No-Show Rate Calculator for Jane.app Clinics

No-shows are one of the most visible revenue leaks in healthcare—but most clinic owners dramatically underestimate their true cost. This calculator helps you quantify exactly how much revenue you're losing to no-shows and what recovery looks like.

The Hidden Cost of No-Shows

Industry average for Jane.app clinics: 8-12% no-show rate Best-in-class clinics: 3-5% no-show rate

The difference between average (10%) and best-in-class (4%) is $2,400-$3,800/month in recovered revenue for a typical clinic.

How to Calculate Your No-Show Rate

Step 1: Get Your Baseline Data

In Jane.app, navigate to Reports → Appointments and filter by:

• Date Range: Last 90 days (for statistical significance)
• Status: "Scheduled" (all appointments)

Export the data and note these numbers:

1. Total scheduled appointments: _______
2. Appointments marked "No Show": _______

Step 2: Calculate Your No-Show Rate

Formula: (No-Shows ÷ Total Scheduled) × 100 = No-Show Rate %

Example:

• Total Scheduled: 1,050 appointments
• No-Shows: 126 appointments
• No-Show Rate: (126 ÷ 1,050) × 100 = 12%

Monthly Revenue Impact Calculator

Use this framework to calculate your specific revenue loss:

Your Clinic's Numbers:

1. Monthly Appointments: _______ (e.g., 350)
2. No-Show Rate: _______% (from Step 2)
3. Average Appointment Value: $_______ (typically $80-$120)

Calculate Monthly No-Show Cost:

Formula: Monthly Appointments × (No-Show Rate ÷ 100) × Average Appointment Value

Example:

• 350 appointments/month
• 12% no-show rate
• $95 average appointment value

Calculation: 350 × 0.12 × $95 = $3,990/month lost

Annual Impact: $3,990 × 12 = $47,880/year

What's Driving Your No-Shows?

Common causes in Jane.app clinics:

1. No Automated Reminders (40% of no-shows)

Check: Settings → Notifications → Appointment Reminders

Best Practice:

• SMS reminder 24 hours before
• Email reminder 48 hours before
• Optional: Confirmation request 72 hours before

2. Easy-to-Forget Single Appointments (25% of no-shows)

One-off appointments have 3x higher no-show rate than recurring appointments.

Solution: Implement standing appointments for ongoing patients using Jane's "Recurring Appointments" feature.

3. Long Booking Window (20% of no-shows)

Appointments booked >4 weeks in advance have 2.5x higher no-show rate than appointments booked <1 week out.

Solution:

• Limit advance booking to 30 days for new patients
• Use waitlist feature to fill last-minute cancellations

4. No Cancellation Policy (15% of no-shows)

Clinics without a clear cancellation policy average 11.2% no-show rate. Clinics with enforced policy average 5.8% no-show rate.

Jane.app Setup:

1. Settings → Policies → Cancellation Policy
2. Require credit card on file for new patients
3. Display policy in booking widget and email confirmations

Recovery Strategy by No-Show Rate

🔴 Red Zone (>10% no-show rate)

Priority Actions (implement immediately):

1. Enable automated SMS reminders (24hr + 48hr)
2. Add cancellation policy to Jane.app settings
3. Require credit card on file for all new patients
4. Train front desk on confirmation calls for high-value appointments

Expected Recovery: Reduce to 6-7% within 30 days Revenue Impact: $1,800-$2,400/month recovered

🟡 Yellow Zone (6-10% no-show rate)

Optimization Actions:

1. Implement recurring appointment program for ongoing patients
2. Set up waitlist automation in Jane.app
3. Analyze no-show patterns by provider/time-of-day
4. Send "We Missed You" follow-up within 24 hours

Expected Recovery: Reduce to 4-5% within 60 days Revenue Impact: Additional $800-$1,200/month recovered

🟢 Green Zone (<6% no-show rate)

Maintenance Actions:

1. Monitor trends weekly via Caretrics dashboard
2. Review no-show patterns quarterly
3. A/B test reminder timing and messaging
4. Consider overbooking strategy (1-2% buffer)

Expected State: Maintain 3-5% indefinitely Revenue Impact: Maximized—focus on other leaks

Advanced: No-Show Pattern Analysis

Caretrics automatically identifies these hidden patterns:

Pattern 1: Time-of-Day Clustering

Finding: 67% of no-shows occur in afternoon appointments (2pm-5pm)

Action: Implement double-confirmation for afternoon slots or offer morning alternatives

Pattern 2: New Patient vs Returning

Finding: New patients no-show at 18% rate vs 7% for returning patients

Action: Separate reminder strategy—new patients get SMS + email + confirmation call

Pattern 3: Provider-Specific Rates

Finding: Provider A has 5% no-show rate, Provider B has 14% no-show rate (same patient pool)

Action: Identify what Provider A does differently (better rapport, clearer value communication, etc.)

Case Study: Peak Performance Physio

Baseline (January 2024):

• 380 monthly appointments
• 11.8% no-show rate (45 appointments)
• $110 average appointment value
• Monthly Loss: $4,950

Actions Taken:

1. Implemented automated SMS reminders (Week 1)
2. Added cancellation policy + credit card requirement (Week 2)
3. Created recurring appointment program (Week 3-4)

Results (April 2024):

• 398 monthly appointments (+18 from better utilization)
• 4.2% no-show rate (17 appointments)
• Monthly Loss: $1,870
• Monthly Recovery: $3,080
• Annual Recovery: $36,960

ROI: Caretrics subscription ($499/month) paid for itself 6x over

Implementation Checklist

Week 1: Quick Wins

• [ ] Enable SMS + email reminders in Jane.app
• [ ] Add cancellation policy to website and booking widget
• [ ] Require credit card on file for new patients
• [ ] Calculate baseline no-show rate

Week 2: Process Improvements

• [ ] Create "Recurring Appointment" script for front desk
• [ ] Set up waitlist automation
• [ ] Design "We Missed You" email template
• [ ] Train staff on confirmation call protocol

Week 3: Monitoring

• [ ] Set up weekly no-show rate tracking
• [ ] Run first pattern analysis (time-of-day, provider, patient type)
• [ ] Identify 1-2 specific improvement opportunities
• [ ] Measure Week 3 no-show rate vs baseline

Week 4: Optimization

• [ ] Implement findings from pattern analysis
• [ ] A/B test reminder timing (24hr vs 48hr vs both)
• [ ] Review cancellation policy enforcement
• [ ] Calculate monthly revenue recovery

Common Mistakes to Avoid

Mistake 1: Reminder Overkill Sending 5+ reminders annoys patients and increases unsubscribes. Stick to 2-3 touchpoints.

Mistake 2: No Enforcement Having a cancellation policy but never charging creates worse trust issues than no policy.

Mistake 3: Ignoring Patterns Not all no-shows are equal. Segment by patient type, time, and provider for targeted solutions.

Mistake 4: Manual Tracking Relying on memory or manual Excel exports misses emerging trends. Use automated reporting.

Your Next Steps

1. Calculate your baseline using the formulas above
2. Quantify your monthly loss (appointments × rate × value)
3. Implement Week 1 quick wins from the checklist
4. Set up automated tracking to measure improvement

If your no-show rate is above 6%, you have $1,800-$3,200/month in recoverable revenue sitting in empty appointment slots.

This calculator is part of Caretrics' Revenue Optimization Library. Get your personalized Money Map to identify all 5 revenue leaks in your clinic.