Practice Management Alert

Use a series of letters to explain the consequences of missed appointments.

Part of developing an effective no-show policy is making your patients aware of the fees youll charge for missed appointments as well as the potential for dismissal if they miss multiple appointments. Using these two sample letters can help you get started on your offices own policy to ensure your practice isnt losing time and money.

SAMPLE WARNING FORM

Dear ______________,

It has been noted in your chart that you have missed at least two scheduled appointments with our office. We ask you to show consideration by notifying our office at least 24 hours in advance if you are unable to keep an appointment. We would like to have the option to offer that appointment to another patient who needs to see the doctor.

This letter serves as notice that if you fail to give us a 24-hour notice of cancellation in the future, there will be a $25.00 cancellation fee billed to your account that is non-covered by your insurance. You will bear complete financial responsibility for this fee. Repeated missed appointments may result in dismissal from our practice.

We are concerned that you may not be receiving necessary medical care because of these missed appointments. Please call if you are still experiencing problems. We value you as a patient.

Sincerely,

SAMPLE DISMISSAL FORM

Dear ______________,

As a result of at least three or more missed appointments without prior notification, our practice is terminating you as a patient.

We respectfully advise you to seek the service of another physician. We will be happy to provide a copy of your medical record with a properly signed authorization to another physician of your choosing. We will continue to see you on an emergency basis for thirty (30) days from the date of this letter. As of [fill in date] you will be officially dismissed from our practice. You may wish to consult with your insurance plan for participating providers as well as the local hospital or the local Yellow Pages under Physicians and Surgeons to select a new provider.

You may also wish to contact the local medical society at [insert phone number] to assist you with the selection of a new physician.

Sincerely,

Editors note: Keep in mind that you must send the letter by certified mail with a return receipt requested. Experts recommend sending the letter by regular mail as well, so the patient will receive it, even if he refuses the certified letter. In addition, be sure to include the statement in the dismissal letter that advises the patients that you will continue to see them on an emergency basis for 30 days.