The FTA or Cancelled Patients Without Appointment Booked report identifies patients who have missed (FTA) or cancelled an appointment and do not have a future appointment booked.
This report helps the reception team proactively contact patients and efficiently fill whitespace in the appointment diary.
When to Use This Report
Follow up patients who failed to attend or cancelled
Reduce unused appointment slots
Monitor backlog reduction over time
Track re-booking performance across practices
How to Run the Report
Select Date Range
Choose a Start Date and End Date
This defines the period in which the FTA or cancelled appointments occurred
Without Appointment as of Date
Select a date to identify patients without any future appointments
Selecting today’s date shows current patients needing re-booking
Selecting a past date allows comparison over time to track improvements
Select Practice(s)
Choose All Practices or select specific practices as needed
Select FTA / Cancelled
Choose whether to include:
Failed to Attend (FTA)
Cancelled appointments
Or both
Create Report
Click Create Report to generate the results
Report Output
When the report is generated, the following information is displayed per practice:
Appointment Date – Date of the cancelled or FTA appointment
Appointment Time – Time of the appointment
Patient Code – PMS identifier for the patient
Patient Name
Payor – e.g. Plan, Private
Provider – Provider name and PMS code
Duration (Minutes)
Service Code / Treatment Description
Home Phone
Mobile Phone
Email Address
This information allows reception staff to quickly contact patients and offer re-booking options.
💡Top Tips
1. Run this report daily or weekly to keep appointment gaps minimal.
2. Use consistent date selections to accurately compare trends over time
3. Combine with reminder workflows to improve re-booking rates.
Exporting, Printing & Scheduling
Use Export Data to download a CSV copy of the report.
Use the Print button if you need a physical copy.
Use Schedule Report to automate regular delivery of this report.