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Published by Clinic Admin Tools UK · Independent practice-admin content · Not clinical advice

No-show percentage calculator

Calculate no-show percentage from appointments scheduled and DNAs. Free UK clinic tool for physio and therapy diary performance tracking.

Planning tool only Figures are for illustration. They are not financial, tax, legal, or clinical advice, and they may not match your contracts or accountant’s treatment.

What this calculator covers

This no-show percentage calculator is publisher content for UK private clinics, therapists, and physios. You supply scheduled appointments and did not attend. It reports no-show rate using the simplified assumptions described below—not as a substitute for an accountant, solicitor, or clinical record.

No-show rate is broadly defined as DNA appointments divided by scheduled appointments in a period. Consistent definitions let you track the effect of reminders or deposit policies.

Some clinics exclude certain clinics types—document your rule and stick to it.

What this model does not do

This no-show percentage calculator is original publisher copy for UK private clinic administration. It does not judge clinical quality, CQC expectations, or whether a utilisation target is safe for the caseload.

The form cannot see your contracts, payer mix, or diary software. If a clause matters and there is no field for it, the output will not include it.

How this model defines the inputs

These notes are specific to the no-show percentage calculator, not a generic form template. Use the same definitions you already use in the diary or management accounts.

Scheduled appointments
Enter scheduled appointments using the same definition you use in your clinic records.
Did not attend
Enter did not attend using the same definition you use in your clinic records.

Calculator

Enter your figures below. Results update as you type, in your browser—we do not receive the numbers you enter.

Tip: Use whole numbers or up to two decimal places. Results update instantly.

How it works

  1. Enter scheduled appointments

    For this No-show percentage model, enter scheduled appointments and did not attend. Keep those definitions consistent with your diary or management accounts.

  2. Read no-show rate

    The no-show percentage model then reports no-show rate. The arithmetic runs in your browser; we do not receive the numbers you type.

  3. Check against operations & capacity records

    Treat no-show rate as planning figures for operations & capacity conversations, then confirm VAT, contracts, and filings with your own records and qualified advisers.

Context and how to use this

DNA rate is DNA count divided by scheduled appointments in a window. Definitions vary on same-day cancels—document yours.

Trend analysis beats one-off percentages for spotting reminder or deposit experiments.

Common questions

Telehealth DNAs?
Include if they consume a slot you could have sold; exclude if your policy treats them differently.
Is this clinically sensitive?
It is an operational metric, not patient commentary. Aggregate reporting only.

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Related guides

Benchmarks and how-tos that explain how clinics use this metric: