Free Calculators and Tools for Medical Practices | Prospyr

Running the practice

Opening, pricing and paying for a practice, worked out with your own numbers.

Med Spa Startup Cost CalculatorOpening costs, monthly overhead and break-even from your own assumptions, with a printable business plan summary. Med Spa Business Plan TemplateA fillable ten-section med spa business plan with prompts, linked calculators and print to PDF. Text stays in your browser. Botox Price Per Unit CalculatorCost per unit, margin, break-even price and profit per visit and vial from your own vial cost and price. Treatment Pricing CalculatorCost-plus pricing for a treatment: product, provider time, room cost and card fees to a price at your target margin. Price Increase CalculatorNew price from a percent or dollar raise, and how many visits you can lose before profit drops. Discount CalculatorPrice after a discount, the margin it costs, and the extra sales needed to earn the same profit.

Pricing & profit

Price treatments, read margins and plan an opening with your own numbers.

Med Spa Startup Cost Calculator↗ \ Opening costs, monthly overhead and break-even from your own assumptions, with a printable business plan summary. Markup Calculator↗ \ Solve for price, cost or markup percentage, and see the matching margin, with retail skincare examples. Margin Calculator↗ \ Gross and net margin, price for a target margin, and a markup vs margin conversion table. Treatment Pricing Calculator↗ \ Cost-plus pricing for a treatment: product, provider time, room cost and card fees to a price at your target margin. Break-Even Calculator↗ \ Visits and revenue needed each month to cover fixed costs, with a chart and a profit table. COGS Calculator↗ \ Cost of goods sold from inventory counts and purchases, by product line, with COGS % and gross margin. Botox Price Per Unit Calculator↗ \ Cost per unit, margin, break-even price and profit per visit and vial from your own vial cost and price. Med Spa Business Plan Template↗ \ A fillable ten-section med spa business plan with prompts, linked calculators and print to PDF. Text stays in your browser. Discount Calculator↗ \ Price after a discount, the margin it costs, and the extra sales needed to earn the same profit. Price Increase Calculator↗ \ New price from a percent or dollar raise, and how many visits you can lose before profit drops. Gross Profit Calculator↗ \ Gross profit, gross margin and markup from your revenue and cost of goods sold. Credit Card Processing Fee Calculator↗ \ Monthly and annual card fees, your effective rate, and a side-by-side comparison of two rate quotes. Med Spa Profit and Loss Template↗ \ A monthly P&L by service line with gross margin, net margin, EBITDA and the revenue needed to hit a profit goal. Second Location Readiness Checklist↗ \ Readiness signs, money, team, licensing and site-choice factors to check before you open a second location.

Staff pay & HR

Pay plans, raises, overtime, PTO and the true cost of a hire.

Nurse Injector Pay Calculator↗ \ Compare hourly, commission, per-unit and hybrid pay plans side by side, for the injector and the practice. Salary Increase Calculator↗ \ New annual and hourly pay from a percent or dollar raise, compared with the latest BLS inflation figure. Hourly to Salary Calculator↗ \ Convert hourly pay to annual salary and back, with hours, paid weeks and time off, plus weekly to monthly pay. Employee Cost Calculator↗ \ Employer payroll taxes, benefits and workers' comp on top of a wage, with the total cost and multiplier. Overtime Calculator↗ \ Overtime pay under the federal 40-hour rule, with mixed rates, and under California's daily and 7th-day rules. PTO Accrual Calculator↗ \ Hours of PTO earned per pay period and per year, with an optional cap and a 12-month balance projection. Bonus Calculator↗ \ Gross bonus from a percent, flat amount or target, with a 22% supplemental withholding and take-home estimate. Commission Calculator↗ \ Flat and tiered (marginal or retroactive) commission on retail or service sales, plus the rate from any payout. Provider Productivity Calculator↗ \ Booked over available hours, revenue per provider hour and per room hour, with a utilization what-if. Employee Turnover Cost Calculator↗ \ Your turnover rate and the cost of replacing a team member, from recruiting, training and ramp-up time. Tip Pooling Calculator↗ \ Split a tip pool by hours worked or points, with cents handled so every share adds up to the pool. Performance Review Template↗ \ A fillable review with role-based criteria, 1 to 5 ratings, goals and print to PDF. Text stays in your browser.

