HOW WE HANDLE CANCELLATIONS IN PRIVATE PRACTICE 🤮

How We Handle Cancellations in Private Practice (and Still Hit Our Weekly Targets)

Let’s be real — cancellations are part of the game. But if you don’t track, overbook, and backfill smartly… they’ll punch holes in your revenue.

Here’s our play:

✅ Know your numbers: Track your weekly cancellation + no-show %. Anything over 10–12% needs a system tweak.

✅ Overbook peak slots: Just like airlines do. Strategically overfill late arvo and morning spots (these always go first).

✅ Run a tight waitlist: Cancellation? Fill it in 10–15 mins. Keep a “hot list” of keen clients ready to slot in.

✅ Policy = power: 24hr cancellation policy + reminder texts. No awkward convos when it’s part of the system.

✅ Front-load value: Pre-paid packs, maintenance pricing, and reminder systems help reduce flakes + increase loyalty.

📊 Bonus: Track lost revenue per week. You’ll take cancellations way more seriously.

Want the full SOP? Comment below and I’ll drop it 👇

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