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Seahorse

No-show cost calculator

Enter four numbers from your schedule to see what missed appointments cost your practice, and what you would recover by cutting no-shows by a quarter or a half.

The starting values are examples only, not benchmarks. Replace them with your own numbers.

All scheduled visits, including ones that were missed.

Share of scheduled appointments where the patient did not come.

Share of missed visits that would have been billable and were not made up.

Collected revenue, in US dollars.

Your results

Revenue lost per month
$7,200
Revenue lost per year
$86,400
Recovered with 25% fewer no-shows
$21,600 per year
$1,800 per month
Recovered with 50% fewer no-shows
$43,200 per year
$3,600 per month

Based on 48 missed visits a month, 28.8 of them billable.

How the math works

  1. Missed visits = appointments per month × no-show rate.
  2. Billable visits lost = missed visits × the share that would have produced revenue.
  3. Revenue lost per month = billable visits lost × average revenue per visit. Multiply by 12 for the year.
  4. Recovery: cutting no-shows by 25% recovers 25% of the revenue lost, and cutting them by 50% recovers half. This assumes each recovered visit is worth the same as an average one.

The result is an estimate of collected revenue, not profit. It leaves out downstream value such as follow-up visits, product sales, and referrals, so the true cost can be higher.

What to do with the number

Start with the visits you can win back this week. Our missed-appointment text templates give your front desk ready-to-send messages for each specialty, and our no-show rates by specialty benchmarks show how your rate compares with published figures.

Frequently asked questions

Where do I find my no-show rate?

Most practice management and scheduling systems have an appointment status report. Divide the appointments marked no-show in a month by the total appointments scheduled that month, then multiply by 100. Use at least three months to smooth out a slow week or a holiday.

What does "would have converted to revenue" mean?

Not every missed visit costs you money. Some patients rebook, and some visits are free follow-ups or covered by a package already paid for. Enter the share of no-shows that would have produced revenue if the patient had come in and were never made up.

Should late cancellations count as no-shows?

Count them if the slot usually goes unfilled. A cancellation two hours before the visit costs the same as a no-show when nobody fills the slot. If you have a waitlist that fills those slots reliably, leave them out.