Marketing & patients

What a patient is worth, what one costs to win, and how your ratings and retention add up.

Patient Lifetime Value Calculator↗ \ Lifetime gross profit per patient from visit value, frequency and years, with a membership mode, LTV:CAC and payback. Patient Acquisition Cost Calculator↗ \ Cost per lead, cost per consult and cost per new patient from your spend and funnel counts, with a new-patient goal planner. ROAS Calculator↗ \ Return on ad spend from spend and revenue, plus break-even ROAS from your gross margin and the ROAS needed for a profit target. Conversion Rate Calculator↗ \ Step-by-step and overall conversion rates from visitors to new patients, with a what-if tester for any step. Marketing ROI Calculator↗ \ ROI on gross profit from your spend and attributed new patients, break-even patient count, and a budget-as-share-of-revenue planner. Google review calculator↗ \ Find how many 5-star reviews lift your Google rating to a target, and what a single 1-star review does to it. Patient retention calculator↗ \ Retention, churn and rebooking rates for a practice, plus monthly churn and average length for memberships. No-show cost calculator↗ \ Monthly and yearly revenue lost to no-shows and late cancellations, with a what-if for fees, deposits and reminders. Patient Satisfaction Survey Template↗ \ Pick from 24 survey questions on booking, the visit, results and the practice, then copy or print it and score your NPS.

Valuation & inventory

Earnings, valuation, cash flow and stock levels for a practice.

EBITDA Calculator↗ \ EBITDA from net income or revenue, EBITDA margin, and adjusted EBITDA with owner pay and one-time add-backs. Practice Valuation Calculator↗ \ EBITDA times your own low, middle and high multiples, with debt and cash adjustments and a sensitivity table. Cash Flow Calculator↗ \ Monthly operating cash flow, a 12-month projection table and months of runway from your own numbers. Inventory Turnover Calculator↗ \ Turnover ratio and days on hand for neurotoxin, filler and retail skincare, side by side. Reorder Point Calculator↗ \ Reorder point from usage and lead time, safety stock by service level, and economic order quantity.

Loans & equipment

Model loans, leases and device payback before you sign.

Loan Amortization Calculator↗ \ Monthly payment and a full amortization schedule by month or year, with extra payments, payoff date and fee-adjusted APR. SBA Loan Calculator↗ \ 7(a) and 504 payments with SBA's maximum rate by loan size and the fiscal year 2027 guarantee fees applied. Equipment Lease vs Buy Calculator↗ \ Net cost of an equipment loan versus a lease for a laser or device, with the implied lease rate and optional tax effect. Equipment ROI Calculator↗ \ Payback months, ROI and break-even treatments per month for a laser or device, with financing and a volume ramp.

Compliance & forms

Checklists, deadlines and printable forms for HIPAA, OSHA, No Surprises Act estimates and charting.

HIPAA Compliance Checklist↗ \ 38 Privacy, Security and Breach Rule items with citations, progress tracking and a printable copy. HIPAA Risk Assessment↗ \ 37 questions across the Security Rule safeguards that turn into a prioritized, printable gap list. HIPAA Breach Notification Calculator↗ \ Discovery date and number affected in, patient, HHS and media notice deadlines out, with 45 CFR citations. OSHA Compliance Checklist↗ \ Bloodborne pathogens, hazard communication, PPE, emergency plans and recordkeeping, with 29 CFR citations. Crash Cart Checklist↗ \ An editable daily or monthly crash cart check log with an example item list, ready to print. Good Faith Estimate Generator↗ \ A printable No Surprises Act good faith estimate with every required element checked, CMS dispute language and a delivery-deadline helper. Superbill Generator↗ \ A printable superbill with provider and patient details, your own CPT and ICD-10 codes, charge totals and NPI check-digit validation. SOAP Note Template↗ \ SOAP note builders with illustrative examples for neurotoxin, filler, IV hydration and weight management follow-up visits. Patient Intake Form Template↗ \ Choose the sections, add your practice name, and print a new patient intake and medical history form. Face Chart Template↗ \ Printable front, oblique and profile face charts with optional muscle-region labels and tap-to-mark injection sites. Cancellation Policy Template↗ \ A fill-in cancellation and no-show policy with notice window, fee or deposit rule, late arrivals and exceptions. Med Spa Daily Operations Checklist↗ \ Opening, reception, treatment room, inventory and closing tasks for each day, with progress you can print. Aesthetic Charting Checklist↗ \ The fields a complete injectable or laser chart records, for auditing your own charts. Documentation only. Chargeback Response Template↗ \ A rebuttal letter built from the dispute reason and your evidence, plus an evidence list. Text stays in your browser.

