty minutes go by and nothing.You take a deep breath and mark them down as a no-show.Whether you are an independent booth renter or a salon owner, it can be so frustrating, disruptive, and sometimes infuriating when a client doesn’t show up.Believe it or not, clients are not trying to ruin your day, business, or life by missing their appointment (even though it feels like it sometimes). Today, everyone (including your clients), live extremely busy and hectic lives. When too many tabs are open, things are bound to be missed and forgotten. This no-show issue is not a problem totally out of your control.Thankfully, there are things you can do to help minimize the inconvenience and negative business impact a no-show creates.No-Show Tips
Here are a few tips to help you cut down on no-show appointments and how to better deal with them when they do happen:Have a Cancellation Policy AND Communicate It
It is hard to enforce a no-show policy when you do not have one, or when clients are not aware of it. A no-show policy should be on your website, communicated with every first-time appointment, and posted on a sign at your payment counter.Here are some points to communicate in your no-show policy:Your business is important to us and we look forward to seeing you at your scheduled time.Please provide us with 24 hours notice if you need to reschedule an appointment. We will be happy to rebook you as soon as our schedule allows.We reserve the right to charge (a $30 fee, 50% of the appointment service, or the cost of the full appointment) for missed appointments.Thank you for understanding that our time is also valuable.Everyone (employees, contractors, and salon owners) can take more responsibility to handle salon no-shows by helping the client remember and respect their appointment booking.Pre-Paid Appointments
For salon appointments are lengthy require more time, either have a credit card on file or take down-payments or a no-refund deposit which can be applied to the total cost of the appointment. Some online software programs have the option to require a client prepay when scheduling an appointment. They can also notify them that their card may be charged should they fail to make their scheduled appointment.Trust me, getting paid for missed appointments makes you a far less frustrated about no-shows too.Rebook Existing Clients Before They Leave
Rebooking immediately after a service improves client retention and helps with appointment planning. Reiterate all the next appointment details back to the client. If you use online scheduling, let them know they will get an email or text reminder before their appointment. Use this opportunity to remind them about how to get a hold of you if they cannot keep their appointment and your no-show policy.Confirm All Appointments
Confirming an appointment is even easier than ever to confirm appointments with the use of technology. It is one of the best things you can do to reduce no-shows. Text messages, emails, or Facebook notifications are the easiest ways to automatically confirm appointments. The use of salon software not only allows for online scheduling, but it will send out automatic messages to confirm bookings. You can send out reminders 24-48 hours before the appointment to remind clients to cancel if needed and an hour before appointments to remind them to stop what they are doing and get to the salon.Here are a few to look at:
Shedul (Free!)
Acuity (By Squarespace)
VagaroEven the paid salon software options will pay for themselves if they keep one person from missing their appointment each month.Make Courtesy Calls
If you or the client is not tech savvy, then a courtesy phone call is your best option. Many older adults are not familiar with text messages or email and still rely on phone calls for reminders.Read Up On Boundaries
Personally, I think this is something that is undertaught in the entire cosmetology/beauty profession. You build friendships with clients and have family members as clients. It is hard to set up professional boundaries with these people, but necessary.Is there something keeping you from enforcing that cancellation policy? You want clients to like you, to return, and to tell others about your amazing business. Do you fear that they may not do all of the above if you charge them for not showing up?If you are being too lenient, or have trouble charging that client that has been late or missed the last five appointments, you need to make a change. There are people out who are always late and some who just do not respect your time. It may be possible that clients are taking advantage of you and not respecting your time. Difficult conversations may have to happen.Be Consistent
Don’t worry, you will know when you need to be lenient with your policy (sudden deaths, illnesses, or other emergencies). Otherwise, be consistent.Whatever you decide to do make sure you stick to it. Your clients will get used to the policy and understand if you explain why you set it up. You want a clientele that is going to respect your time. And if you are really good at your trade, they are not going to switch salons based on your no-show policy.Give It A Try
Get to work on the above tips and watch your no-show rates drop. Yes, I know you may be nervous about enacting some of the above changes and policies. You may lose clients that do not respect your time, but you are going to gain much more peace of mind along the way.

