sales CRMGuidesOne patient not showing up looks like a small thing. Over a month, those empty slots add up to a doctor's salary. Plug in your numbers and see the total.
No-show losses are the revenue an empty slot could have brought in but didn't. The calculator uses this formula:
Monthly loss = appointments × no-show rate × (1 − share of slots refilled) × average visit value
| Input | What to enter | Where to find it |
|---|---|---|
| Appointments per month | all booked appointments in a month | your schedule or CRM |
| No-show rate | patients who didn't come or call ÷ all appointments | "no-show" marks in the schedule |
| Average visit value | revenue ÷ number of visits | payments report |
| Slots refilled | the share of empty slots the front desk managed to give to other patients | front desk estimate |
| Target | the no-show rate you want to reach | your plan |
Example. A clinic has 600 appointments a month, a 15% no-show rate, an average visit of $150, and manages to refill 10% of empty slots. Loss: 600 × 0.15 × 0.9 × $150 = $12,150 a month, or about $145,800 a year. Cutting no-shows to 8% brings back roughly $5,700 a month.
An empty slot costs more than the visit price. The doctor, the room and the front desk are paid for either way, so almost all the revenue from an empty slot is lost profit, not just lost turnover. That's why the calculator shows revenue: it's the lower bound of your losses.
Two more things the calculator doesn't include but you should keep in mind:
For a full breakdown of causes and fixes, see our guide Patient no-shows: how to reduce them. In short, in order of impact:
With 95sales CRM appointments, patients automatically get appointment reminders by SMS and Viber — a day and an hour before the visit. The clinic turns reminders on itself. No-shows are marked in the schedule and show up in analytics by doctor and ad source, and a freed-up slot is immediately visible to the front desk and the sales team.
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FAQ
Multiply your monthly appointments by the no-show rate, by the share of slots you couldn't refill, and by the average visit value. That's the floor: the doctor's pay and the room rent are covered either way.
There's no single benchmark: it depends on the specialty, how far out patients book and whether they pay in advance. It matters more to track the trend by doctor and source and compare your clinic against itself.
A cancellation an hour before the visit almost never gets refilled, so many clinics track it separately as a "late cancellation" and add it to no-shows when calculating losses.
No. The calculation runs in your browser and the numbers aren't sent anywhere.
Start with appointment reminders and confirming visits the day before — it's the cheapest step and pays off from the first week.
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