Injectables & aesthetics

Reference math and classification for the treatment room. They calculate and classify; clinical decisions stay with the treating provider.

Neurotoxin Reconstitution Calculator↗ \ Units per 0.1 mL for any vial and saline volume, with a printable dilution chart and each label's reconstitution steps. Fitzpatrick Skin Type Quiz↗ \ The 10-question Fitzpatrick questionnaire, scored instantly, with a chart of all six types and a printable intake form. Glogau Photoaging Scale↗ \ Pick the wrinkle and skin features you see and get Glogau type I–IV, with a full classification chart. Microneedling Depth Chart↗ \ Published skin thickness and depth ranges by facial area, the FDA device rules, and state-by-state scope for estheticians. Kirby-Desai Scale Calculator↗ \ Score skin type, location, color, ink, scarring and layering to see the published session estimate, timeline and cost for tattoo removal.

Surgery & anesthesia

Published perioperative scores and measurements, calculated the way the source papers define them.

ASA Physical Status Classification↗ \ Tick conditions to see the ASA class I to VI, with the full ASA examples table and the emergency modifier. RCRI Calculator (Lee Index)↗ \ Score the six Lee criteria and see the published major cardiac complication rate for that RCRI score. Caprini Score Calculator↗ \ Total the 2005 Caprini items and see observed 60-day VTE rates by score in plastic surgery studies. STOP-Bang Calculator↗ \ Answer the eight STOP-Bang items to get the score and its published sleep apnea risk class. Apfel Score Calculator↗ \ Tick the four Apfel factors to see the published PONV incidence for that score, from 10% to 79%. Body Surface Area Calculator↗ \ BSA from height and weight by Mosteller, Du Bois, Haycock, Gehan-George and Boyd, side by side, in metric or US units. Ideal Body Weight Calculator↗ \ Ideal body weight by four formulas, plus adjusted body weight, with the arithmetic shown. Estimated Blood Volume Calculator↗ \ Blood volume from height, weight and sex (Nadler) or from a published mL/kg range by patient group. Allowable Blood Loss Calculator↗ \ Maximum allowable blood loss from EBV and hematocrit, with both formula variants shown. Decision support only. Schnur Scale Calculator↗ \ Body surface area and the Schnur 5th and 22nd percentile grams per breast, with the full 1991 table. BMI Calculator for Plastic Surgery↗ \ BMI and WHO class, plus what peer-reviewed studies report about complications by BMI for common plastic surgery procedures.

Hair restoration

Hair loss classification and graft planning for hair restoration practices.

Norwood Scale↗ \ Tap the drawing that matches: Norwood I to VII, the vertex type and the A variants, with each stage described from the 1975 paper. Ludwig Scale↗ \ Tap the drawing that matches: Ludwig grades I to III for female pattern hair loss, with the Savin, Sinclair and Ebling-Rook scales explained. Hair Transplant Graft & Cost Calculator↗ \ Grafts from bald-area size (published PRECISE math) or a quoted count, times price per graft, for a cost range patients and practices can print.

