What are no-shows and admin time costing you?
Two numbers most practices never total up. Put your own figures in and the arithmetic is shown underneath, so you can check it rather than take our word for it.
Estimated annual figures
- Sessions booked per year
- 3,450
- Revenue lost to no-shows
- $41,400
- Cost of admin time
- $38,640
- Recoverable at your assumptions
- $22,080
- TheraPro360 at the Essentials rate
- − $1,080
- Net difference
- $21,000
Show the arithmetic
Booked sessions = 3 clinicians × 25 sessions × 46 working weeks = 3,450.
No-show cost = 3,450 × 10% × $120 = $41,400.
Admin cost = 3 × 8 h × 46 weeks × $35 = $38,640 (1,104 hours).
Recoverable = ($41,400 × 30%) + ($38,640 × 25%) = $22,080.
46 working weeks assumed. This is an estimate from your own inputs, not a forecast or a guarantee — and the two assumption sliders drive most of the result.
Reading the result honestly
The output moves most when you move the two assumption sliders, which is the point. A calculator that hard-codes “saves 30% of admin time” is really just a way of presenting our marketing as your arithmetic. What the tool can do reliably is total up two costs that practices rarely quantify — and both are usually larger than expected once annualised.
If you want to reduce the first one, the mechanics matter more than the software: automated reminders only work alongside a cancellation policy people actually apply, and reducing no-shows covers the rest. For the second, most admin time goes on re-entering information the system already holds, which is the argument for one platform rather than three — see the practice management guide.
For what software itself costs, including the parts vendors do not quote, our breakdown of practice management software costs goes through base fees, add-ons and per-transaction charges. Discipline-specific versions are available for speech therapy and occupational therapy.
Frequently asked questions
How does this calculator work?
It is arithmetic on the figures you enter — sessions booked, your no-show rate, average revenue per session, and admin hours — projected across 46 working weeks. Two of the inputs are assumptions you set yourself: how much of the no-show rate you think reminders could recover, and how much admin time an integrated system could save. We do not fill those in for you because we have no honest basis for a number specific to your practice.
Why don't you just tell me how much software will save?
Because any figure we published would be a guess dressed as data. Savings depend on your payer mix, how your admin work is currently distributed, and how disciplined your reminder and cancellation policies already are. A practice with a solid front office and a 4% no-show rate has far less to recover than one at 15%. Setting the assumptions yourself keeps the output honest.
What is a typical no-show rate for a therapy practice?
It varies enough by setting, payer mix and client population that a single benchmark is not much use. What is more useful is your own trailing figure — most practice management systems can report it, and knowing it is the prerequisite for improving it. If you do not currently track it, that is the first thing worth fixing.
Does the calculation include the cost of the software?
Yes. The net figure subtracts twelve months at our published Essentials rate. Plans are priced per practice rather than per clinician, so the software line does not scale with the number of clinicians you enter — see the pricing page for what each tier includes.
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See where the time actually goes
A walkthrough with your own workflow, so you can judge the admin saving for yourself rather than from a slider.