How to Reduce No-Shows With One Simple Scheduling Habit

From Chanel Dorsay VA

If you’ve ever blocked off an hour for a client… only for them not to show up, you know how frustrating (and financially draining) no-shows can be.

The good news? Reducing them doesn’t require a complicated system or a brand-new platform. One simple habit can dramatically improve attendance — and it takes less than 30 seconds per appointment.

✨ The 24–48 Hour Gentle Reminder

One of the easiest ways to reduce no-shows is to send a warm, short reminder message 24–48 hours before the appointment. This timeframe gives clients enough notice to confirm, reschedule, or communicate what’s going on — without feeling pressured.

It also stops the dreaded “Oh no… I forgot!” moment that so many busy clients experience.

Here’s a quick template my clinicians love:

💬 Reminder Template You Can Use

Hi [Client Name],

This is a friendly reminder of your appointment with [Practitioner] on [Day] at [Time].

If you need to make any changes, feel free to reply here. Looking forward to seeing you!

🌱 Why It Works

✔️ Supports clients with busy schedules

Many of your patients have full calendars, kids, work, or unpredictable days. A gentle nudge helps them stay on track.

✔️ Reduces last-minute scrambles

If they need to reschedule, you find out before you’ve blocked the time off.

✔️ Sets a professional tone

Clients appreciate structure, warmth, and clarity. A consistent reminder habit shows you value their time and your own.

✔️ Easy to automate

Platforms like JaneApp, Practice Better, Charm, and even simple text automations make this fully hands-off.

🌿 A Tiny Habit That Makes a Big Difference

Most of the clinicians and therapists I support say that once they consistently send 24–48 hour reminders, their no-show rate drops dramatically.

Small systems create big calm — and this one is one of the easiest to start.

If your clinic could use smoother scheduling, better reminders, or help reducing no-shows, I’d love to help you build the right workflow.