---
title: Early Plan Cancellation
description: "  # Early Plan Cancellation 💡 After confirming the early cancellation request with the patient and exhausting all other retention options, the team should follow the procedure below to complete the cancellation process. - Patient calls to cancel (Moving or…"
url: "https://hillfamilychiropractic.com/wiki/early-cancel/"
updated: "2026-06-05"
category: Patient Care Procedures
---

# Early Plan Cancellation

 

# Early Plan Cancellation

💡 After confirming the early cancellation request with the patient and exhausting all other retention options, the team should follow the procedure below to complete the cancellation process.

- Patient calls to cancel (Moving or NonQ)
  - Put patient's name in the Cancellation Tracker

  - Contact DC

  - Delete Appointments

  - Change Case Type

  - Delete Frequency from Patient Last Name

  - Put CXL Charge in Ledger

  - Change Case Type to NonQ

  - Put patient information in CXL Thread in Slack

  - Follow Cancel Closeout Procedure

- Patient CXL (Pending)
  - Remove two weeks of APTS and move to end of plan

  - Patient tracker

  - Alert D.C. in Slack
    - Give details

  - Put FD on schedule with reminder to follow up (1 week out)

  - DC Reached out, no response
    - DC Approves

    - Post in DC Reachout Channel

    - Post in CXL Slack

  - Tracker Follow Up

  - Delete Appts

  - **Change Case Type**

  - Delete FREQ/asterisk

  - Charge in Ledger

  - NONQ

  - CXL Thread in Slack

  - Pull File/Sticky Note

  - Put file on Heidi Desk

  - BOCA balance ledger

  - CXL Payments

  - Letter Sent

- Patient CXL (Decides Against)
  - Remove two weeks of APTS and move to end of plan

  - Add patient name to Patient Tracker

  - Alert D.C. Slack
    - Give details

  - Put CA on schedule with reminder to follow up (1 week out)

  - DC Fills out freq change form

  - Make note in tracker

    Cancel Closeout Procedure

- Print off Closing Letter once Doctor and Office Manager has approved cancellation
  - If there is a balance, print out a statement to send with the Closing Letter

- Post "Cancelled Plan Early" charge on the correct date of cancellation

- Change case type to "PPV or PPV NonQ"

- Remove asterisk or frequency by name (i.e. **SMITH**~~**1XM**~~**, JOHN** to **SMITH, JOHN**)

- Care Plan Notes: Cancelled plan on ___ / ___ / _______ - Include Reason

- Remove all Alerts / Care Packages / Appointments / Discounts

- If credit is due to patient, send message to Office Manager. Include patient address and amount of credit.

- Put sticky note on file and place on Financial Desk

- Cancel future monthly payments

- Post "Refund" and amount in Patient Ledger

- Might have to adjust monthly payment to fit budget, consult with patient to find a reasonable payment amount.

- Print and Send Cancellation Letter
  - Office Manager Signs Letter

  - Mail Letter and Statement (if Necessary)