Booking

A patient didn't show up for their consultation. What do I do in RootLogic?

A no-show isn't a lost lead — the right response in RootLogic within the first hour can recover a significant percentage of them.

Call the patient within 15 minutes of the missed appointment

Before you touch anything in RootLogic, pick up the phone. A warm, non-judgmental call ("Hi, we had you scheduled for a consultation this morning — just wanted to make sure everything is okay") converts more no-shows than any automated message. Most no-shows are scheduling confusion, not disinterest.

Find the contact in the Contacts tab and open their record

Go to Contacts in the left sidebar and search for the patient's name or phone number. Click their name to open the full contact record.

Mark the appointment as No-Show in the Appointments section

On the contact record, scroll to the Appointments section. Find the missed appointment and click the status dropdown next to it. Select No Show. This triggers the automated no-show follow-up sequence so RootLogic starts reaching out on your behalf.

Write a note about the no-show and your outreach attempt

Click the Notes tab inside the contact record and add a quick note: date, that they no-showed, whether you reached them, and what they said. Future you — or a colleague covering the desk — will thank you. Takes 30 seconds.

Offer to rebook immediately if you reach them

If the patient picks up or replies to your text, offer a specific time — not "let us know when you'd like to come in." Pull up the calendar right then and give them two or three options. Booking on the spot is far more likely than them calling back later.

Pro tip: If you can't reach them by phone within the first hour, send a personal text from the Conversations tab — not just rely on the automation. Something brief: "Hi [Name], this is [Your Name] at [Practice]. We missed you today — happy to get you rescheduled whenever works for you." Personal touches recover no-shows that automation doesn't.

A patient didn't show up for their consultation. What do I do in RootLogic?

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