Purpose
This policy provides guidance on the interpretation and management of short notice cancellations at Hurst Dental Practice. Its purpose is to support fair, consistent, and transparent decision-making while helping the Practice maintain appointment availability for all patients.
Definition of a Short Notice Cancellation
A short notice cancellation is any appointment that is:
- Cancelled or rescheduled with less than 48 hours’ notice; or
- Missed without prior notification (a “Did Not Attend” appointment).
Cancellation Fees and Deposits
In accordance with the Practice Attendance Policy, a fee may be charged for appointments cancelled at short notice or not attended. Where a deposit has been paid, the Practice reserves the right to retain some or all that deposit.
Exceptional Circumstances
Hurst Dental Practice understands that unforeseen events can occasionally arise that are beyond a patient’s reasonable control. When genuine exceptional circumstances apply, the Practice may, at its discretion, waive a cancellation fee and/or return a retained deposit.
Each situation will be considered individually, considering the specific circumstances and any relevant information provided by the patient.
Principles of Application
The Practice is committed to applying this policy fairly, consistently, and with compassion, while also recognising the impact that short notice cancellations have on appointment availability and access to care for other patients.
Any decision to waive a fee or retain a deposit is made on a case-by-case basis. A waiver granted on one occasion does not establish a precedent and should not be regarded as a guarantee that the same outcome will apply in future circumstances.
Effective Date: June 2026
Review Date: June 2027
Approved By: Hurst Dental Practice Management
