How Much to Charge for an Assessment Consultation: Calculator
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The assessment consultation takes up the same chair, the same room and the same time as a procedure. Even when you decide not to charge for it, it has a cost, and knowing that number changes the conversation: you decide whether to charge, credit it or offer it free knowing exactly what you are investing in each new patient.
This calculator estimates the cost of your consultation and a price that covers taxes and leaves a margin. The values shown when the page opens are a hypothetical example. Replace them with your clinic's numbers. Nothing you type leaves your device.
What does each field mean?
| Field | What to enter |
|---|---|
| Clinic fixed costs per month | Rent, building fees, electricity, internet, software, accountant, staff salaries, owner's draw, equipment depreciation. Everything you pay even when you see no patients. |
| Treatment hours per month | Hours the chair is available for patients, not the hours the clinic is open. |
| Assessment consultation length | The real time, from reception to goodbye, including photos and explaining the plan. |
| Materials per consultation | Disposables, printing, photography supplies, coffee and anything else spent per patient. |
| Taxes and fees on the price | The percentage that comes out of the amount received: your regime's tax and the card fee. |
| Desired margin | How much of the price you want left after paying costs and taxes. |
What is the formula?
Three steps, all visible in the result:
- Clinical hour cost = the month's fixed costs ÷ the month's treatment hours.
- Consultation cost = hour cost × consultation minutes ÷ 60 + materials.
- Price with margin = consultation cost ÷ (1 minus taxes minus margin).
The third step uses division, not adding a percentage on top of the cost, because tax and margin apply to the final price. Adding 30% to the cost does not leave a 30% margin: it leaves less. It is the same logic used in pricing per ml.
Worked hypothetical example
Hypothetical example: a clinic with R$ 15,000.00 in fixed costs and 140 treatment hours per month, a 45-minute consultation, R$ 20.00 in materials, 12% in taxes and fees and a desired margin of 30%.
| Step | Calculation | Result |
|---|---|---|
| Hour cost | 15,000 ÷ 140 | R$ 107.14 |
| Consultation cost | 107.14 × 45 ÷ 60 + 20 | R$ 100.36 |
| Price with margin | 100.36 ÷ (1 minus 0.12 minus 0.30) | R$ 173.03 |
In this example, every free assessment costs the clinic about R$ 100.00. If the consultation is credited toward the procedure, that cost has to fit within the margin of the plan that closes.
Charge, credit or waive?
The calculator does not decide for you. It shows the cost, which is the same in all three models. What changes is who pays and when:
- Charge with no credit: the cost is covered on the spot and the consultation filters out people who are only comparing prices.
- Charge and credit toward the procedure: the patient who closes does not pay twice; the one who does not close covers your time.
- Do not charge: the cost goes into the price of the procedures that close.
The pros and cons of each model are discussed in assessment consultation in facial harmonization, and the outline of what the consultation needs to deliver to justify the fee is in first consultation script.
What are the limits of the calculation?
- Fixed cost is spread evenly per hour. In practice, an assessment hour may use a simpler room than a procedure hour.
- The calculation assumes every available hour is used. If the schedule has gaps, the real cost of each booked hour is higher. To measure that effect, use the no-show cost calculator in this same tools section.
- Taxes vary by regime and by municipality in Brazil. Confirm the percentage with your accountant.
- The calculated price is a floor that covers costs and margin. The final fee also depends on your positioning and on what your audience expects, a topic covered in how to raise plan acceptance.
Frequently asked questions
How do I calculate the fee for a facial harmonization assessment consultation?
Divide the month's fixed costs by your treatment hours to get the clinical hour cost, multiply by the consultation time and add materials. Then divide that cost by 1 minus the tax percentage and the desired margin.
Can the assessment fee be credited toward the procedure?
It can, if the rule is clear and in writing: the amount paid is deducted if the patient books the plan within a set period. The calculator shows the real cost, which is the minimum you need to recover one way or another.
How long should an assessment consultation last?
It depends on what you deliver: medical history, photos, facial analysis, simulation and plan. Measure the actual time of your last few consultations and use that number in the calculator.