If you are in the service provider industry, you are highly likely to experience many missed appointments. For many unknown factors, patients and clients do not show to their meetings, and the effect of such simple action is well known on your practice and might have a substantial impact on it.

It is frustrating to get the office and other elements involved in the appointment (medical supplies, documents, digital media like presentations, videos, etc.) ready to be used at a specific time and have the client or patient cancel.

We looked at some of the factors why people don't turn up, including money, anxiety, oblivion, transportation, and last-minute problems. However, it is essential to consider another side of the no-show problem: a patient may be attempting to get treatment or the same service you offer from someone else.

Making this, besides a scheduling matter, into a retention issue as well. What can make your prospective and current clients to prefer you above others? While you can never expect a 100% show-up rate, there are things you can do to reduce the severity of the problem. Go through this post and learn the best four ways to reduce missed appointments for your business.

1. Detect The Warning Signs in Time

There are some instances when you just detect that someone is not going to show up. But at times, it happens without any prior warning. You can begin by gathering some essential data on your clients, such as gender, age, occupation, needs, and the marketing channel.

If you were using mass texting software to contact your prospects or customers, it might be hard to gauge their personality. But as soon as they show interest in showing up with an appointment, asking them a few questions might give you a window into their traits.

Suppose you send them an introductory email and they fail to reply; it means they might not show up for the appointment. Those who fail to accept calendar invitation might not show up, so those that fail to be aware of are some of the early warning signs.

2. Get Familiar with Your Prospects

You should be able to keep your prospects on the line long enough so that they show up for the first appointment. This method will help by keeping them more comfortable.

In case you are scheduling the first appointment, make them believe that you have a genuine interest in their problems and focus on making the consultation about finding the best solutions so that they feel better.

To create rapport with your clients, you can start conversations with them over a text so that they get familiar with you. You can urge them to show up and encourage them to give you a call as soon as they are in your lobby. The way, they feel excited and comfortable about the entire thing.

Your prospects expect something new, so if you conduct business as usual, they might feel cold. In that case, they will be more likely to cancel their meetings with you.

3. Keep Reminding Them

Though this might seem trivial, or rather an obvious tactic, it can reduce missed appointments for your business. However, make sure not to make it a simple reminder since it might be overlooked, especially when planning multiple appointments.

Phone calls can be an excellent tool for reducing the rate of appointment no-shows. Experts suggest that you try your best to call the appointment holder 24 hours ahead of time. By doing that, you will give them time to prepare and get ready for the meeting with you.

Though emails and texts can still be used as promising tools for reminders, they are relatively easier to ignore than direct phone calls. You will notice that they are highly likely to show up for the meeting when you speak to someone personally.

4. Let Them Know Why They Should Commit

The other thing you must do is give your prospects all the reasons they should show up for the appointments. Unless you do that, they will forget about the entire thing because they will treat your business like the rest.

For example, you can give them as many details as possible, such as the meeting time, the person who will call them, and the appointment’s main agenda. You can top it up with a reminder a few hours to the meeting. If you are an introvert, which is okay, after you've picked a time slot, ask your prospects to fill up a questionnaire. At the end of the questionnaire, give them a section where they will check, "I promise to answer my call." Once you are sure that they will attend, you will have an enhanced success rate.

For your business to grow, your prospects should show up for appointments. Though you can't force them to attend the meetings with you, the tips above will improve your success rate. Make sure not to make it business as usual. Do a few things to show your prospects that you are different and don't want to miss out.

Author's Bio: 

Katie earned a BA in English from WWU and loves to write. She also adores hiking in redwood forests and photography. She feels happiest around a campfire surrounded by friends and family.