Caseload Calculator (Visits/Day)
Use this caseload calculator to estimate workload from visit volume. Convert visits into billable minutes and total time, and see a simple daily plan.
Calculator
Examples
- 25 visits/week, 5 days, 45 billable min/visit, 10 doc min/visit → 5 visits/day → Billable/day = 225 min → Doc/day = 50 min → Total/day = 275 min (4.6 hours)
- 30 visits/week, 4 days, 38 billable, 12 doc → 7.5 visits/day → Billable/day = 285 min → Doc/day = 90 min → Total/day = 375 min (6.25 hours)
- Example 1 with utilization target 75% → required scheduled/day = 300 min → implied non-billable = 75 min
FAQ
What visit length should I use?
Use your typical billable treatment time per visit (or a weighted average if you mix evals and follow-ups).
Can this estimate productivity?
It estimates workload and time. Productivity is output per input (visits/hour, units/hour, points/hour). Use this to forecast time, then compare to your clinic’s productivity target.
What if my visits vary a lot?
Use two scenarios (short and long visits) or a weighted average. Consistent assumptions are more useful than perfect precision.
How should I include documentation time?
Enter average documentation minutes per visit so total daily time reflects both treatment and admin workload.
How can I reduce total hours without cutting visits?
Reduce non-billable minutes per visit (workflow), shorten documentation time, or standardize visit structure—track outcomes to ensure quality stays high.
Related tools: Therapy utilization calculator • Therapy productivity • CPT 8-minute rule