Developed and maintained by ProWorkstack · Development and review process
Estimate appointment money left after variable costs affected by no-shows after refill appointments and avoided variable costs.
Your results
Enter your inputs and select Calculate.
How this calculator works
Expected no-shows = booked appointments × no-show fraction. Unfilled slots = expected no-shows × (1 − refill fraction). Money left after variable costs impact = unfilled slots × (collectible revenue − avoided variable cost) + extra follow-up administration.Worked example
Four hundred appointments at 10% no-shows create 40 missed slots. Refilling 25% leaves 30 unfilled. At 100 collectible revenue less 20 avoidable cost, money left after variable costs impact is 2,400; 150 extra admin gives 2,550.Assumptions
Defaults are illustrative. Replace them with your own measured quantities and documented assumptions. Use matching periods and a consistent currency wherever monetary amounts are entered.Interpreting your results
This is an operational estimate, not medical advice or a patient-level prediction. It excludes fixed overhead already incurred. Use expected collectible revenue rather than a listed charge. Fractional slots represent averages, not a patient count.Calculation formulas
- missed
booked*noshow/100- unfilled
missed*(1-refill/100)- Estimated no-show cost, including follow-up
unfilled*(fee-variable)+admin- Appointment slots left unfilled
unfilled- Missed revenue before saved costs
unfilled*fee
Frequently asked questions
What should I check before using the result?
An early cancellation that is filled by another appointment does not lose the whole appointment value. Use the no-show definition in your own records and count actual successful refills separately.
Does this tool connect to my records?
No. This is a local calculation from the figures you enter. It does not scan accounts, import private records or verify legal, regulatory or exam requirements.
Maintained by ProWorkstack · Last reviewed: 2026-10-04 · Development and review process