As a massage therapist in Glasgow, I totally get the frustration of no-shows outlined in your post—it’s a real hit to both time and income. Your tips are spot-on! I’ve implemented a clear cancellation policy, displayed on my website and in my studio, stating a £20 fee for no-shows without 24-hour notice. It’s also part of my booking confirmation emails. Since most of my clients prefer texts, I use Vagaro to send automated reminders 48 hours and 2 hours before appointments, which has cut no-shows by about 15%. Rebooking clients right after their session, as you suggested, has been a game-changer for retention and keeping my schedule tight.For chronic no-shows, I’ve had to get firmer—politely explaining how missed appointments affect my small business helps most clients understand. I also take deposits for longer sessions, which has reduced last-minute cancellations. One challenge I face is enforcing fees with long-term clients I’ve built a rapport with. Any advice on navigating those awkward conversations without losing their loyalty? Also, have you found any specific software features (like Vagaro’s) that make a big difference for solo therapists like me?

reply as a massage therpist in glasgow: 10 Strategies for Navigating Patient Cancellations and No-Shows in Dental Practices
Dental Practice Growth
April 25, 2024
10 Strategies for Navigating Patient Cancellations and No-Shows with DentalHQ and Jameson
We know firsthand the struggle of dealing with patient cancellations and no-shows in your dental practice. That’s why we’ve got your back! We grabbed our founder, Dr. Brett Wells, and Carrie Webber, owner of The Jameson Group to help you deal with the rising cancellation rates and no-shows you’ve started to see. As a dentist with multiple offices, Dr. Wells has witnessed a rising rate of patient cancellations and no-shows, and research confirms the trend! It used to be that most office’s no-show rates were below 10%. But according to data from Dental Intelligence, the average is approximately 11% to 15%, with 10% being considered “good.” But don’t get down about the numbers, if you haven’t yet addressed the cancellation problem at your practice, or you just have no idea where even to begin, we have 10 killer strategies to tackle those challenges and keep your practice running smoothly.‍
Get even more insights from Dr. Brett Wells and Carrie Webber in our recent Webinar, and grab the FREE Checklist!Let’s dive in!Be Strategic About Scheduling
Let’s start with a game-changer: strategic scheduling. Get patients involved by having them “double-check” their calendars when booking appointments. Use text and email reminders to keep them engaged and excited about their upcoming visits. By staying proactive with scheduling, you can minimize those last-minute patient cancellations and no-shows.

‍2. Get New Patients Scheduled FAST
Speed is the key when it comes to new patients! Aim to get them booked within a week or two of their initial contact. Making them feel welcome from the get-go sets the stage for better retention and fewer cancellations down the road. ‍3. Make It Personal
Who doesn’t love a personal touch? Use patients’ names and specific appointment details in your reminders to make them feel valued. When patients know you’re thinking about them individually, they’re more likely to show up.This is all about creating relationships with your patients and practicing strong verbal skills. Practice, practice, practice your messaging! When working with the Jameson Group, practices are encouraged to build trust, urgency, need, and value into every patient experience. This can come in the form of refining your messaging, listening to the phone calls that happen in your practice, and re-writing your phone call scripts, text messages, and email reminders. ‍4. Have a Policy In Place:
Don’t leave cancellations up to chance – have a clear policy in place. Make sure patients know the deal: provide advance notice for cancellations or face the consequences. A solid policy helps keep things running smoothly and ensures that everyone is on the same page when it comes to patient cancellations and no-shows. ‍5. Collect Deposits
Get serious about commitment by collecting deposits upfront for big restorative treatments. When patients invest financially, they’re more likely to follow through with their appointments. It’s a win-win for everyone. ‍6. Have a Confirmation Protocol
Set up a confirmation system that covers all the bases. Use texts, emails, and phone calls to remind patients about their upcoming appointments and confirm their attendance. Being proactive reduces no-shows and keeps your schedule on track! Want to know our winning formula? Watch the full webinar, and download our FREE strategy guide and checklist!‍7. Institute a Cancellation Fee
Sometimes, a little incentive goes a long way! Implementing a cancellation fee can encourage patients to honor their appointments or give enough notice. Just be upfront about it! Including this policy in your patient paperwork gives them a chance to acknowledge it, and gives you the room to show a little grace when needed.Remember, when working through cancellations, it’s helpful to be proactive about them FIRST. Are your policies clear on cancellations? Do your patients sign your cancellation policy? Be firm, and polite and help the patient understand the value of keeping the appointment. ‍8. Consider Double Booking
Think outside the box when double-booking. For high-risk patients or unconfirmed appointments, it can be a game-changer. Just make sure you’re balancing efficiency with quality care. ‍9. Break Up with High-Risk Patients
It’s okay to say goodbye to patients who repeatedly flake out. Set boundaries and stick to them – it’s all about maintaining a reliable patient base and keeping your practice running smoothly. Offer a Membership Plan
Offering a membership plan can boost loyalty and reduce cancellations. Members are more likely to prioritize their appointments and stick to their treatment plans. With DentalHQ, setting up a membership plan is a breeze!

