POLICY NUMBER: 7.13 REVISION DATE: POLICY NAME:

POLICY NUMBER:
7.13
POLICY NAME:
Missed or Cancelled APPROVAL DATE:
Appointment
EFFECTIVE DATE:
REVISION DATE:
RESPONSIBLE
PARTY:
Program Directors
POLICY:
For the purpose of monitoring continuity of care and reducing “no shows’, it is the policy of
SYNERGY MEDICAL to monitor missed patient appointments. Repeated “no shows” and
frequent late appointment cancellations will be evaluated as to the advisability of continuing as a
patient of SYNERGY MEDICAL
PROCEDURE
1.
Every “no show” chart should be given to the resident that day. If no action is necessary,
the resident should just initial it and return it to Medical Records to be filed.
2.
After two no shows, if the resident who usually sees that patient wants, a warning letter
can be sent to the patient (SEE ATTACHMENT A). All requests for warning letters should
be screened by a Director before being sent. If there is no regular resident doctor for the
patient, one of the Directors can approve sending a warning letter.
3.
After sending a warning letter, if the patient again misses an appointment one of the
Directors can approve sending a termination letter, as advised in (See Policy 8.11
“Termination of Physician - Patient Relationship Policy”). The chart should then be given to
the Medical Records department who will send a properly worded termination letter for
each individual case.
4.
If a patient keeps missing appointments for important procedures or follow-up on
abnormal lab results, etc., the usual letters do not apply and the resident or Director
should dictate an appropriate letter.
ATTACHMENT “A”
SAMPLE - Letter to be sent for missed appointments
(Date)
ADDRESS
RE:
Dear (PATIENT):
Our records show that you have missed (ENTER NUMBER) of appointments since (ENTER
TIME PERIOD) without calling us to cancel. It is the policy of Synergy Medical Education
Alliance to terminate patients who continually “no show” for their appointments. We feel we
must do this for reasons of office efficiency and to make time available for other patients.
Please call our office at (INSERT APPROPRIATE TELEPHONE) if you still require an
appointment. In the future, however, if you miss any more scheduled appointments, we will be
forced to terminate you from our practice. You will then have to find another doctor for your
health care needs.
Sincerely,
(ENTER PHYSICIAN/STAFF NAME)
cc: Patient Chart