Cancellation and no-show rebooking
A cancelled slot goes to your waiting list within the hour, so fewer chairs sit idle. The patient who missed is asked to rebook.
Hours back
4
hours a week back, typically
How it runs
What we build, step by step.
This is the usual shape. Yours gets built around how your team actually does the job.
- 01
A watch on the diary
New cancellations and no-shows are picked up as soon as they're marked in your practice software.
- 02
The slot offered to the short-notice list
Patients who've said they can come at short notice, and who need that type of appointment, get a text. First to reply yes gets it.
- 03
A hold for reception to confirm
The yes goes to reception to confirm in the diary, and everyone else gets a polite 'sorry, it's been taken'.
- 04
A rebooking text for the patient who missed
A no-show gets a friendly text the same day asking them to pick a new time, then one reminder a few days later.
- 05
A daily note of what was filled
Which slots were refilled, which weren't, and which patients have missed more than once, sent to the practice manager.
Shown with software we see a lot. If your team uses something else, we build it into that instead.
Built for your business
Same job, different business. We build yours.
Two firms in the same trade rarely run a job the same way. Different software, different steps, different people signing off. We build it for your business, around how your team actually does the job.
Your steps
Built around the order your team already works in, odd exceptions included.
Your software
Runs inside the tools you already pay for, set up the way you use them.
Your rules
Your wording, your limits, your sign-offs. Nothing generic goes out in your name.
You sign off
Your team keeps the final say.
Reception confirms every refilled slot in the diary. Your no-show or cancellation-fee policy is applied by a person, never by the system.
What it's worth
What those hours add up to.
4 hours a week, over 46 working weeks, is 184 hours a year. At $50 an hour, that’s
$9,200
back in the business, every year.
Typical, not promised.
Before and after
The job, before and after.
How it runs today
Someone spots the cancellation, digs out the short-notice list and starts phoning. By the time anyone says yes, the slot has usually gone. Patients who didn't show get a call if someone remembers, and plenty never rebook.
What we build
- A watch on the diary
- The slot offered to the short-notice list
- A hold for reception to confirm
- A rebooking text for the patient who missed
- A daily note of what was filled
A month in
Late cancellations get refilled while there's still time to use them, so your clinicians spend fewer hours idle, and patients who missed are back in the diary instead of lost.
Building a short-notice list that works
Most clinics have a waiting list, but it's often a sticky note or a column nobody keeps up to date. As part of the build we add a simple way for patients to opt in when they book, with the days and times they can usually manage.
The system only offers a slot to patients it suits. Someone who can only do Thursdays won't get a Monday text.
FAQ
What happens if two patients say yes to the same cancelled slot?
The first patient to reply gets the cancelled slot. The second gets a text saying it's gone and that they're still on the short-notice list for the next one.
Does automated rebooking charge cancellation fees?
No. The rebooking system can flag a patient who has missed twice, but charging a cancellation or no-show fee is always your team's call.
More for dental & medical clinics
See them all →Next step
Bring this one to a free live build.
Thirty minutes on cancellation and no-show rebooking. We build its elf with you, live, and you keep it.