Response to no call no shows

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Psychferlyfe3000

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Hi all,

I am hoping to get your advice on the best course of action when patients no call no show and then dont answer you again. I ask this (a) because sometimes I get anxious with regards to why and (b) I worry about liability.

Thank you!
 
This is why I don't like working outside of a system. Since you don't have a system to handle this for you, reach out to your medmal carrier for advice and likely templates to mail out.
 
Routine discharge with letter, offer of bridge prescription and local resources for care. I also add brief note in chart indicating patient no-showed and didn't respond to offers to reschedule.
 
I mean again this is classic psychiatrists thinking they're gonna get sued for everything. You guys discharge everyone who no shows and doesn't reschedule? I can think of literally no other specialty who does this routinely.

It's probably good practice to clean up your patient panel a couple times a year and send out "we haven't seen you since X date, unless you schedule an appointment with me by X date I will assume you no longer wish to continue care and will consider you discharged from this practice". I should probably do it so I stop getting random patients who I saw a year ago and then suddenly want to start following back up again...
 
I mean again this is classic psychiatrists thinking they're gonna get sued for everything. You guys discharge everyone who no shows and doesn't reschedule? I can think of literally no other specialty who does this routinely.

It's probably good practice to clean up your patient panel a couple times a year and send out "we haven't seen you since X date, unless you schedule an appointment with me by X date I will assume you no longer wish to continue care and will consider you discharged from this practice". I should probably do it so I stop getting random patients who I saw a year ago and then suddenly want to start following back up again...
Primary care does this all the time. I would discharge more but my hospital has rules in the matter.
 
For me it breaks down into very high risk versus not.

For very high risk, like a patient at the border of needing involuntary hospitalization who is refusing IOP/ PHP etc where that visit was basically part of a safety strategy, I will call them and let them know that if I don't hear back within some time frame I will call a welfare check. I would estimate that I end up doing this once a year or so, and I almost never actually have to proceed to call a welfare check (one time that I can think of, and it turned out to be a good thing I did).

For all the others I just send a message noting that they did not make it to our planned appointment and offering to reschedule. I then leave it at that. Like calvnandhobbs mentioned I then go through my patient list a few times a year and send a letter to anyone I have not seen in a while letting them know that if I do not hear from them in the next 30 days about scheduling a follow-up appointment I will close their chart with the clinic.

I think this approach takes very little time and shows that you did make outreach attempts and clearly offered follow-up. I think there is very little liability risk in general, but the message at the time of the missed appointment and the letter terminating care provide a little bit of extra risk mitigation. It is otherwise pretty unclear how long they remain "your patient." That ambiguity creates some liability, and also some awkward situations when they reappear 18 months later and expect to be seen.
 
I'm curious more to know about the why you alluded to. Why as in, if something happened to the patient. Or why as in, do you worry part of it is a you thing?
 
For me it breaks down into very high risk versus not.

For very high risk, like a patient at the border of needing involuntary hospitalization who is refusing IOP/ PHP etc where that visit was basically part of a safety strategy, I will call them and let them know that if I don't hear back within some time frame I will call a welfare check. I would estimate that I end up doing this once a year or so, and I almost never actually have to proceed to call a welfare check (one time that I can think of, and it turned out to be a good thing I did).

For all the others I just send a message noting that they did not make it to our planned appointment and offering to reschedule. I then leave it at that. Like calvnandhobbs mentioned I then go through my patient list a few times a year and send a letter to anyone I have not seen in a while letting them know that if I do not hear from them in the next 30 days about scheduling a follow-up appointment I will close their chart with the clinic.

I think this approach takes very little time and shows that you did make outreach attempts and clearly offered follow-up. I think there is very little liability risk in general, but the message at the time of the missed appointment and the letter terminating care provide a little bit of extra risk mitigation. It is otherwise pretty unclear how long they remain "your patient." That ambiguity creates some liability, and also some awkward situations when they reappear 18 months later and expect to be seen.
And when you say letter, do you mean snail mail?
 
