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Module 7: Advanced Tools & Integrations

Sample Cancellation Policies

Use one of our cancellation policy templates or create your own:

1. Sample policy #1 – Flat fee

“Text message, email, and/or phone reminders are provided as a courtesy. It is the patient’s responsibility to verify the details of each appointment, including date, time, and location upon receipt of appointment confirmation. To cancel, reschedule, or make any other changes to an upcoming scheduled appointment, call [insert phone number] or email [insert email] immediately. We take all means to ensure that all of our patients are given quality service, including prompt beginning and ending treatment times. If you are late for your scheduled appointment, unless we have time available in our schedule, you may only be treated for the remaining duration of your scheduled appointment. If you cancel within [Insert # of hours] hours of your scheduled appointment time, a $[Insert $] cancellation fee will be charged to the card on file.”

 

2. Sample policy #2 – Percent

“Text message, email, and/or phone reminders are provided as a courtesy. It is the patient’s responsibility to verify the details of each appointment, including date, time, and location upon receipt of appointment confirmation. To cancel, reschedule, or make any other changes to an upcoming scheduled appointment, call [insert phone number] or email [insert email] immediately. We take all means to ensure that all of our patients are given quality service, including prompt beginning and ending treatment times. If you are late for your scheduled appointment, unless we have time available in our schedule, you may only be treated for the remaining duration of your scheduled appointment. If you cancel within [Insert # of hours] hours of your scheduled appointment time, a cancellation fee equivalent to [Insert percentage]% of the scheduled appointment cost will be charged to the card on file.”

 

We recommend using sample policy #2 if you are offering packages. Be sure to apply a 100% cancellation fee, so the appointment is deducted from the patient’s package.

Also, we suggest that you ensure that the content of the cancellation policy under   IntakeQ home  >  Booking  >  Booking Settings  >  Payments  matches the content in the consent forms you send to patients.