Most clinic owners can tell you two numbers from memory: how many enquiries came in last month, and what the month billed. Almost nobody can tell you what happened in between. How many of those enquiries booked. How many of the booked ones turned up. How many of those went ahead. The gap between the first number and the last is where a clinic's patients go, and it is rarely written down anywhere.
We built the Patient Flow leak calculator to put that gap on one screen. It takes about two minutes, it shows the result instantly, and it does not ask for an email to do so.
What it asks
Ten short questions, one per screen, with a progress bar and a Back button. The first sets your country, so everything is shown in your currency: dirhams, riyals, dinars, or USD, EUR and GBP for clinics elsewhere.
Then the numbers. How many new patient enquiries you get in a month, counting calls, WhatsApps, web forms and DMs from people who are not patients yet. What one treated patient is worth to your clinic across a full course of treatment, not a single visit. And three rates: of those enquiries, how many book a consultation; of those who book, how many show up; of those who come in, how many go ahead.
"I don't know" is a real answer on all three rates. Pick it and the calculator does not force a guess. It runs the arithmetic twice, once with a working assumption and once with a lower one, and shows you a range instead of a single figure, with one line explaining why.
Three more questions ask who answers new enquiries today, how fast someone gets a first reply outside working hours, and whether anything follows up automatically when an enquiry goes quiet. They do not change the money figure. They give us context if you go on to book the diagnostic. The last screen asks for your clinic's name and your first name, so the breakdown has your name on it.
What it shows
The result opens with one sentence: your clinic is losing around this much every month. Under it, the yearly figure, roughly what that is per day, and how many of your monthly enquiries never become treated patients. Then a bar chart of the path, enquired to booked to showed up to treated, and the three drops in money:
- Leak 1, enquiry to booking
- Leak 2, booking to visit
- Leak 3, visit to treatment
The largest of the three gets a "Biggest leak" badge. That is plain arithmetic on your figures, so the calculator can say it with confidence.
If you answered "I don't know" to any of the rates, the page says so plainly: "You knew two of these three numbers. That is the most common result we see — and it is the finding. You cannot fix a funnel you cannot see."
Below that is a slider: "If you recovered just this many of them…" It runs from 1% to 20% and shows what that share of lost patients would be worth per month and per year. You set the figure. It is not a claim about what is achievable.
How the number is worked out
The calculator follows a month of enquiries through the three steps using your rates, and counts whole people at each one. Then it counts who was lost at each step: the people who never booked, the people who booked but did not show up, and the people who came in but did not go ahead.
The part that matters is how each lost person is valued. Someone who never booked still had to show up and say yes before they were worth a full course of treatment, so they are counted at only part of the full value. Someone who came in and did not go ahead was one decision away, so they count in full. The page carries this line under the headline: "Patients lost early are counted at what they were worth at that point, not at a full course of treatment."
In other words, the calculator would rather understate the figure than overstate it. A numerate owner should not be able to wave it away. Money is rounded to the nearest 10 below 10,000 and the nearest 100 above, and the three leak figures always add up exactly to the total.
A made-up example
These are the numbers the sliders happen to start on. They are not typical figures, and your clinic will look different. Take a UAE clinic with 150 enquiries a month, AED 7,500 per treated patient, and rates of 40% booking, 70% showing up and 50% going ahead.
| Step | People | Lost at this step | Lost value per month |
|---|---|---|---|
| Enquired | 150 | ||
| Booked | 60 | 90 never booked | AED 236,300 |
| Showed up | 42 | 18 did not show up | AED 67,500 |
| Treated | 21 | 21 did not go ahead | AED 157,500 |
| Total | 129 | AED 461,300 |
For this clinic the page would show about AED 5.5 million a year, about AED 15,200 a day, and the biggest leak between enquiry and booking. With the recovery slider at its starting point of 8%, it would show AED 36,900 more a month. Run your own numbers rather than reading anything into these.
What it cannot tell you
The calculator is directional. It names where the loss is largest, because that is arithmetic. It does not say why patients drop out at that step, and it does not say what to do about it. The page puts it this way: "This is what your numbers say. The diagnostic is what your clinic actually does — we go through your enquiry process the way a patient would, and time what happens."
It also leaves something out on purpose. The figures do not include missed appointments from existing patients partway through a course of treatment. That is a separate pool, and often a larger one.
Both limits are stated on the results page, because a figure that admits what it cannot see is worth more than one that pretends to see everything.
Where it leads
If you want the full breakdown, there is one optional field: your email. You get a two-page PDF and a private link you can forward to a partner or managing director who never used the calculator. The email comes from Kaur, with no newsletter design, no tracking and no mailing list.
From there the next step is the free diagnostic. We enquire at your clinic the way a patient would. We time what happens: first reply, follow-up, booking. You walk us through your numbers on one short call. About a week later you have it in writing, and it is yours to keep whether we work together or not. The diagnostic needs no access to patient records.
Two lines from the report, for whoever handles compliance at your clinic. If we work together, every patient-facing message is reviewed and signed off by your Medical Director before it goes live. And patient data stays in your own systems: we operate on it, we never take custody of it.
What happens to your answers
The result shows instantly, with no email and no sign-up. Your answers, including the clinic name and first name, are saved by Spark X and used, anonymised, for market research. They are never shared, and we only email you if you ask for the report. Report links are private and not indexed by search engines. The full privacy policy is at sparkxagency.com/privacy.
Work out your number
It takes about two minutes and no email is needed to see the result. Open the leak calculator and answer the ten questions with the numbers you have. If you do not know a rate, say so. That answer is often the most useful one on the page.