Labs & hormones

Published lab formulas and ratios for wellness, weight loss and hormone clinics. They calculate; they don't diagnose.

eGFR Calculator↗ \ CKD-EPI 2021 eGFR from age, sex and creatinine in mg/dL or µmol/L, with the KDIGO G-stage table and the formula shown. Creatinine Clearance Calculator↗ \ Cockcroft-Gault CrCl with actual, ideal and adjusted body weight side by side. No drug dosing. HOMA-IR Calculator↗ \ HOMA-IR from fasting glucose and insulin in either unit system, with study-reported cutoffs and why no universal cutoff exists. A1c Calculator↗ \ A1c to eAG and back in mg/dL or mmol/L, a printable conversion chart, and the ADA category cutoffs. LDL Calculator↗ \ Friedewald and NIH (Sampson) calculated LDL side by side, with a clear warning when triglycerides make Friedewald unreliable. Cholesterol Ratio Calculator↗ \ Total/HDL, LDL/HDL, TG/HDL and non-HDL from one lipid panel, with study cutoffs quoted and cited. Free Testosterone Calculator↗ \ Vermeulen free and bioavailable testosterone from total T, SHBG and albumin, with units converted and the equation shown.

Body composition & weight

Body measurements, energy needs and weight change, with the formulas shown.

BMI Calculator↗ \ BMI from height and weight in imperial or metric, with WHO categories and a BMI chart of weight ranges by height. Body Fat Percentage Calculator↗ \ Body fat from neck, waist and hip with the U.S. Navy method, compared with a BMI estimate and the ACE category chart. Lean Body Mass Calculator↗ \ Lean body mass from height, weight and sex using the Boer, James and Hume formulas side by side. Waist to Hip Ratio Calculator↗ \ Waist-hip ratio from two tape measurements, compared with the WHO cut-offs for men and women. Waist to Height Ratio Calculator↗ \ Waist-to-height ratio from waist and height, checked against the 0.5 boundary and 0.6 band in NICE guidance. Weight Loss Percentage Calculator↗ \ Percent of body weight lost, percent of the way to goal, pounds or kilograms lost and remaining, with a progress bar. BMR Calculator↗ \ Basal metabolic rate from Mifflin-St Jeor, revised Harris-Benedict and Katch-McArdle side by side, with the math shown. TDEE Calculator↗ \ Total daily energy expenditure from BMR and activity level, with a calorie deficit table and the formulas shown. Protein Intake Calculator↗ \ Daily protein in grams from body weight using the RDA and published position-stand ranges, split across meals.

Converters & IV

Unit conversions and infusion math, with the formula behind every result.

IV Drip Rate Calculator↗ \ Drops per minute, mL/hr and infusion time from volume, time and drop factor, with every formula shown. mg to mcg Converter↗ \ Convert between kg, g, mg, mcg and ng in either direction, with a conversion table and the math shown. mg to mL Calculator↗ \ Turn mg into mL or mL into mg from a stated concentration, with percent and total-volume options. IU to mcg Converter↗ \ IU to mcg or mg for vitamins D, A and E using NIH factors, and why insulin and hCG cannot be converted. Lab Unit Converter↗ \ Convert 20 common lab results between conventional and SI units, with every factor listed. Dilution Calculator↗ \ Solve C1V1 = C2V2 for any value, plan a serial dilution table, or work out a concentration.

Salary data

Official U.S. Bureau of Labor Statistics wages by state for the roles practices hire.

CRNA salary↗ \ CRNA pay by state from BLS, with percentiles and an offer checker. Physician assistant salary↗ \ PA pay by state from BLS, with percentiles and an offer checker. Nurse practitioner salary↗ \ NP pay by state from BLS, with percentiles and an offer checker. Anesthesiologist salary↗ \ Anesthesiologist pay by state from BLS, with top-coded state figures explained. Surgical technologist salary↗ \ Surgical tech pay by state from BLS, with percentiles and an offer checker. Medical assistant salary↗ \ Medical assistant pay by state from BLS, with an offer checker. Registered nurse salary↗ \ RN pay by state from BLS, with percentiles and an offer checker. Dermatologist salary↗ \ Dermatologist pay by state from BLS, with top-coded state figures explained. Esthetician salary↗ \ Esthetician pay by state from BLS skincare specialist data. Medical receptionist salary↗ \ Receptionist and front desk pay by state from BLS, with an offer checker. Practice manager salary↗ \ Practice manager pay by state from BLS health services manager data.

Patient education

Editable aftercare and recovery handouts and cost references to share with patients.