Free tools / No-show calculator
They booked. Nobody came. Here is what a year of that costs.
What no-shows cost a US med spa or dental practice, in four numbers and thirty seconds. Drag them to match your clinic — then set how much of a missed slot you could honestly win back, because that is the only figure worth acting on.
Your numbers
Four assumptions. All four are yours to argue with.
Your number Everything on the calendar across every provider, not only new patients. No published benchmark applies here — 40 is a starting point for a single-location clinic, not a claim about yours.
Industry benchmark Missed without notice. A cancellation you had time to refill is a different problem. 15% of booked appointments are missed at a typical clinic. Industry range commonly reported at 10–20%. This opens in the middle of that range; your booking software has your real figure.
Your number What a visit bills on average, before packages or memberships. No published benchmark applies here — $600 is the same default the missed-call calculator opens with. Take yours from last quarter.
Our assumption Prevented, refilled or rebooked — at whatever it actually bills. Nobody wins back all of it. Not a published figure and not a result of ours. We open at 40% because a slot refilled at short notice usually goes at a smaller ticket, and a prevented no-show is not the same as a paid one.
These are published industry benchmarks, not Oris results. Your own numbers come out of the free audit.
Not turning up
$15,600
a month, valued at your average ticket
Per month
- Appointments nobody attends
- 26
- Won back at 40%
- $6,240
- Less the $1,200 monthly fee
- $5,040
The last line is your own recovery assumption minus our monthly fee. It is arithmetic on a figure you set, not a forecast we are making.
By the end of the year
$187,200
That is 312 appointments a year that were booked, held a slot, and never happened. Win back the 40% you set above and it is $74,880 — the smaller number, and the only one worth planning against.
The honest version
Would fixing this actually pay for itself?
The AI front desk is $1,500 to set up, then $1,200 a month. At your numbers it covers its monthly cost the moment it wins back more than 8% of what no-shows take. Across a first year, setup included, it needs 9%.
We will not tell you what percentage reminders and deposits move your rate. We have no US clients yet, so any figure printed here would be someone else's. This is the bar the system has to clear, not a promise about what it will recover.
8%
of what no-shows cost you is where it starts paying for itself
- Setup, once
- $1,500
- Then monthly
- $1,200
- First twelve months
- $15,900
- Your recovery, first year
- $74,880
How the number is built
Four multiplications, nothing hidden
There is no model in here and no adjustment we did not show you. If a step looks wrong for your clinic, the slider that fixes it is right above.
What the arithmetic cannot know is which no-shows would ever have paid. That is the whole reason step four exists, and why it is set by you rather than by us.
- 40 appointments a week × 15% missed = 6.0 no-shows a week.
- × 52 weeks = 312 missed appointments a year.
- × $600 a visit = $187,200 a year of slots that billed nothing.
- × 40% realistically won back = $74,880. Everything above this line is the ceiling, not the prize.
Read this before you quote the number
Three ways this figure lies to you
A prevented no-show is not a sale
Some patients confirm, get reminded twice and still do not come. Others were price-shopping and would have walked the moment a deposit was mentioned. Only the share you set counts here.
A short-notice slot fills at a lower ticket
Whoever can be in your chair in three hours is usually the one booking the smaller treatment. Valuing a refilled slot at your full average ticket is the most common way this number gets inflated.
It leaves out what a lost patient was worth later
In the other direction, one ticket understates it. A patient who ghosts and never rebooks takes their whole future with them — the industry puts that at $5K at the top of the range. We left it out rather than argue both sides at once.
What actually moves it
Four flows, and none of them is a louder text
A reminder that expects an answer
Not a broadcast text. Confirm or cancel, two taps, at the interval where people actually decide — and a different message to the patient who has missed before.
A card on file for the slots that hurt
Deposits change who books, not only who shows. Applied to the treatments where an empty hour costs you the most, rather than to every consultation.
A waitlist that fills the hole the same hour
The moment a slot opens, the people who wanted that time get offered it automatically. Not a note for reception to work through tomorrow.
Rebooking before they leave the thread
A cancellation is a patient still holding their phone. That is the cheapest rebooking you will ever get, and it expires in minutes.
Where the pre-filled numbers come from
Published figures, not our results
One of the four fields opens on an industry benchmark with its source beside it. The other three are our defaults or our assumption, and they are labelled that way rather than dressed up as research.
These are published industry benchmarks, not Oris results. Your own numbers come out of the free audit.
Get your own numbers instead- 15% of booked appointments are missed at a typical clinic Industry range commonly reported at 10–20%.
- $5K lifetime value of one retained med spa patient, at the top of the range Industry range commonly reported at $2,000–5,000. We use the low end in every calculation.
- $600 average ticket, and 40 appointments a week Our defaults for a single-location owner-run clinic, not published benchmarks. Both are fields.
- 40% of a missed slot won back, the figure the tool opens with Our assumption, deliberately conservative. Nobody publishes this number honestly, so we made ours a slider instead of a claim.
Before you trust the output
Straight answers
Will this mean anything for a clinic my size?
It scales with whatever you enter, so a single treatment room and a four-provider practice both get a straight answer. The defaults are set for a single-location owner-run clinic because that is who we build for. Change all four and the result gets better.
Is 15% a real no-show rate?
It is the middle of the published range. Industry range commonly reported at 10–20%. Clinics that take deposits and confirm properly sit under it; clinics running free consultations off social media sit well over it. Your booking software knows the real number — look for appointments closed as missed rather than cancelled.
Does cutting no-shows really put that money back?
Not all of it, and anything that tells you otherwise is selling something. A prevented no-show only counts if the patient turns up and pays, and a slot refilled at short notice is often filled at a lower ticket. That is why the recovery share is a slider you control rather than a number baked into the maths. We open it at 40% and would rather you argued it down now than found out later.
What does it cost to fix?
The reminder, deposit, waitlist and rebooking flows run inside the AI front desk: $1,500 to set up, then $1,200 a month, live in about two weeks. No long lock-in — 30 days notice, any time. Judge it against the recovery figure this calculator gives you, never against the loss figure.
What happens to patient data?
None of it comes near this page. You enter four averages about your own business and the arithmetic runs in your browser — nothing is sent to us unless you fill in the audit form yourself. The systems we build afterwards are a separate matter: HIPAA-aware, vendors under a business associate agreement, defined retention windows, documented so your compliance officer can review it. We are not lawyers, and we say so where a state adds its own rules.
You are in Europe. Why would a US clinic hire you?
Oris is the clinic practice of HeadPills, building sites and automation from Wroclaw, Poland since 2021. We have no US clients yet and will not pretend otherwise — which is exactly why the audit is free, arrives in two business days and is yours to keep whether or not you ever reply.
Where to go next
Free clinic audit
The calculator estimates. The audit measures.
We look at what happens to your bookings today — your reminder flow, your cancellation path, what a patient sees when they try to move an appointment — and send you the findings in two business days.
- Findings in two business days
- No call required to receive them
- Yours to keep either way
Request received
We have your details.
The audit takes us about two business days. It arrives as a short written document — where calls are being lost, what the map pack looks like for your treatments, and what AI assistants say when someone asks for a clinic like yours. No call required to receive it.
While you wait: what missed calls are costing you