📝 If you've used this report before: This is a significantly updated version. The flat list of cancellations has been replaced with a grouped practice view, sortable by outstanding count. Four summary tiles now sit at the top — 2 of them clickable to filter the table instantly. Two charts give you a visual breakdown by cancellation reason and by practice or provider. Column management lets you show, hide, and reorder all available columns. The core cancellation data is unchanged.
Generating the report
Set your Date Range using a preset (e.g. Last 30 days) or custom dates.
Select the Practices and Providers you want to include.
Click Create Report.
Summary tiles
The four tiles at the top give you an instant read on your cancellation position for the period.
Tile | What it shows |
Total Cancellations | All cancelled appointments in the selected range |
Outstanding (Need Rebooking) | Cancelled appointments not yet rebooked |
Rebooked Rate | Percentage of cancelled appointments that have been rebooked. Displays a Fair, Good, or Low badge based on performance thresholds |
Short Notice (<2 Days) | Appointments cancelled with fewer than two days' notice |
Click Outstanding (Need Rebooking) or Short Notice (<2 Days) tiles to instantly filter the results table to matching records. Click the tile again to clear the filter.
Charts
Cancellations by Reason
A donut chart showing the top cancellation reasons across the selected period. Hover any segment to see the count and percentage. Use this to spot patterns — a high proportion of "Forgot appointment" cancellations, for example, may indicate a gap in your reminder workflow.
Cancellations by Practice / Provider
A bar chart showing cancellation volume. Toggle between Practice and Provider views using the buttons in the top right of the chart panel. Use this to see which location or clinician is generating the most cancellations in the period.
The results table
Views
Switch between two table modes using the buttons in the toolbar:
By Practice — cancellations grouped under each practice, with a summary row showing totals and rebooked rate. Click a practice header to expand or collapse it. Use Expand All / Collapse All to control the full list at once.
All Cancellations — a flat list of every cancellation, useful when you want to sort across all practices simultaneously.
Sorting
In By Practice view, use the Sort dropdown to reorder practices:
Highest outstanding first — prioritises the practices with the most un-rebooked cancellations
Lowest outstanding first
Alphabetical (A–Z)
Columns
Click Column Settings to adjust table density (Compact, Normal, or Comfortable).
Click Manage Columns to show or hide individual columns, drag them into a different order, or reset to the default layout.
Key columns
Column | What it tells you |
Appt Date / Time | When the original appointment was scheduled |
Cancel Date | When the cancellation was made |
Days Notice | How far in advance the patient cancelled. One day or fewer is highlighted in red |
Patient Name | The patient whose appointment was cancelled |
Payor Name | Fee payer for the appointment |
Provider | The clinician originally booked |
Duration | Appointment length in minutes |
Service | Treatment type planned |
Reason | Why the appointment was cancelled |
Rebooked | Green Yes or red No badge |
Canc 24m | Number of cancellations by this patient in the last 24 months. Three or more is highlighted in red |
💡Top tip: Dentally users can now click on the patient name or code to access their file directly
Filtering and searching
Use the Filter button to refine results without regenerating the report. Available filters include practice, provider, payor, cancellation reason, and rebooked status.
Active filters appear as coloured pills below the search bar. Remove individual filters by clicking the × on a pill, or clear all filters at once.
Use the Search box to find records by patient name, provider, reason, or service.
Exporting
Click Export to download the report as a CSV, Excel workbook, or PDF.
Scheduling reports
Instead of exporting manually each time, you can set the report to deliver automatically on a recurring basis - saving you time. Select Schedule Report, then:
Name for Report — a label to identify this scheduled export
Password for Zip File — the report is delivered as an AES-256 encrypted zip, so set a password here to protect it
Schedule Frequency & Period — choose when and how often the report should run (e.g. Schedule Now, or a recurring frequency)
Recipient Email Addresses — enter one or more email addresses, comma-separated. Recipients must be users in your group. Leave this blank to send the report to yourself.
📝 Please note: For now, only Admin users can schedule to other people in the group. The password is required to open the zip file, so make sure this is shared securely with recipients ahead of time.
Once you've configured your settings, select Schedule to confirm. The report will be delivered automatically as an encrypted zip file to the selected recipients on the schedule you've set.
You can edit or cancel a scheduled report at any time from the Scheduled reports section under Settings.
Data Only mode
Toggle Data Only to hide the summary tiles and charts and show only the table. Useful when you're exporting or reviewing a large volume of records.
Resetting the report
Click Reset Configuration to clear all filters, column changes, and sorting. The date range resets to the last 30 days and all practices are selected.
Common questions
Why is my Rebooked Rate showing as Fair or At Risk? The badge reflects your rebooked rate against our recommended thresholds. A rate below 30% shows as At Risk (red), 30–50% shows as Fair (amber), and above 50% shows as Good (green). These benchmarks are based on typical performance across MPC practices.
Can I see cancellations for a single provider across all practices? Yes. Select the provider in the Providers filter before generating the report, then use All Cancellations view to see a flat list across every practice.