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Free calculator · Industry funnels

Clinic and hospital calculator: cost per patient and no-show loss

This is about enquiries and the front desk, not medicine. Follow a month of calls and messages through booked appointments, show-ups and consultations to completed treatments, and see what each step costs and what no-shows take away.

Example numbers - replace with yours

Your result Dermatology and aesthetics

Your funnel this month

Stage definitions

Count every stage the same way each month, so the numbers mean the same thing to everyone.

Enquiry
A call, WhatsApp message or form asking about a procedure, a doctor, a fee or a slot.
MQL (marketing-qualified)
An enquiry that fits (right concern, budget and area) and gave a number that answers.
SQL (sales-qualified)
An appointment booked for a date and time.
Showed up
Came for the booked appointment.
Consultation
Seen and billed for the consultation.
Procedure accepted
Agreed to the procedure plan and paid for it or booked it.
Completed
The procedure was done and billed in full.

What would change it

The same numbers with one thing improved, worked out live.

    Full breakdown

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    How this is calculated
    1. Enquiries = ad spend ÷ cost per enquiry (or ad clicks × click to enquiry rate) + enquiries from other channels and walk-ins. Spend = ads + other channels.
    2. MQLs = enquiries × % MQL. SQLs (appointments booked) = MQLs × % that book. Showed up = booked × show-up %. No-shows = booked − showed up.
    3. Consultations = showed up × % who complete one. Procedures accepted = consultations × % that accept. Completed = accepted × % completed.
    4. Revenue = consultations × consultation fee + completed procedures × average procedure value. Gross profit = revenue × gross margin. ROAS = revenue ÷ spend.
    5. Cost per enquiry, MQL, booked appointment or treated patient = spend ÷ that count. Most you can pay = gross profit ÷ that count.
    6. Revenue lost to no-shows = no-shows × % who complete a consultation × (fee + % accepting × % completed × procedure value): what those slots bring at your own rates.
    7. 12-month revenue = revenue + treated patients × follow-up visits × follow-up bill + treated patients × % who refer × what one consultation brings at your rates. 12-month ROAS = that ÷ spend; profit = that × gross margin − spend.
    8. Break-even ROAS = 1 ÷ gross margin. Payback = spend ÷ gross profit, in months of this gross profit (0 with no spend; never with no gross profit). 12-month value of one treated patient = consultation fee + procedure value + follow-ups × follow-up bill + % who refer × what one consultation brings.

    Green, amber and red compare each result with the break-even your own numbers imply, never with an outside benchmark. Every starting number is an editable example, not an industry average.

    Questions

    About this calculator

    An MQL is an enquiry for a treatment or specialty you offer, from someone who lives within reach and gave a number that answers. An SQL is an appointment booked for a date and time. Counting both shows whether you lose patients on the phone or after booking.

    No-shows × the share of show-ups who complete a consultation × what one consultation brings at your own rates (the fee plus the share that go on to a completed treatment × its value). It is what those empty slots were worth, not money you had in hand.

    The consultation fee and treatment value, plus paid follow-up visits in the year, plus the referrals they bring, counted at your own conversion rates. Change the follow-up and referral numbers under "Follow-ups and referrals".

    No. It only works out enquiries, appointments, bills and costs from the numbers you enter. Nothing on this page is medical advice or a claim about treatment outcomes.

    No. They are starting values so the page is not empty. Replace them with your own from your appointment register and billing.
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