Calculators · Capacity
Therapy caseload calculator
This therapy caseload calculator shows how many patients your week can hold once notes, meetings and missed visits come out of paid time.
Your numbers
Everything updates as you type. Nothing is uploaded.
Result
—
The formula
Capacity = available treatment minutes ÷ (visit length × visits per week)
Available minutes is paid time minus documentation, minus meetings and admin, minus expected attendance loss.
Worked example
Example: take a 450 minute day, five days a week, 60 minutes of notes daily and 90 minutes of weekly admin. With an assumed 12% attendance loss, that leaves about 1,637 available minutes. At 45 minute visits twice weekly, each patient costs 90 minutes, so capacity is 18 patients.
Common questions
My caseload is bigger than this says. What does that mean?
Either an input is wrong, or the excess is being absorbed somewhere: unpaid time, shortened visits, or missed sessions. Check which before concluding the calculation is wrong.
How do I handle evaluations?
Add the time they take, including the write-up, to meetings and admin per week. For example, four evaluations at 90 minutes each add 360 minutes.
Does this work for home health?
Add travel to the visit length. A 45 minute visit with 25 minutes of driving costs 70 minutes. In the example above, that lowers capacity from 18 patients to 11.
Longer explanation: How to calculate therapy caseload capacity