Automatic Charging for Late Cancellation and No-Show Appointments

Osmind enables practices to automatically charge for appointments that are marked as late cancellations or no-shows, in addition to appointments that have occurred. Administrators can configure late cancellation and no-show settings, including fees, within account settings.

When this feature is enabled, a patient will be automatically charged a specified fee when their appointment is marked as:

• Late Cancellation — the patient cancels outside of your practice’s cancellation policy window

• No-Show — the patient fails to attend the appointment

Enabling Automatic Charges for Late Cancellations and No-Shows

To enable this feature:

1. Navigate to Settings (Gear Icon) → Appointments → Payments and Credits

2. Click Edit

3. Enable Automatically charge for late cancellation and no-show appointments

4. Set the specific fee amounts for:

   • Late Cancellations

   • No-Shows

Classifying Late Cancellation and No-Show Appointments

Late cancellation and no-show designations are applied directly within the calendar.

1. Navigate to Calendar

2. Click on the appointment

3. Use the Status dropdown

4. Select Late Cancellation or No-Show

Admins and providers can manually adjust an appointment’s status as needed.

Important notes:

• The timeframe that qualifies as a “late cancellation” is defined by your practice’s policies, not by Osmind

• Osmind does not automatically determine whether a cancellation is late

What Happens When an Appointment Is Marked

When an appointment status is changed to Late Cancellation or No-Show:

• A charge is automatically scheduled to the patient’s card on file

• If the patient does not have a card on file, an invoice is generated instead

Additional Notes

• The calendar can be filtered by Late Cancellation and No-Show statuses

• Appointments marked with these statuses are reflected in the patient’s appointment information within the calendar overview

• This functionality applies only to 1:1 appointments (not group appointments)

Accessing Appointment Reports

The Appointments Report includes Late Cancellation and No-Show as selectable statuses in the Status column. This allows administrators and providers to track trends and better understand late cancellation and no-show rates across the practice.

Tip: Have Patients Sign a Late Cancellation Policy

Osmind provides a library of templated forms and charting notes, along with tools to build custom forms.

Within the Forms Library, you’ll find templates commonly used to establish cancellation expectations, including:

• General Cancellation Policy

• Late Cancellation or No-Show Policy

These forms are typically available by default. If you do not see them in your account, contact Osmind Support and they can add them for you.