Missed calls calculator: what unanswered calls cost your practice

The calculation starts with calls received per day and the share that goes unanswered. It then applies the share that would have booked, the average visit value and the working days in the month. The product is the revenue at stake each month, which heads the result. Beneath it come the bookings missed each month and the yearly equivalent of the revenue, then the calculation written out with your own figures, so you can check it by hand. Without a visit value, the result shows the bookings missed each month instead.

Working days run from Monday to Friday, less public holidays. A practice that opens on Saturdays, or closes one afternoon a week, sits a little off that basis, so read the monthly figure with that in mind. The other tools for your practice help you place those closing days and hours.

For general practice, ophthalmology and dentistry, the value of a visit follows the French Assurance Maladie tariff. Opticians have no official tariff, so the calculator suggests nothing and waits for your own average sale or the price of an eye test. A practice in Luxembourg or Germany works with different fees, and the result only makes sense with its own.

Three values stay provisional until a solid public source exists: calls per day, the missed share and the share that would have booked. Each is labelled as a ClinicAll estimate under its field, and we will replace them when a public source or our own measurements allow. The Hubert Vision case study shows the kind of production data we hold today.

To find your own figures, start with the call log from your phone system or your operator, which usually separates answered calls from lost ones. Failing that, a tally sheet kept at the desk for a week is enough, as long as it includes calls that arrive over lunch. Then ask the team to mark which calls were about an appointment.

Treat the result as an order of magnitude. A patient who calls back and books later is not lost, which lowers the share that would have booked. An answered call left on hold too long can be lost without appearing among your missed calls. The two effects pull in opposite directions, which is why measuring beats assuming.

The values you settle on are written into the page address. A copied link or printed page therefore shows the same calculation to a partner or your accountant. The arithmetic runs in your browser; all we receive is a signal that the tool was used, with no values attached.

ClinicAll answers the calls your desk cannot take. See the integrations page for the booking options available to your practice. How it works covers each step, and the pricing page explains how the price is set in a written quote. The team on our about page sets the receptionist up and answers your questions in French, from Luxembourg.