Free tool
Unfinished care plan revenue calculator
Work out how much of your care plan revenue never arrives because patients stop attending before the plan they bought is finished.
Free tool, no sign up
Missed visit and re exam workload calculator
See how many recall calls and re exams your active care plans generate each week, and how many front desk hours that quietly consumes.
Recall work is invisible until it is not done. A clinic with sixty active plans generates a steady stream of missed visits and re exam bookings every week, and if nobody is scheduled to work that list it simply does not get worked. The plans then finish late or not at all.
This calculator sizes the job in hours. Enter how many patients are on an open plan, how often they are supposed to attend, your rough no show rate, and how long a recall call and a re exam appointment take you. The result is the weekly time you need to protect on someone's schedule.
Your result
Missed visits needing a recall each week
10.8
Every one of these is a plan slipping behind the pace you promised.
Re exams falling due each week
7.5
Driven by how fast your active patients are working through their visits.
Weekly hours of recall and re exam work
4.2
Front desk calling time plus provider time inside the re exam itself.
Annual hours across a working year
202
Based on forty eight working weeks, allowing for closures and vacation.
If this total is larger than the time anyone actually has, the gap list is not being worked and your completion rate is telling you so.
Why the recall list has to be somebody's job
Recall calls compete with the front of house queue, and the queue always wins because it is standing right there. That is how a clinic ends up with a completion problem it cannot explain: nothing was neglected on purpose, the calls simply never got a protected slot in the day.
The usual fix is a fixed window before noon. The gap list is pulled first thing, calls go out before the lunch break, and anything unreached rolls to the next morning. Patients called on the day of a miss rebook far more readily than patients called a week later, when the lapse has quietly become a decision to stop.
Reading the re exam number honestly
Re exams cluster. Patients who started together reach visit twelve together, so a clinic that averages three re exams a week will still hit weeks with seven. If you have no visibility of what is coming, those weeks get absorbed by shortening the re exam itself, which is precisely the appointment you should not be shortening.
Booking the re exam at the report of findings, on a stated visit number, moves it from a surprise to a planned block. It also makes the conversation easier, because the patient already knows there is a checkpoint where the plan gets reviewed rather than simply extended.
Questions about this calculator
Should late cancellations count as missed visits here?
Yes, if they leave a hole you did not refill. From a care plan point of view the patient is behind pace either way, and the recall call is identical. Keep them separate in your own reporting if you charge a fee for one and not the other.
Does the re exam number look too high for my clinic?
Check your visits per week figure first, since it drives the result more than anything else. A clinic averaging one visit per patient per week will produce roughly half as many re exams as one running two. Also confirm your re exam interval matches the plans you actually write.
How do I cut the recall hours without cutting completion?
Reduce the number of misses rather than the response to them. Confirmations the day before, the first four visits booked at the report of findings, and a visible progress count all lower the miss rate. That shrinks the calling load without weakening the follow up.
More free tools and working documents
Working document
The care plan completion checklist
Twenty concrete steps that decide whether a chiropractic care plan finishes, arranged in the order they happen in a real clinic week.
That figure comes back every year
Whatever the calculator just returned is not a one off; it renews with every care plan you start at the report of findings. Book a demo and we will show you which patients would be sitting on your morning gap list today, using your own plan sizes and your collected fee per visit rather than our defaults. Twenty minutes is usually enough to see where the plans leak.