Start with an inquiry group, then follow it forward
Choose people who first contacted your practice during a specific period. Count their later bookings and first visits, even when those happened in another month. This keeps the rate tied to the people you actually followed.
Count each person once. An unanswered call and a later website form from the same person are one inquiry.
Use the result to choose what to review
Before a two-way exchange
Check unanswered inquiries, missed callbacks, and whether your reply gave people a clear next step.
Before a suitable care offer
Look for recurring mismatches in services, payment arrangements, or available appointment times.
Between the offer and booking
Check whether the person received a specific appointment option and had any questions left unanswered.
After a booking fell through
Separate a canceled or missed first visit from a first visit that is already rescheduled.
Upcoming first visits aren’t missed starts
People with a future first appointment stay in their own group. They haven’t started care yet, but they haven’t missed their opportunity to attend either. Review the group again after those dates before drawing a conclusion about attendance.
Common questions
What counts as a first-session conversion?
A person attending a first therapy visit. A consultation, intake form, or booked appointment is an earlier step. This calculator shows the earlier steps separately.
What if people can book without speaking to us?
Count a completed self-booking exchange under connected, suitable care offered, and booked. This keeps that person in every stage they passed through.
Does a low rate mean our intake team is doing badly?
The rate alone doesn’t tell you that. A practice may receive inquiries for care, payment arrangements, or appointment times it cannot offer. The separate counts show where to investigate before deciding what to change.
Why do the numbers have to get smaller at each step?
The later steps are made up of people included in the earlier ones. If a later count is larger, check for different inquiry periods, duplicate people, or self-bookings missing from the earlier steps.