Measure the operational cost of missed physical therapy appointments without treating every no-show as an identical loss. Enter scheduled visits, the no-show rate, net value per completed visit, the share of empty slots refilled, and the variable cost avoided when a visit does not occur. The calculator reports unrecovered visits, net contribution impact, and the value of improving recovery.
Unrecovered visits = scheduled × no-show rate × (1 − refill rate)
Contribution impact = unrecovered visits × (net revenue − avoided variable cost)
The result estimates contribution lost from appointment capacity that stays empty. It is not gross billed charges and should use realistic collections and truly avoidable cost.
This planning estimate does not account for payer-specific rules, late-cancellation fees, or downstream clinical effects.
At 1,000 scheduled visits and an 8% no-show rate, 80 visits are missed. Refilling 25% retains 20 visits and leaves 60 empty slots. With $95 net revenue and $8 avoided variable cost, the estimated contribution impact is $5,220.
Use expected net collections or another consistent realized value; billed charges can overstate the impact.
A refilled slot is removed from unrecovered visits and its revenue is shown as retained.
A missed visit may avoid small costs such as disposable supplies, so contribution loss can be lower than revenue loss.
Yes, when they leave the slot empty. Use a combined historical rate that matches your definition.
No. It estimates appointment and financial impact only, not clinical outcomes from interrupted care.
| Item | Meaning |
|---|---|
| Component | Treatment |
| Expected no-shows | Scheduled visits × no-show rate |
| Recovered visits | No-shows × refill rate |
| Unrecovered visits | No-shows − recovered visits |
| Contribution per visit | Net revenue − avoided variable cost |