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Estimate appointment money left after variable costs affected by no-shows after refill appointments and avoided variable costs.
Distinguish cancellations from unfilled capacity
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.
How the calculation 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.
A 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.
Use money left after variable costs for an operational comparison
Supplies or other variable costs may be avoided when an appointment does not occur; rent and regular salaries usually remain. Keep those bases separate. Any reminder or scheduling intervention also needs its own cost and service review.
What the result leaves out
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.
Open the calculator with your own figures →
The defaults are constructed examples, not market benchmarks. Choose one currency for every monetary input; the currency selector formats values and does not convert exchange rates. Keep a copy of the records and assumptions behind your result so you can repeat the comparison after the next reporting period.
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