The why is a I'm worried that something happened to the patient why.
The vast majority of the time, it is fortunately uneventful. Some personal experiences I've seen for why the patient ghosts is
-just did not prioritize returning to care, life going as usual
-not returning due to cost (either cannot or unwilling to pay)
-has some reservations about continuing with psychiatric care (various reasons can be present)
-patient subjectively perceives lack of fit--may have found a new provider (at least in my area, psychiatrists are not far booked out, can find a new appt within 2-4 weeks that accepts their insurance including Medicaid. Some patients even have intakes with different prescribers and may eventually settle on one. It's a very much consumer's market in this geographic area. I feel icky when some ask for "free consults" on calling the clinic. But if the market is saturated, I guess that is where things are at. The psychiatrists booked out are either Dr. Feel Goods or amongst the highest skilled of psychiatrists.)
-in the super super rare circumstances where patient did indeed die---more than twice fold the chance of an accidental death (e.g. rando car accident)

Most patients in my own experience are looking for more than a psychopharmacologist. They want a therapist. Even when they say they are not looking for therapy, they really are. Whether correct or not, they ideally want a provider who will remember things about their lives and their identity. Who want to know how their life is going. Often prefer to have insights, interpretations and psychotherapeutic techniques in their sessions. Most patients seem to have a belief that this is what standard psychiatry should be and usually for visits longer than 20-25 minutes. I find the majority are not satisfied with a strict 99214 in the sense. On graduation I was doing straight 9921X services and the retention rate was incredibly low. I don't think patients dislike the provider per se, they just don't experience subjectively enough incentive to return recurrently. I don't expect most patients to understand the extensive intellectual work in prescribing even w/o psychotherapy, it would be beyond their understanding.
 
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That ambiguity creates some liability, and also some awkward situations when they reappear 18 months later and expect to be seen.
I always found this very strange. When patients clearly know about the conclusion of care (talking about when full discharge was done--not the ambiguous chart status) but continue to act as if it is going as usual. Speaks to the culture of the society we live in of things being expected to be on one's own terms and at their convenience. Often it's cool when the boundary is repeated and clinic policies and procedures are discussed and patient admits they are not currently established. It's kinda weird when they still carry this expectation for care to just continue just because they asked. Some personality pathology in there but also cultural, a normalization of attitudes that really shouldn't be normalized. I once had a psychiatrist work in this office who thought in very black and white. They assumed that just sending the discharge letter "wiped hands" clean of liability. They either could not or refused to understand that there is a gray area to make sure things conclude peacefully. They fired off discharge letters like no one's business.
-not seeing me every 30 days? discharge
-you remind me of my mom? discharge (seriously! there was a case or more like this where it was highly suggestive of a countertransference issue. They struggled with female patients in their 50s and had extremely different experiences with female patients in their teens and 20s. It was an interesting observation.)
-you don't have a 100% med adherence?! discharge
-patient did some thc last night? discharge

This panel went empty quickly and said psychiatrist got flooded with complaints and bad google reviews. And they expected it was "the clinic's job" to clean it up for them. They used the discharge letter as a med mal safety blanket, which as we know, it is not that simple. I remember warning them, especially with these types of criteria for discharge, even if it's 6 months after the letter, the patient population we are dealing with are not going to magically 100% respect boundaries and just peacefully go. Some will start requesting refills and they will need to be stepping in to do risk mitigation for good documentation and clear illustration that patient indeed had access to timely care and expressed understanding. @AD04 this is one psychiatrist that had a hard time going from residency to attending-hood and for the first time working outside a hospital system. No surprise (and shortly after I warned them), there was an official legal/board complaint filed against them and probably more than one. One of them, I was aware of the details. I say likely more than one because the next employer called me years after they were no longer at this practice, with some odd questions pertaining to conduct. For the complaint I knew of: no actual malpractice occurred but it was indeed surrounding how the discharge happened. No major adverse determination was made, but it took an emotional and financial toll on them. Even after that, they were unwilling to take feedback. This person was very arrogant too and even though I was their employer, constantly called me Dr. "____" where the "____" was my FIRST name. Utterly disrespectful. And condescending to the office staff too. Ok, enough of my rant ha!

 
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Letter through EMR if they have patient portal access. Snail mail for the rare ones who don't. Call once for virtual visits that don't show. Don't call for in-office who no show. Obvious exceptions for selected high risk or elderly patients.

I almost never have any sort of thought or care about why the patient didn't show. 99% of the time it will end up being something benign and inconsequential. Worrying so much about it is up to you to figure out with a serotonergic agent, more exposure to patients no-showing, and/or a therapist. (High risk patients are the exception.)
 
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