Count what you are losing
Look at the last three months: no-shows, cancellations on the same day, and how many of those slots were filled again. Multiply the empty ones by your average fee. Most physios are surprised. Clinidiary's reports show no-shows and cancellations by physio and by month.
Reminders solve most of it
Patients rarely miss on purpose. They forget, or something comes up. A WhatsApp reminder a day before, with an easy way to confirm or change, catches most of these. See WhatsApp appointment reminders.
Make changing easy
If changing an appointment means calling during clinic hours and explaining, many patients simply do not come. Let them change the time themselves from the booking link. An early change is much better than a no-show.
Have a clear policy
Tell patients your cancellation policy when they book. Some clinics charge for no-shows or adjust the package. Most waive it for genuine emergencies. The policy is less about money and more about showing that your time has value.
Fill the empty slots
A waiting list of patients who want an earlier time turns a cancellation into a filled slot. Keep it updated and offer slots quickly on WhatsApp.
Look for patterns
The same patient missing again, early morning slots, or Monday mornings after a festival may need a different approach. See reducing no-shows.
Frequently asked questions
How common are no-shows in physio clinics?
It varies a lot. Measure your own over a few months, then work to bring it down.
Should I charge for missed appointments?
Some clinics do, with exceptions for emergencies. Tell patients clearly at the time of booking.
When should reminders be sent?
A day before suits most patients: close enough to remember, early enough to change if needed.