To ensure a client is billed for a missed session, follow these steps:


✅ 1. Set the Correct Attendance Status

When updating the appointment:

  • Select “No Show” or “Late Canceled” if you intend to charge the client.

  • Select “Canceled” if no fee should be charged (e.g., the cancellation was timely or not billable).

⚠️ Important: Only “No Show” and “Late Canceled” statuses create a billable item. “Canceled” will result in no charge.

❗ Special Rule for TriWest CCN Patients

Providers may not charge TriWest Community Care Network (CCN) patients for missed or canceled sessions.
If the client is a TriWest referral:

  • Always select “Canceled” — this ensures no charge is applied to the veteran.

Charging for No Shows or cancellations for TriWest patients is not permitted and could result in noncompliance with CCN policies.

✅ 2. Select the Correct CPT Code

After marking the attendance status, choose one of the following options in the service code field:

  • To charge the client, select:

    • “No Show”

    • “Late Cancellation”
      (the correct fee will populate automatically based on your policy)

  • If you do not want to charge the client, select:

    • “No Show – No Charge”

    • “Late Cancellation – No Charge”

? Tip: Use the “No Charge” codes when you want to track missed appointments but waive the fee for any reason (e.g., first-time exception, emergency, etc.).

? Note: You do not need to enter the fee. The correct charge has already been assigned to your account based on your cancellation policy and will populate automatically.


✅ 3. Click Save

Once you’ve updated the attendance status and service code, be sure to click Save at the bottom of the screen.

This ensures the system generates the correct invoice.


Invoices are sent to the patients overnight between 12:00 AM and 2:00 AM in your practice's local time zone.