Caseload planning usually happens in the margins of a busy week — a quick mental estimate of how many patients you can realistically see. This calculator replaces that guesswork with real numbers, converting your weekly visit volume into a clear daily plan.
How to Use
- Enter the number of patient visits you complete each week.
- Enter how many days you work per week.
- Input your average billable minutes for each visit.
- Add your average documentation minutes per visit (optional).
- Set a target utilization percentage if you want to measure against a goal (optional).
- Click Calculate.
- View your daily workload, including treatment and documentation time.
- See the scheduled time needed to reach your target utilization percentage.
Examples
- 25 visits/week, 5 days, 45 billable minutes, 10 documentation minutes → 5 visits/day, 225 billable minutes/day, 275 total minutes/day (4.6 hours)
- 30 visits/week, 4 days, 38 billable minutes, 12 documentation minutes → 7.5 visits/day, 285 billable minutes/day, 375 total minutes/day (6.25 hours)
- Same as the first example with a 75% utilization target → 300 required scheduled minutes/day, 75 minutes of implied non-billable time
Formula Breakdown
Visits per day = visits per week ÷ days worked. Billable minutes per day = visits per day × average minutes per visit. Total minutes per day = billable minutes plus documentation minutes. If a target utilization is set, required scheduled minutes = billable minutes ÷ target %.
Conclusion
Knowing your numbers ahead of time beats discovering them at 4 pm on a Friday. This calculator gives you a realistic daily plan before your week even starts. Once you know your workload, our Therapy Utilization Calculator can show how efficiently that time is actually being used, and the Employee Productivity Calculator is useful if you’re managing a full team’s caseload rather than just your own.