Reports – Cancelled / Missed Report
Purpose
Use the Cancelled / Missed Report to identify patients who cancelled, missed, or rescheduled appointments within a selected date range and to manage follow-up actions directly from the report.
Audience
This article applies to:
Front desk staff
Office managers
Staff members with permission to view reports and access patient records
Definitions
Cancelled Appointment
An appointment that was cancelled by the patient or the office.
Missed Appointment
An appointment where the patient did not attend and did not cancel in advance.
Rescheduled Appointment
A cancelled or missed appointment that has been replaced with a future appointment.
Future Appointment
Any appointment scheduled for a date and time after the current moment.
Cancelled / Missed Report
A report that lists patients who cancelled, missed, or rescheduled appointments within a selected date range.
Rules and Constraints
The report defaults to the last two weeks.
Patients cannot be manually removed from the report.
Patients appear only if their appointment date falls within the selected date range.
Patients can be hidden from view only by using filters.
Notes added from this report:
Appear on the patient card
Follow the patient throughout the system
Tags can be used to exclude patients indefinitely, but only through filters.
Navigation Paths
Left Sidebar → Cancelled / Missed Report (icon)
Step-by-Step Instructions
Open the Report
Select the Cancelled / Missed Report icon on the left sidebar.
Review the default date range (last two weeks).
Update the date range if needed.
Apply Filters
Use the Appointment Status filter to show cancelled and missed appointments.
Apply Tag filters to exclude patients who are not qualified for your treatment type.
Use Next follow up date filter to filter by follow up date
Call, Text and Update Patient Details
Call the patient, to attempt to schedule first
Click the patient’s name to open the patient card and use one of the canned replies that start with 'Missed'
Add Notes and Follow-Up
Update contact status
Update notes. Record outreach results (for example: Sent text or Left voicemail).
Enter:
Date
Note
Your initials
Add the patient to Follow-Up to keep them visible in the report.
Why this matters: Follow-Up ensures patients stay visible until outreach is complete.
Completion Criteria
The task is complete when:
The correct date range and filters are applied
Patients requiring follow-up appear at the top of the list
Outreach notes are saved and visible on the patient card
Follow-Up patients remain visible in the report
FAQs
What is the Cancelled / Missed Report used for?
It identifies patients who cancelled, missed, or rescheduled appointments within a selected timeframe.
Why should I use this report instead of the recall list?
Rescheduling a cancelled or missed appointment is easier than reactivating a patient who has dropped out of care. It should not replace the recall report, but it should be used in conjunction with the recall report. If you update notes, you can read those in other reports, to ensure you don't reach out to the same patient too often.
How is the rescheduled percentage calculated?
It is the number of unique patients with a future appointment divided by the total unique patients in the selected timeframe.
How are total rescheduled appointments calculated?
By adding the number of unique patients with a Rescheduled status or a Scheduled contact status.
Can I remove patients from the Cancelled / Missed Report?
No. Patients cannot be removed manually. They appear only based on the selected date range.
How do I permanently exclude certain patients from the report?
Apply tags to those patients and exclude them using tag filters.
Where do follow-up notes appear?
Follow-up notes appear on the patient card and are visible throughout the system.
Related Articles
Communication Inbox and Messaging
Patient Search
Tagging Patients
Saving and Starring Report Filters