9 Ways To Reduce Patient No-Shows In Clinics

Introduction

Patient no-shows can be quite frustrating for healthcare professionals as no-shows not only lead to loss of patient care but also a massive loss of revenue. Although patient no-shows cannot be eliminated completely, it can be reduced to a very good extent. Keep on reading as we reveal to you some of the top ways & strategies on how to reduce patient no-shows for your healthcare practice. 

9 Ways to Reduce No Shows for Your Outpatient Clinics  

Did you know that missed appointments can cost you $200 on average? And this can add up to thousands of dollars if your no-show rate is higher. So whether you have a mental health clinic or outpatient clinic or any other kind of clinic, here are our top 9 strategies to help you  reduce patient no shows: 

Send automated appointment reminders to patients

According to a survey conducted by the National Library of Medicine on 236 scheduled patients, 20.4% cited that they simply forgot about their appointment which led to no-shows. And you’d be shocked to find out just how many of your patients are missing their appointments for this reason. A study showed 29% of reduction in no-show rate with automated reminders. So consider investing in software that allows you to send automated reminders to your patients days in advance with the option of rescheduling or canceling their appointments.  

Minimize patient wait time 

Asking patients to wait for 20-40 minutes can lead to a poor experience and increased no-shows. This is especially true for outpatient clinic or mental health clinic patients who are required to take up frequent multiple appointments. So try reducing paperwork for your staff and automate your appointment scheduling process for better appointment slot management to minimize patient wait time and reduce no-show rates. 

Improve patient communication to reduce no shows 

Another great solution on how to reduce patient no-shows is by improving your patient communication. A patient communication software, such as Emitrr, can help you immensely in improving patient experience and in reducing no-shows, and here’s how: 

• Communicate about appointment reminders based on visit type: For this, you can share pre-treatment instructions so that your patients are prepared in advance. For e.g., if you are a dentist, then you could share different instructions for a root canal (e.g., not to take blood thinners) and different instructions for a hygiene check (e.g., not to eat anything before coming for the visit.) 
• Communicate clearly about cancellation + no-show fee: If you have a missed appointment policy, then you send an SMS to your patients clearly stating the terms and charges of last-minute cancelation or no-show fee.    
• Send patient forms ahead of the appointment: Using patient communication tools, you can send patient forms ahead of the appointment and collect all the necessary patient information for a quick appointment process. This could help you avoid last-minute cancellations or rescheduling and save you from offering a poor patient experience. 
• Communicate ahead of time about changes in the appointment /schedule: If there is any change in the appointment/schedule of the healthcare provider, then you must communicate about the same to your patients ahead of time for a good patient experience.   

Use patient’s preferred mode of communication 

Did you know SMS is the most preferred mode of communication among Americans? So if you are sending appointment reminders or any instructions with your patients you may want to consider SMS as the mode of communication. But since it is not practical to send SMS to each patient manually, you should automate the process using a patient engagement or reminder software. Another thing to keep in mind is that in order to send SMS to patients you need to take their consent first. We suggest you start collecting consent for SMS in your intake forms.  

Include “appointment reschedule” & “cancel” options

You cannot expect all your patients to let you know they will be missing their appointments pro-actively. So at the time of sending appointment reminders, give your patients an option to cancel their appointment if they can’t make it or reschedule the same with an online appointment link. This will help you know ahead of time that someone has canceled or rescheduled their appointment, instead of a no show, helping you fill that slot with someone else and save money and time.

Implement patient management & scheduling software

Another effective way to reduce no-show rates is by implementing patient management & scheduling software. This is because such software offers features such as online booking, automated appointment reminders, digital forms intake, two-way patient communication, etc., which help simplify the scheduling process, reducing conflicts and patient delays, which are two major reasons for patient no-shows. Look at these statistics to see just how important such software can be: 

• 72% of patients say online appointment booking platforms encourage them to keep appointments.
• You can reduce your no-shows by 29% with automated reminders.

Create a welcoming atmosphere to reduce no shows

Having a comfortable & welcoming environment is a must for reducing no-shows for mental health clinic patients especially, among others. There is a lot of stigma attached to seeking counseling for mental health, as it is. And additionally, people struggling with depression, PTSD, anxiety & other mental health issues may lack the drive to leave their house. By creating a welcoming atmosphere, educating your patient for the need of care & by making them feel comfortable right in their first session, you can increase their chance of showing up for the treatment again. 

Implement no-show policy 

Implementing a no-show or missed appointment policy can also help you in reducing the number of missed doctor appointments. Clear communication about no-show fees and disruption in the patient care plan may create a sense of accountability and responsibility among patients and may prompt them to not miss their doctor’s appointments. 

