Why Doctors Are Sometimes Running Late — What Patients and Practices Should Know

Summary
Long wait times at the doctor’s office frustrate many patients — but often, there’s more happening behind the scenes than most people realize. As someone who has worked at the front desk, in the back office, and as a clinic manager — and as a parent sitting in waiting rooms myself — I want to share why delays happen and how both clinics and patients can handle them better.

Why Doctors Run Late (and It’s Not What You Think)

Most doctors don’t run late on purpose. In fact, all try their best to stay on schedule. But healthcare is unpredictable. Here are a few common reasons why doctors fall behind:

• Overbooking to prevent downtime: Many practices build in extra appointments to make up for no-shows, which can be as high as 10–20% in some clinics. When every patient shows up, the day becomes overloaded.
• Unpredictable patient needs: While most visits are scheduled in 15-minute blocks, some patients require more time — especially those with complex conditions, mental health concerns, or urgent issues.
• Emergency walk-ins: A patient with an eye injury, sudden vision loss, or severe symptoms will always be prioritized. That can push back the rest of the schedule.

I’ve worked with doctors who see 50+ patients a day like clockwork — and others who constantly fall behind because their patients need more attention. Neither is “wrong,” but each requires a different approach to scheduling and communication.

What Clinics and Staff Can Do Better

When I managed a busy ophthalmology clinic, one of the best things we ever did was train our staff to communicate honestly with patients.

✅ Here are a few things your team can do:

• Set expectations during scheduling. Let new patients know if your clinic often runs behind so they can prepare.
• Advise them to bring a book or phone charger — it sounds small, but it makes a big difference in how people handle a delay.
• Keep patients updated in the waiting room. Don’t just say “The doctor is running late” — give a reason when possible.
• Apologize sincerely when bringing a patient back after a long wait. Avoid generic lines like “Sorry for the wait.” Acknowledge the delay and thank them for their patience.

These human touches go a long way in keeping frustration low.

A Parent’s Perspective: What Happened When My Child Was Sick

I’ve also been on the other side.

When my daughter had a lingering cough, we visited her pediatrician. We ended up spending two hours in the clinic. The doctor tried different medications and breathing treatments to see what would help. It wasn’t a short visit — but she took the time to get it right, and I appreciated that.

Later, I realized we had taken up one of only five exam rooms for over two hours. That limited how many other patients could be seen. Multiply that by two or three long appointments in one day, and the doctor simply can’t stay on time.

What Patients Can Do to Avoid Frustration

If you have limited time or need to return to work quickly, try one of these tips:

• Book the first or last appointment of the day. First appointments are less likely to be delayed, and the last spot means the doctor won’t feel rushed.
• Ask the scheduler about typical wait times and plan accordingly.
• Be patient. Most delays happen because the doctor is trying to give another patient the same care and attention you would want.

Final Advice for Clinics and Patients

We’re all human — and everyone’s time matters.

For practices:

• Educate your staff.
• Be transparent about delays.
• Avoid overpromising. Instead, set realistic expectations and deliver great care.

For patients:

• Understand that delays are often out of the clinic’s control.
• Come prepared.
• Show grace when possible.
  

P.S. One Small Smile, Big Difference

Before you express frustration during a delayed visit, take a moment to reflect. Yes, your time matters — but so does the doctor’s day. Instead of starting with a complaint, try something simple: smile.

You’d be surprised how much a warm, understanding attitude can change the energy of the room. It can reset the tone of your visit and even lift the doctor’s mood — especially after a long day of seeing complex or emotional cases. That small act of kindness can turn an ordinary appointment into a more positive experience for both of you.