Recover Revenue From Cancellations
TL;DR: My Business Care Team's no-show recovery service fills cancelled appointments within hours. When patients cancel or no-show, we immediately contact your waitlist to fill the slot. Practices typically recover 65% of cancelled appointments, saving $40K+ in annual revenue.
Same-day and next-day recovery workflows that fill cancelled appointments quickly. Don't let last-minute cancellations cost you money.
How much revenue are cancellations costing your practice?
Common Pain Points
- Last-minute cancellations leave revenue on the table
- Staff too busy to work the waitlist effectively
- No systematic process to fill cancelled slots
- Chronic no-shows never get addressed
What's Included
Immediate Notification
Get alerted instantly when patients cancel or no-show so recovery can begin.
Waitlist Management
Maintain and work your waitlist to quickly fill cancelled slots.
Same-Day Outreach
Contact patients on your bump list who can come in today.
No-Show Follow-Up
Reach out to no-shows to understand why and reschedule appropriately.
Why Practices Choose This
What Practices Are Saying
"Honestly it was a godsend when we brought them in. You have taken a process that we were challenged with, we struggled, and once we got the little kinks figured out, you just run with it."
"It was amazing—patients and staff immediately noticed the difference. The phones were always answered, appointments stayed full, and my team in the office could focus on patients in front of them."
"The biggest thing I like about My Business Care Team is your manager. I talk directly to your managing team—they manage the remote staff. That's what I appreciate, it takes it off my plate."
"Turnover especially at the front desk is daunting. When we can systemize and use companies like My Business Care Team, we can hire for personality and take time training on the things we need them to do on the ground level. It's been phenomenal for profitability."
How It Works
Alert Setup
Configure notifications for cancellations and no-shows in your EHR.
Waitlist Building
Build and maintain a prioritized list of patients who want earlier appointments.
Rapid Recovery
When slots open, we immediately work to fill them from your waitlist.
Everything You Need to Know About No-Show Recovery
What is No-Show Recovery?
No-show recovery is a systematic process for filling cancelled and missed appointments as quickly as possible—ideally within hours of the cancellation. Every empty appointment slot represents lost revenue: typically $150-400 for a standard visit, and potentially much more for specialty procedures.
The challenge is speed. When a patient cancels at 8 AM for a 10 AM appointment, you have a two-hour window to fill that slot. Your front desk, already busy with morning check-ins and phone calls, rarely has time to work through a waitlist fast enough to recover the appointment.
My Business Care Team's no-show recovery service monitors your schedule for cancellations and immediately begins outreach to fill empty slots. We maintain and work your waitlist, contact patients who want earlier appointments, and book directly into your system. The result: practices typically recover 65% of cancelled appointments and save $40K+ annually in otherwise-lost revenue.
How Our No-Show Recovery Process Works
Our no-show recovery system operates in three phases:
Real-Time Monitoring: We monitor your schedule for cancellations, no-shows, and last-minute changes. When a slot opens, we're notified immediately—not at the end of the day when it's too late to act.
Waitlist Outreach: We maintain a prioritized waitlist of patients who want earlier appointments. When slots open, we immediately contact waitlist patients who match the appointment type, provider, and time slot. Phone calls get the fastest response, followed by text messages for patients who prefer that channel.
Rapid Booking: When a patient confirms they can take the slot, we book directly into your EHR or practice management system. No back-and-forth, no calling your office to confirm availability. The slot is filled, and both you and the patient receive confirmation.
No-Show Follow-Up: For patients who no-show without calling, we reach out to understand what happened and reschedule appropriately. This often recovers future revenue and helps identify chronic no-show patterns that may need different handling.
Who Benefits from No-Show Recovery?
No-show recovery delivers ROI for any practice losing revenue to cancelled appointments:
High-Volume Practices: If you see 50+ patients per day, even a 10% no-show rate means 5 empty slots daily. At $200 per appointment, that's $1,000/day or $250,000/year in potential lost revenue. Recovering even half of those slots is transformative.
Specialty Practices with High-Value Appointments: Procedures and specialty consultations often have longer appointment times and higher revenue per slot. A missed surgical consultation or specialty procedure slot is particularly costly.
Practices with Chronic No-Show Problems: Some patient populations have higher no-show rates due to transportation issues, work schedules, or other factors. Systematic recovery processes help mitigate this reality.
Practices Without Dedicated Scheduling Staff: If your front desk is too busy to work waitlists and make recovery calls, you need dedicated support. Recovery requires immediate action—waiting until "things slow down" means the slot stays empty.
Growing Practices: When you're trying to grow revenue and see more patients, every empty slot is a missed growth opportunity. Recovery maximizes the capacity you already have.
No-Show Recovery vs Automated Reminders vs No System
No System: Most practices handle cancellations reactively—if at all. The front desk might make a few calls if they have time, but usually the slot just stays empty. This is the most expensive option: you're paying for the provider's time regardless.
Automated Reminder Systems: Reminders reduce no-shows by 20-30%, which is valuable. But they don't fill slots when cancellations do happen. A reminder system and a recovery system serve different purposes—you need both.
In-House Recovery Attempts: Some practices designate staff to work waitlists, but competing priorities always win. When the phone is ringing and patients are waiting to check in, recovery calls don't happen.
My Business Care Team: We provide dedicated, immediate recovery for every cancellation. Our team's only job during a cancellation event is to fill that slot. We maintain your waitlist, make the calls, and book the appointments. Practices typically see 65% recovery rates and $40K+ in annual revenue saved.
No-Show Recovery FAQ
How quickly do you respond to cancellations?
We begin outreach within minutes of a cancellation notification. For same-day cancellations, speed is critical—we prioritize immediate phone outreach to maximize the chance of filling the slot.
How do you maintain our waitlist?
We can manage your existing waitlist or build one for you. When patients call and their preferred time isn't available, we add them to the waitlist with their preferences noted. This creates a pool of patients ready to take earlier slots.
What if the patient who cancelled wants to reschedule?
We handle that too. When patients cancel, we offer to reschedule them for another time. The original slot gets filled AND the cancelling patient stays on your schedule—just at a different time.
Do you handle after-hours cancellations?
Yes. Many patients cancel via voicemail or patient portal overnight. We monitor for these and begin outreach first thing in the morning to fill morning slots before they're lost.
What's the ROI on no-show recovery?
ROI depends on your appointment value and no-show rate. A practice with 10 cancellations per week at $200/appointment losing 70% of those slots is losing $140,000/year. Recovering 65% of those saves $91,000 annually.
Ready for No-Show Recovery?
Book a discovery call to see how My Business Care Team can capture the revenue you're leaving on the table.
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