Get the two counts from Jane
Open Reports → Appointments. Choose a past date range, location and practitioner. Keep those filters the same for both counts:
- Set State to Arrived and count the appointments shown.
- Change State to No Show and count those appointments.
- Enter the two counts in the tool above. Do not add no-shows to the arrived count; the tool adds them once.
Jane's Appointments Reports guide lists the report filters and export options. If your access does not cover the whole clinic, use your permitted scope and label the result accordingly. Keep any patient-level export in your clinic's approved system; this public tool needs totals only.
Before calculating, resolve any past appointments that are still marked booked with the team. Check what happened rather than assuming every unresolved appointment was a no-show.
Know what this rate includes
The denominator is arrived visits plus no-shows. Late cancellations and other cancelled bookings are excluded. This is the attendance-outcome definition Caretrics uses; Jane's guide provides the report instructions, not a prescribed no-show-rate formula.
A rate based on all bookings, including cancellations or unresolved appointments, answers a different question. If you already track that measure, keep its definition with it and do not compare it directly with this result.
The made-up example in the tool demonstrates the arithmetic. It is not a customer result, benchmark or target. The result can show zero no-shows or all included visits missed; with no arrived visits and no no-shows, there is no rate to calculate.
Use the rate to choose a check
Compare periods of the same length using the same location, practitioner and attendance definition. Keep the counts beside the percentage. A few missed visits can change a small clinic's rate sharply, so inspect the appointments before deciding that a process has changed.
If the pattern needs attention, start with four practical no-show checks in Jane: reminders, the cancellation policy, the waitlist and follow-up after a missed visit. Choose one change that addresses a verified problem, then review a comparable period later. To compare practitioners fairly, use the practitioner pattern guide, which shares this definition.
The rate does not explain why patients missed care. It also does not measure lost cash. Replacement bookings, fee decisions and payments need their own records; multiplying missed visits by a fee would hide those differences.
Share the result with its definition
Use Copy result to keep the counts, calculation and source together. Add the period and report scope in your team's approved notes. A result without dates or filters is easy to misread. If a pattern needs attention, inspect the appointments and choose a relevant check before deciding what to change.
Sources and definition
Jane: Appointments Reports, checked October 2, 2026. Report steps come from Jane. The attendance-outcome formula and suggested review routine are Caretrics' definitions and editorial guidance.
Rob SaricCo-founder & CEO at Caretrics