Appointment booking deposit calculator
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An empty slot is a sure loss: the overhead keeps running and no revenue comes in. A booking deposit protects the schedule, but how much should you charge? Too little does not cover the loss; too much drives the patient away. The calculator works out the loss per no-show and the deposit that covers it.
Your data stays in your browser. The starting values are a hypothetical example.
What does each field mean?
| Field | What to enter |
|---|---|
| Procedure value | The price of the reserved appointment. |
| Contribution margin | The percentage left of the price after costs and taxes. |
| Chance of refilling the slot | The probability of fitting in another patient at the last minute. |
| No-shows without notice today | The percentage of patients who do not show up without warning. |
| Deposit you plan to charge | A percentage of the value, to compare with what is needed. |
How is the calculation done?
- Loss per no-show = value × margin × (1 minus chance of refilling the slot).
- Deposit that covers the loss = the loss per no-show itself, also as a percentage of the value.
- Chosen deposit = value × chosen percentage.
- Remaining loss = loss per no-show minus the chosen deposit (never negative).
- Expected loss per booking = loss per no-show × no-show percentage.
Worked hypothetical example
Hypothetical example: a value of R$ 1,200.00, a 50% margin, a 20% chance of refilling the slot, 15% no-shows and a 20% deposit.
| Step | Calculation | Result |
|---|---|---|
| Loss per no-show | 1,200 × 50% × 0.80 | R$ 480.00 |
| Deposit that covers the loss | 480 ÷ 1,200 | 40% of the value |
| Chosen deposit | 1,200 × 20% | R$ 240.00 |
| Remaining loss per no-show | 480 minus 240 | R$ 240.00 |
| Expected loss per booking | 480 × 15% | R$ 72.00 |
With a 20% deposit, the clinic still loses R$ 240.00 on every no-show. The decision becomes one of raising the deposit, improving confirmation or accepting the risk.
How do you use the result?
To know how much no-shows cost over the year, use the no-show cost. For schedule figures, see the occupancy rate. For payment method and terms, the cash vs. installment discount helps protect the margin.
Frequently asked questions
How do you calculate the booking deposit amount?
Multiply the procedure value by the margin and by the share of the slot you cannot refill. The result is the loss per no-show, which the deposit should cover.
Can the deposit be kept if the patient does not show up?
It depends on what was agreed in the contract or booking terms, with clear rules. Confirm it with your lawyer.
What deposit percentage is appropriate?
One that covers the expected loss without driving the patient away. The calculator shows the minimum in reais and as a percentage of the value.