Patient guide
Missed appointments and late cancellations
Learn why clinics have cancellation policies, when a fee may apply, and what to do if exceptional circumstances affected your appointment.
Why missed appointments affect a clinic
An appointment reserves time with a physician or clinic team. When a patient does not attend and the clinic does not receive enough notice, that time may be difficult to offer to another patient.
Missed appointments and late cancellations can affect access, scheduling, clinic workload, and the time available for other patients. This is why many clinics communicate a cancellation policy.
What a clinic policy may explain
How much notice is requested
The policy may explain how early a patient should cancel or reschedule. The required notice period can differ between clinics and appointment types.
When a fee may apply
The policy may distinguish between a missed appointment, a late cancellation, and circumstances where the clinic decides that no fee is appropriate.
Different appointment types
A clinic may use different policies for regular visits, longer appointments, procedures, consultations, counselling, or other reserved services.
How patients are informed
The clinic may communicate the policy during booking, in registration documents, through reminders, on its website, or in posted office information.
When may a fee apply?
A missed-appointment charge is generally an uninsured fee. Whether a fee applies depends on the clinic's policy, how that policy was communicated, the appointment involved, the notice provided, and the circumstances.
The clinic should explain the amount and payment expectations clearly. A missed-appointment fee should not be confused with a charge for insured medical care that was actually provided.
Exceptional circumstances can occur. If illness, an emergency, transportation problems, a communication issue, or another serious situation affected the appointment, explain the circumstances to the clinic and ask whether the fee can be reviewed.
If payment is difficult
If you are concerned about your ability to pay, contact the clinic and ask what options may be available. Depending on the circumstances, the clinic may consider flexibility, a payment arrangement, a reduction, or a waiver.
An outstanding uninsured fee should not cause a patient to avoid seeking medically necessary care. Questions about the account and questions about ongoing care should be discussed directly with the clinic.
Questions to ask your clinic
Your clinic is the best source of information about a particular missed appointment or late cancellation.
- What is the clinic's cancellation policy?
- How much notice was required for this appointment?
- Was the policy communicated when the appointment was booked?
- Is this being treated as a missed appointment or a late cancellation?
- What amount is being charged, and what does the charge relate to?
- Can exceptional circumstances or difficulty paying be considered?
- Will an invoice and receipt be provided?
Important note
ClinicFees.ca provides general education only. It does not determine whether a specific missed-appointment or late-cancellation charge is permitted, reasonable, waived, payable, or collectible. Your clinic's own policy, the individual circumstances, and applicable Ontario requirements apply.