Missed call calculator: how many patients you lose to competitors

How the calculator works out your losses

Missed call losses are the first visits of patients who couldn't get through and went to another clinic. The calculator works through the chain:

Monthly loss = calls × missed call rate × share never called back × share of new patients × lead-to-visit rate × first-visit value

Example. 800 calls a month, 15% missed, and 40% of those never called back — that's 48 calls. Half are new patients, and 40% of them would have booked. That's about 10 patients a month at $200 each: roughly $1,900 a month and over $23,000 a year, from first visits alone.

Why real losses are higher

The calculator counts only the first visit. A new patient often goes on to a treatment plan or keeps coming back for years, and the clinic loses that revenue too. Plus, if the call came from an ad, you've already paid for it: you can estimate what such a call costs with the patient acquisition cost calculator.

How to cut missed calls

For a full breakdown, see our guide to missed calls at a clinic. The essentials:

1. See a missed call right away, not in a month-end report.
2. Call back within 5–15 minutes, before the patient dials another clinic.
3. Assign someone to handle callbacks on every shift.
4. Look at peak hours and put a second receptionist on them.
5. Review conversations: some patients are lost not on a missed call but during the call itself.

How 95sales CRM handles it

95sales CRM connects to Binotel and Ringostat telephony. A missed call is immediately visible to the front desk, linked to the lead record by phone number, and stays flagged until someone calls back. AI reviews conversations: it scores the receptionist against your script and shows where the patient dropped off.