No-Show Cost Calculator for Your Facial Harmonization Schedule
Loading the calculator. If it does not appear, enable JavaScript in your browser.
A no-show is a patient who books and does not turn up, without giving enough notice for someone else to take the slot. In an orofacial harmonization (HOF) clinic, where a large share of the cost is fixed, every no-show is a slot that cost money and generated no revenue. This calculator turns your no-show rate into reais per month and per year, and shows how much comes back if the rate drops.
The values shown when the page opens are a hypothetical example. Replace them with the numbers from your schedule. Nothing you type leaves your device.
What does each field mean?
| Field | What to enter |
|---|---|
| Appointments booked per month | All booked slots, assessments and procedures. |
| No-shows without notice | Percentage of booked patients who did not come and did not warn you in time. |
| Average revenue per appointment | The month's revenue divided by appointments completed. If the no-shows are almost all free assessments, use the average value those assessments generate later, or run the calculation separately. |
| Contribution margin | What is left of each real billed after product, supplies, taxes and fees. |
| No-shows after confirming or charging a deposit | The rate you expect or have already measured after changing the rule. |
What is the formula?
- No-shows per month = booked × no-show rate.
- Revenue that did not come in = no-shows × average revenue.
- Lost margin = revenue that did not come in × contribution margin.
- Recovered margin = (current rate minus new rate) × booked × average revenue × margin.
The calculation uses margin, not revenue, because unused product is not a loss: it stays in inventory. What is truly lost is the chair time, which does not come back.
Worked hypothetical example
Hypothetical example: 80 appointments booked per month, 15% no-shows, average revenue of R$ 1,200.00 and a contribution margin of 50%.
| Result | Calculation | Value |
|---|---|---|
| No-shows per month | 80 × 15% | 12 |
| Revenue that did not come in | 12 × 1,200 | R$ 14,400.00 |
| Lost margin per month | 14,400 × 50% | R$ 7,200.00 |
| Lost margin per year | 7,200 × 12 | R$ 86,400.00 |
| Margin recovered by dropping to 7% | 80 × 8% × 1,200 × 50% | R$ 3,840.00 |
What usually reduces no-shows?
The calculator does not measure the effect of the actions. It shows what each percentage point less is worth, so you can decide how much effort makes sense. The most common measures are:
- Active confirmation one or two days before, asking for a reply and not just sending a notice.
- Deposit credited toward the procedure, with a written rescheduling rule shared before payment.
- Waiting list to fit in people who want to move up their visit when someone cancels.
- Reminders after the procedure, so the patient does not forget the check-up. Set the return dates on the day of the procedure.
A patient who misses the assessment is often the same one who disappears after the quote. Post-consultation follow-up covers that other end.
What are the limits of the calculation?
- It assumes the empty slot was not refilled. If you fit another patient into some of the no-shows, the real loss is smaller.
- A no-show at an assessment does not lose immediate revenue, but it loses the chance to close a plan. To put a value on that chance, multiply average revenue by your acceptance rate.
- Contribution margin is an average. If you do not know yours, the break-even calculator in this section helps build the number from the ticket and variable cost.
- To find out what a patient is worth over the years, and not just in one slot, see the patient LTV calculator, also in this section.
Frequently asked questions
How do I calculate the clinic's no-show rate?
Divide the number of patients who failed to show without notice by the total appointments booked in the same period and multiply by 100. Use at least one month of schedule so the number is stable.
How much does a patient who does not show up cost?
It costs the margin that slot would have generated, because fixed costs stay the same. The calculator multiplies no-shows, average revenue and contribution margin to arrive at that amount.
Does charging a deposit reduce no-shows?
Many clinics use a deposit or active confirmation to cut no-shows, but the effect varies with the audience. Measure your rate before and after the change and enter the real number in the last field.