Earlier Appointment Reminders Reduce No-Display Rates, Study Finds

Decreasing the number of missed doctor appointments may be a relatively simple fix, according to a new study from The University of Texas at Arlington. Researchers discovered that providing appointment reminders three or more days in advance—rather than the traditional one day—significantly reduced patient no-show rates.

The Impact of Timely Reminders

Reducing missed appointments benefits both patients and healthcare providers. Patients receive earlier diagnosis and treatment, while clinics avoid revenue loss from unfilled slots. A study co-authored by Yaneth Flores, while earning her Doctor of Nursing Practice degree at UT Arlington, revealed a surprising insight: patients were more prepared when given more advance notice.

“The policy had been to call the day before given that people were worried that calling too early meant patients would forget,” said Flores. “When we started giving people more notice, they were more prepared. They’d say, ‘Oh, right, I still need to get my blood work,’ or, ‘I haven’t picked up my referral.’ We were honestly shocked to see that calling further in advance improved the no-show rate.”

Study Details and Findings

The study, published in the Journal of Doctoral Nursing Practice, examined a clinic serving approximately 1,600 patients monthly with a no-show rate of 29%, exceeding the national average of 18%. Implementing extended phone call reminders over a 12-day period, researchers analyzed 653 patient visits. The no-show rate decreased from 29% to 21%, saving the clinic $5,200 in lost revenue and ensuring timely care in a region where rescheduling can take up to a month.

Researchers found that a reminder window of three days was optimal, allowing patients sufficient time to prepare, whether by scheduling lab work or arranging transportation.

Broader Implications and Cost Savings

Researchers suggest that even extending the reminder period beyond 12 days could yield even greater improvements. Missed appointments contribute to an estimated $150 billion in lost revenue annually across U.S. Clinics and exacerbate the existing physician shortage. The University of Texas at Arlington reports that reminder calls encourage patients to complete necessary tasks, like lab work or X-rays, promoting routine care and reducing the likelihood of emergency room visits.

“As simple as it sounds, calling a few days earlier really makes a difference and makes the appointment more productive,” said Rhonda Winegar, assistant professor of graduate nursing at UTA and study co-author.

Flores and Winegar hope their study highlights the benefits of simple workflow adjustments—cost-free and requiring no new technology—and their potential impact on both patients and clinics.

UT Health RGV Mobile Healthcare

For patients in the Rio Grande Valley, access to care is also provided through mobile healthcare units. UTHealth Mobile Health Clinic – Rio Grande Valley offers no-cost medical consultations, basic health services, and patient education to medically underserved populations since 1998. They can be reached at (956) 330-5014.

the UniMóvil Mobile Healthcare Unit operates in Harlingen, TX, and can be reached at (956) 296-1700.