‍DentalHQ is a secret weapon for in-house dental membership plans that rock. Our automated platform simplifies plan management and increases patient engagement, so you can focus on what you do best – caring for your patients! Reduce Patient Cancellations and No-ShowsLast-minute cancellations and no-shows will always be an unfortunate part of the dental practice game, especially in this post-pandemic world. There’s no magic bullet, but that doesn’t mean that there aren’t solutions. You need to think of these solutions as puzzle pieces that take care of the big picture. Take a look at each one, and find out what you are doing well, and what you can improve. By implementing these strategies, you and your dental practice can reduce the amount of patient cancellations you experience, and hopefully, you’ll see more loyal patients as well. It’s a you win and they win kind of thing, and we all like those!About Carrie Webber of The Jameson Group‍Carrie Webber is the president and owner of The Jameson Group, a dental management coaching and marketing firm that works with dental practices nationwide. The Jameson Group helps dentists and teams become more productive, more profitable, and ultimately more fulfilled in their practicing lives. Carrie is a contributing author to several publications and blogs on the topics of dental management, leadership, marketing, customer service, and business development, as well as a popular speaker at dental meetings nationwide. She is a member of the Speaking Consulting Network and has been named a Leader in CE by Dentistry Today for the past five years. Please visit The Jameson Group for more information on Carrie, and how they can help your practice. ‍About Dr. Brett Wells of DentalHQ‍Dr. Brett Wells has been a practicing dentist for the last 15 years. He founded DentalHQ in 2017 due to his frustrations with dealing with dental insurance and the absence of a solution that met all his needs. After running a successful group practice in Raleigh for nearly a decade, he leveraged his passion to develop hardware and software-focused systems in his practices to create a better patient experience while optimizing office operations and profitability, primarily through in-house membership plans. When he started, there was no platform on the market for membership automation – he sought to bring that to life with DentalHQ. Solving in-office problems for dental practices is still his passion, and as Chief Dental Officer, he provides the primary source of innovation for DentalHQ from the valuable perspective of a growing DSO. Brett studied Biology at the University of North Carolina Wilmington and earned his DDS from the University of North Carolina at Chapel Hill Adams School of Dentistry.

As a massage therapist in Glasgow, I find your strategies for handling no-shows and cancellations in dental practices super relevant to my own work. Your point about strategic scheduling is spot-on—I’ve started asking clients to confirm their availability when booking, and I send text reminders 48 hours and 2 hours before sessions using my booking software (Vagaro). This has dropped my no-show rate noticeably, probably by about 10%. I also love the idea of collecting deposits for longer sessions, like my 90-minute deep tissue appointments, as it really encourages commitment—since I started this, cancellations have decreased.Your suggestion to make reminders personal resonates with me. I always use clients’ names in texts and mention specific treatments, like “Hi Sarah, looking forward to your relaxation massage on Friday at 3 PM!” It builds a connection, and clients seem more likely to show up. I’ve also adopted a clear cancellation policy (£20 fee for less than 24-hour notice) that’s posted in my studio and on my website, which helps set expectations.One area I struggle with is double-booking high-risk clients, as my schedule is tight. How do you manage the logistics of double-booking without overwhelming staff or compromising service quality? Also, have you found membership plans effective for solo practitioners like me, or are they better suited for larger practices? Thanks for sharing such practical tips!