Charge a No-Show Fee

Overview

Users sometimes need to charge a fee for Clients who did not attend an appointment or canceled late for their appointment. This article reviews the steps to charge for these events. 

Two workflow options are available.

Option 1

Use the Status dropdown in the Time Add screen:

In the Time Add screen, click the Status dropdown field to display the canned options for documenting No Show or Cancelled appointments. These options allow users to charge a fee, or document the status with no fee attached. 

When using the Status dropdown, the system will override the code listed in the Code dropdown field and either 0.00 the charge or add a No Show/Cancel fee based on configured settings. There are two places in the system to add a rate for No Show or Cancelled fees:

• Payer
  • Rates can be entered in the Payer module > Rates tab > Rates subtab. These rates can be Client Paid or Payer Paid. The rate will need to be entered in the primary payer and, if marked as Client paid, will default to the CCD payer as client responsibility. 
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• Staff
  • Add rates for individual staff in the Staff module > Rates tab. These rates will override rates that have been added to the Payers module. 
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Option 2

Use a custom code:

When using a custom code to document and charge a No Show/Cancelled fee to the Client, the code will need to be entered in a Private Pay Payer that is added to the Client's payer list in the Clients module > Payer tab. 

To enter the code, first follow the steps within the Add Professional Codes article to create the custom code. 

Follow the steps in the Add Codes & Rates for Payers article to add the code and rate to the Private Pay payer.