Therapy No‑Shows: Prevention, Scripts, and Backup Scheduling
Updated 2025-10-14
Cut no‑shows with reminder cadence, confirmation scripts, and a lightweight backup scheduling plan.
Understand the Root Causes
- Transportation and timing conflicts.
- Low perceived value or unclear goals.
- Reminder fatigue (or zero reminders).
What Works
- Cadence: Confirm 48h, remind 24h, quick check 2–3h before.
- Channels: Mix SMS + email + call per patient preference.
- Scripts: Emphasize progress toward the patient’s goal in each message.
Backup Scheduling
- Maintain a small waitlist; offer slots on same‑day cancellations.
- Document patterns; adjust appointment times that repeatedly fail.
Try the Calculator: Use our Therapist Productivity Calculator to turn your billable minutes and productivity target into a precise end time.
Frequently Asked Questions
Should we charge for no‑shows?
Follow local laws and facility policy; clear communication works better than surprise fees.
What SMS should we send?
“Hi [Name], we’re excited to see progress on [Goal]. Your session is [Time]. Reply 1 to confirm or 2 to reschedule.”