Free calculator
What do late cancels, no-shows and health fund paperwork cost your classes each month?
For Australian physio clinics that already run group Clinical Pilates. Enter the numbers from a normal month. See a dollar figure for each place money or time slips away.
Group classes only, not 1:1 consults. The opening numbers are an example clinic: 6 clients per class, 12 classes a week, $45 a visit. Change them to yours.
Your class timetable
Numbers from a normal week, except unused pack visits, which are per month. Results update instantly.
If the class is full, this is your reformer count.
The class price, not the health fund rebate.
What slips away
Spots that stayed empty. Exclude visits where you kept the pack credit or charged a fee.
People who did not cancel. Exclude visits where you kept the pack credit or charged a fee.
Does not change the dollars. Used to say how many packs those visits are.
Private health receipts, and calls to fill or move a class.
The desk wage, or what an hour of your own time is worth if you do this after the last class.
This month
Unpaid missed visits and desk wages make the combined total. Expired visits are shown separately because the client already paid. A month is 52 weeks divided by 12.
Unpaid late cancels, unpaid no-shows, and desk time added together. Expired visits are not included.
Visits you did not sell
$585Unpaid spots that stayed empty, at the class price. Visits where you kept a pack credit or charged a fee are not a loss.
Charged visits and spots refilled from the waitlist are excluded.
Set a cancellation window, and offer the opened spot to the waitlist.
Reminder emails, and an optional SMS if you want a text as well.
Prepaid visits that expired unused
$360The client had already paid. This is the size of the visits, not cash missing from the till.
8 visits is under one 10-class pack.
Not included in the combined monthly or annual total.
Clients can see visits left, and you can see which packs are about to expire.
Desk time
$455Wages for health fund receipts and rebooking. Not class revenue. Health fund receipts here means private health (PHI) invoices after class.
Send the claim receipt from the class roll once they are marked Present. This is not a HICAPS terminal.
Clients cancel and rebook on their phone, including from the waitlist.
Late cancels and no-shows are higher than the booked class visits. Check those counts.
A real clinic: PhysioPod in Geelong kept Cliniko for appointments and moved classes and private health receipts to CoreBookings.
Planning tool, not financial advice. Group classes only. An empty spot means it was unpaid and not refilled. Desk time is wages. Expired visits were already paid and are excluded from the combined total.
How to read this
- The combined figure adds unpaid visits you did not sell and desk wages. Expired visits stay separate.
- Visits you did not sell use your class price and assume the spot stayed unpaid and empty.
- Unused pack visits were already paid. The line shows how large that is, so you can follow up before the next pack.
- Desk time is the wage cost of health fund receipts and rebooking, not income you failed to collect.
- Charged or refilled visits stay out of the missed-visit counts because the class price was not lost.
FAQ
Questions about the calculator
Does this include my 1:1 consults?
No. Use the group class timetable only. Leave Cliniko, or whichever system holds your 1:1 appointments, out of these numbers.
What price should I enter?
The price the client pays per class. Not the health fund rebate, and not the gap. If they buy a pack, use the pack price divided by the number of classes.
Why are expired pack visits shown separately?
The client had already paid. An empty reformer is a visit you might have sold. An expired visit is prepaid care that was not taken. Adding them into one "lost cash" figure would mix money already in the bank with a spot nobody took.
What if we refill some late cancels?
Only enter unpaid late cancels that stayed empty. Leave out any visit where you kept the pack credit, charged a fee, or refilled the spot. Do the same for no-shows.
How is a month counted?
A month is 52 weeks divided by 12, about 4.33 weeks. Weekly late cancels, no-shows, and desk hours are turned into a monthly figure on that average. Unused pack visits are already a monthly count.
Does this include GST?
No. Enter the class price the way you think about it on the timetable. The result is a planning figure, not a tax invoice.
See this on your timetable
Bring your class numbers to a short walkthrough of cancellation rules, reminders, pack visits, waitlists, and claim receipts.