How to Dispute a Cancellation Charge to a Dentist

Disputing a cancellation charge with a dentist is not difficult---if the facts are on your side. However, you can expect the dentist's office to stand its ground, at least initially. Cancellations are expensive for dentists. The Dental Tribune, a newspaper for the dental trade, reports that dentists lose up to $60,000 a year because of no-shows and cancellations. Late cancellations force dental office assistants to call around for patients who can come in immediately, while no-shows encourage some dentists to intentionally overbook, creating other problems.

Instructions

• 1

  Review the details of the cancellation to determine what happened. For example, the dentist may have a 48-hour cancellation policy. Confirm you records and to determine when you cancelled and to whom you spoke with. Call the office, if necessary, to review the cancellation policy.

• 2

  Look over statements and other correspondence as you review your loyalty to the dentist, including the treatments and money spent over the years. Note whether cancellation fees are a recurring problem for you or this one is an isolated incident.

• 3

  Call the dentist's office and ask to speak to someone responsible for billing. Speak in a pleasant tone as you tell the clerk that you cancelled within the time frame allowed by the dentist, and that the cancellation fee is invalid---if this is true, based on your notes.

• 4

  Admit that the cancellation is your fault, if applicable. Simply tell the truth as you explain that you forgot, or were tied up in traffic and neglected to cancel. Describe your loyalty to the dentist as you ask that the clerk to drop the cancellation fee as a courtesy.

• 5

  Speak to the dentist personally during your next visit if the clerk will not reverse the charge. This could involve a wait if your next treatment by the dentist is several months away. However, speaking to the dentist face-to-face could prove effective. Tell the dentist about the charge and that you want the cancellation fee reversed. It's possible that the dentist, when personally involved in the situation, will agree to keep you as a customer.

• 6

  Send the dentist a letter outlining your concerns if you would rather not wait for your next visit. Explain the situation in the letter and follow up by telephone if you don't hear from the dentist within a week.