Calculators · Documentation
Documentation time calculator
This documentation time calculator shows therapists what their notes cost in hours a year, in unpaid time and in productivity points.
Your numbers
Everything updates as you type. Nothing is uploaded.
Result
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The formula
Annual hours = daily minutes × days per week × 46 ÷ 60
Productivity points lost = on-the-clock minutes ÷ paid minutes × 100
The calculator assumes 46 working weeks a year, to allow for annual leave and public holidays. The working days results divide the hours by 8, a standard 8-hour day. They do not use your paid minutes per day.
Worked example
Example: sixty minutes of notes a day, twenty of them off the clock, five days a week, with 450 paid minutes a day. That gives 230 hours a year, of which 76.7 are unpaid. At 40 an hour that unpaid time is worth about 3,067. The forty on-the-clock minutes cost 40 ÷ 450 = 8.9 productivity points a day.
Common questions
Why 46 weeks?
It is the calculator's assumption for a year with annual leave and public holidays taken out. If you work 48 weeks, multiply the yearly figures by 48 ÷ 46; for 44 weeks, multiply by 44 ÷ 46.
Should I include evaluations?
Yes, include all documentation. If evaluations dominate, track them separately, because they may need scheduled time.
What do I do with the number?
Use the annual figure when you ask for a caseload change.
Longer explanation: What therapy documentation costs you, in hours and in money