Analyze and track data 

Train your staff to track attendance patterns and analyze the reason behind missed appointments. By studying data, you can figure out the reason behind why patients are missing appointments. Is it because of transport problems, or are there any scheduling conflicts and so on, and work on them to prevent no-shows. 

What is a No-Show Rate in Healthcare?

No-show rate or missed appointment is the percentage of appointment time lost because a patient canceled their appointment last minute or didn’t show up. 

To calculate the no-show rate of your practice, you just have to divide the total number of no-shows (including late cancellations) by your total weekly appointments. 

For example, If you see 60 patients weekly and have six no-shows each day, then your no-show rate is 6 divided by 60 or 10%. 

On average, the patient no-show rate lies anywhere between 5% to 30% or even more.

Understanding the Impact of High No-show Rates

Patient no-shows cost healthcare billions

It is obvious that no-shows cost money, but how much money, you may wonder?  Let’s say that a no-show or last-minute cancellation leaves you no room to fill the appointment slot; now, your fixed costs, such as utilities, staff, rent, etc., would spread across fewer visits. So, if you make $200 per visit and you have five no-shows in a week, then you will lose $52,000 in revenue in a year. This is just an example, your loss could be way more or less depending on how much you charge & how much your no-show rate is. 

Impacts access to physicians  

Physicians do not have time to waste on patients who do not show up, and patients don’t have time to wait for longer durations to get access to doctors. If your appointment slots get booked days in advance, then you know how important each slot is and how badly no-shows can impact patient access to you. 

Common Causes of No-Shows in Healthcare 

Let’s look at some of the most common reasons why patients miss their appointments: 

The patient didn’t get an appointment confirmation

Relying on a manual appointment scheduling procedure could lead to errors. The reason why your patient missed their appointment could be because your receptionist made the appointment entry in the register but forgot to give the patient a confirmation call. To reduce such errors, you should consider implementing appointment scheduling software in place. Using such software, you can not only simplify appointment bookings but also send automated appointment reminders. 

The patient booked the appointment way in advance

Sometimes a patient may book a clinic appointment way in advance and might not show-up simply because they forgot about it. Try implementing a patient communication software like Emitrr using which you can send appointment reminders to patients days in advance and even get a confirmation reply from them. 

The patient is scared

Another common reason why your patients might not show up is because they are scared to seek treatment. This is a common cause of no-shows, especially for mental health clinics or outpatient clinics. Try creating a welcoming atmosphere in your clinic to make the treatment procedure less daunting for the patient. Additionally, educate the patient and help them understand the need for treatment and care.  

Benefits of Reducing Patient No-Show Rates

The biggest benefit of reducing patient no-shows is access to physicians, time-saving, and a boost in clinic revenue. By implementing the above strategies to reduce no show, you can lower your no-show rate by 20%-30% easily.

To implement all of the strategies shared at once, we recommend you invest in an all-in-one patient management & scheduling software like Emitrr. Below, we have shared why you should consider Emitrr and have shared a glimpse of the features it offers. 

Why Emitrr is the Best Software to Reduce No Shows?

If you have been wondering as to how to decrease no show rates, then investing in Emitrr, which is an all-in-one patient management & scheduling software, can help! Here’s how Emitrr can help you reduce your no-show rate:  

Automated & customizable appointment reminders 

Using Emitrr, you can reduce no show by 90% by sending customized text, email or voice reminders to your patients. The reminders can be sent before a few days or on the same day. You can select the date, time, and frequency of these reminders. 

Recurring reminders

Emitrr allows you to send recurring reminders via SMS so that your patients are constantly reminded of their doctor’s appointments. This feature alone can reduce the chance of no-shows greatly.  

Easy rescheduling option

Send an appointment rescheduling link to your patients ahead of time so that if they are not able to make it, they can reschedule their appointment without needing to call you again and keep you informed as well. 

SMS appointment reminder function

Send reminders via SMS to your patients. Customize them, share instructions, attach links, and more to complete formalities prior to treatment. 

Two-way patient communication

Allow patients to text back so that you can continue your conversation and better communicate with your patients regarding any change in their appointment schedule. As well as follow up on no shows and last minute cancellation with text. 

FAQs

Conclusion

In conclusion, the strategy on how to reduce patient no-shows and cancellations for clinics is simple. Understand why patients are not showing up for their appointments and then implement one or more of the solutions shared in the guide above. One of the most effective ways, however, to reduce no-shows is by implementing appointment reminder software.

Book a demo with Emitrr and see how you can benefit from such software today!