Free tool · 30 seconds
How much does your clinic lose to empty slots each year?
Enter your numbers and see what no-shows and late cancellations really cost you, and how much reminders and WhatsApp could win back.
What you lose each year
—
You could win back per year
—System in year one (fees + setup)
—Balance in year one
—This is an indicative estimate based on the figures you enter. Everything is calculated in your browser: nothing is sent or stored.
How it works
The calculator only uses your figures. This is where each number comes from:
Appointments per week × no-show rate × working weeks.
Missed appointments per year × average value of an appointment.
Money lost × the share you think reminders, confirmations and a waiting list could recover.
What you can win back minus the cost of the system in year one (twelve monthly fees plus setup, if any).
Why appointments are missed
No-shows tend to come from the same four causes, and all of them can be tackled.
The appointment was booked weeks ago and nobody reminded the patient. A timely reminder prevents most of it.
The patient messages on WhatsApp at 9 pm to reschedule, nobody replies, and they simply don’t turn up.
Someone cancels a day ahead, but there’s no waiting list to offer the slot to.
Reception calls or texts one by one when they can; on busy days there’s no time.
How to reduce them
What works best in busy clinics, from the simplest to the most complete.
One message 48 hours before and another on the day, with the time, practitioner and address.
Let patients reply “yes” or “change” from the message itself, without calling.
If they can’t come, they pick another slot there and then instead of disappearing.
When someone cancels, the slot is offered automatically to whoever was waiting.
An assistant that answers and books after hours using your real calendar.
A friendly message to rebook and, if it happens again, a clear cancellation policy.
How the all-in-one system does it
Volcana Labs’ all-in-one business management and automation system does these six things for you, connected to your calendar.
Answers questions, books, reschedules and confirms at any hour with your real opening hours and prices.
All your practitioners and rooms in one view. Freed-up slots are offered to the waiting list automatically.
Frequently asked questions
It varies a lot by specialty, type of patient and whether you already send reminders. The best approach is to measure yours: for four weeks, count the appointments nobody turned up to or that were cancelled less than 24 hours ahead, and divide by the total.
No. Everything is calculated in your browser and we don’t send or store anything. Only if you tap the WhatsApp button does a message open with your figures, and you decide whether to send it.
Yes. It works for any business that runs on appointments: dental, medical and aesthetic clinics, physiotherapy, psychology practices with a team, vets or wellness centres.
There are two clinic plans with the same complete system: Clínica Pro, with a €7,900 setup fee and €390/month on a 12-month minimum term, and Clínica Flex, with no upfront cost and €690/month on a 36-month minimum term. Prices are per centre, never per practitioner, and exclude taxes.
There’s no single figure that fits every clinic, which is why the calculator lets you choose it. Start with a cautious estimate and, once the system is running, compare it with your real no-show reports.
Your next move
Tell us your idea. We will reply with an initial, no-obligation direction.