How Can I Prevent No-Shows?
No-shows can disrupt your schedule, impact team morale, and significantly reduce practice revenue. One of the most effective ways to prevent no-shows is to create clear financial commitment and consistent communication at the time of scheduling.
Here is a proven system that has dramatically reduced missed appointments and stabilized scheduling.
1. Charge a New Patient Reservation Fee
We require a $25 reservation fee for all new patients, regardless of whether they have insurance.
• The fee is refunded when the patient arrives for their appointment or
• The $25 can be applied toward any treatment needed
• If the patient does not show, the fee is retained
Why it works:
This small upfront commitment significantly increases appointment accountability and filters out patients who are not serious about attending.
2. Collect a Percentage of Out-of-Pocket Costs in Advance
For appointments involving treatment:
• Patients are required to pay 30% of their estimated out-of-pocket cost at the time of scheduling
• The remaining balance is due at the appointment
Why it works:
Patients who have financial investment in their visit are far more likely to show up as scheduled.
3. Enforce a Clear Cancellation Policy
We clearly communicate a $45 cancellation fee for appointments canceled with less than 48 hours’ notice.
This policy is:
• Included in all appointment confirmations
• Stated in written correspondence
• Reinforced verbally when appointments are scheduled
Consistency is key. The policy must be enforced to remain effective.
4. Communicate Expectations Clearly and Repeatedly
Patients are far more likely to respect your schedule when expectations are:
• Explained at scheduling
• Written in confirmations
• Reinforced consistently by the team
Clarity eliminates confusion—and confusion often leads to missed appointments.
5. Real-World Results From This Approach
By implementing these policies together, this practice experienced:
• A reduction in new patient no-shows from approximately 60% to under 5%
• A consistently full schedule
• A significant increase in overall practice revenue over the course of a year
While results vary by practice, strong policies paired with consistent enforcement create structure that benefits both the team and the patients.
Final Takeaway
Preventing no-shows isn’t about being punitive—it’s about:
• Respecting your team’s time
• Valuing chair time
• Setting professional expectations
When patients understand that appointments matter, they are far more likely to treat them that way.