Show rate
Shows ÷ **`max(booked, 1)` × 100**—feed the same cohort definitions you use in **meeting-pipeline-revenue** models.
Example scenario
A dermatology triage line logs 640 booked start times into Epic MyChart after eligibility screens—denominator excludes courtesy holds deleted before open-of-business. Chart abstraction confirms 518 encounters closed with a checkout status tied to the same visit IDs (“Appointments completed / showed”). That cohort yields an 80.9% show rate with 122 booked slots never converting to an arrival-complete pathway—use that residual bucket when sizing SMS reminder pilots versus blaming providers for phantom utilization gaps.
Show rate
Appointments completed ÷ booked × 100
Want a similar calculator on your website?
Describe your fields and formula in plain English, match your brand, and embed the widget anywhere—WordPress, Webflow, Shopify, or custom HTML. Capture leads when you're ready.
How to calculate appointment show rate
- Export “Appointments booked” for a fixed calendar window using the same logic your access center reports to leadership—include only slots that consumed inventory on the schedule (drop phantom template rows).
- Count “Appointments completed / showed” from arrival logs or POS closeouts tied to the booking ID—telehealth counts only when video connects past policy thresholds, not merely clicked.
- Divide completed by booked to populate “Show rate”; reconcile “No-shows / cancels” with DNA codes plus late-cancels based on whether your KPI treats them identically.
- Slice cohorts by modality, payer, and location before blending—otherwise a high-performing satellite clinic masks urban clinic leakage.
Appointment attendance benchmarks
- Primary-care missed-visit rates commonly cited in U.S. health-services research
- Often mid-teens to mid-twenties of booked visits depending on payer mix—specialty panels with deposits frequently outperform open-access Medicaid clinics
- Retail appointment verticals after implementing card-on-file plus SMS cadences
- Operators frequently push blended DNA plus late-cancel toward high seventies / low eighties show rates—baseline varies by urban transit and pricing power
- Sales calendar “held meeting” rates for outbound SDR-qualified demos
- Benchmark decks span wide bands (~60–85%) because routing rules differ—compare month-over-month against your own CRM cohort, not generic SaaS averages
Best use cases
- Growth and performance planning
- Budget and forecast scenario modeling
- Client-facing pre-qualification and education
Frequently asked questions
What if patients reschedule instead of no-showing—does that hurt show rate?
Depends on definitions: some systems decrement booked counts when rescheduled within policy, others leave the original slot as DNA. Align numerator and denominator with how Epic, Zenoti, or Mindbody timestamps moves—mixed logic is the top source of fictional KPI drift.
Should completed include visits that arrived but left without treatment?
Healthcare ops usually distinguish arrived-but-not-seen from DNA—choose whether those minutes still count as “showed” for staffing versus clinical throughput. Document the rule before executives compare quarters.
Why does my rate exceed 100% if I typo inputs?
Completed cannot exceed booked without double-counting completions or understating booked inventory—sanity-check extracts when CRM merges duplicate contacts or when telemedicine auto-completes visits twice.
Can I use rolling 90-day averages instead of calendar months?
Yes—just keep window consistent across KPI reviews. Seasonal flu drives DNA spikes; trailing 90-day smoothing helps ops leaders without hiding systemic access issues if you never reset baselines.
Glossary
Scenario modeling
Comparing multiple assumption sets to estimate potential outcomes before execution.
Conversion intent
User behavior that indicates readiness to take a commercial action such as signup or purchase.
Related calculators
Category: Scheduling analytics & patient accessTopics: Show rate KPI, Visit attendance, Access optimization
Last reviewed: 2026-05-07
Reviewed by: Calclet Growth Team